Privacy Policy

Last updated: March 2026 | Effective date: March 2026

    Summary: BookCheckin processes guest identity documents (passports, national IDs) on behalf of accommodation providers for mandatory submission to Spain's Ministry of Interior (SES Hospedajes). We act as a Data Processor under GDPR. This policy explains exactly what data we collect, why, and your rights.
  

1. Who We Are

BookCheckin (bookcheckin.com) is a Software-as-a-Service platform providing automated guest check-in and regulatory reporting services for accommodation providers in Spain.

Data Controller: The accommodation provider (hotel, hostel, apartment, etc.) that uses BookCheckin to collect Guest data.
Data Processor: BookCheckin, acting on the instructions of the Data Controller.

For questions about this policy: privacy@bookcheckin.com

2. Data We Collect

2.1 Customer Account Data

Data	Purpose	Legal Basis
Name, email address, username	Account creation and authentication	Contract performance (Art. 6(1)(b) GDPR)
Billing details (via Stripe)	Payment processing	Contract performance
Login timestamps, IP addresses	Security and fraud prevention	Legitimate interests (Art. 6(1)(f))

2.2 Guest Personal Data (processed on behalf of Customers)

This data is particularly sensitive — it includes identity document data. We process it strictly to fulfil the legal obligation of traveller registration under Spanish Royal Decree 933/2021.

Data Category	Examples	Legal Basis
Identity	Full name, date of birth, nationality, sex	Legal obligation (Art. 6(1)(c)) — RD 933/2021
Identity document	Document type, number, support number, scan image	Legal obligation (Art. 6(1)(c))
Residence	Address, city, postal code, country	Legal obligation (Art. 6(1)(c))
Contact	Phone, email (optional, guest-provided)	Legitimate interests of the Customer
Stay data	Check-in/check-out dates, reservation number	Legal obligation + Contract performance

3. How We Use Your Data

Guest check-in: Processing identity documents to pre-fill check-in forms using AI-assisted document scanning (Claude Haiku vision model by Anthropic).
Regulatory reporting: Transmitting mandatory guest data to Spain's Ministry of Interior via the SES Hospedajes API (part-platform integration with the Spanish Police Information System).
Service delivery: Dashboard, reporting, notifications, and property management features.
Security: Detecting and preventing fraudulent access, rate limiting, and audit logging.
Customer support: Responding to support tickets and technical issues.

4. AI Document Processing

When guests upload identity document images, those images are sent to Anthropic's Claude API (a third-party AI service) solely to extract document fields (name, document number, etc.). Images are transmitted over encrypted connections. Anthropic does not use API-submitted data to train its models. Document images are not permanently stored by BookCheckin after the scanning operation; extracted text fields are stored in our database.

For Anthropic's data practices, see anthropic.com/privacy.

5. Data Sharing

We share personal data only in the following circumstances:

Recipient	Purpose	Safeguards
Spain Ministry of Interior (SES Hospedajes)	Mandatory traveller registration (RD 933/2021)	Statutory requirement — no transfer safeguard needed
Anthropic (Claude API)	AI document field extraction	Data Processing Agreement; Standard Contractual Clauses for international transfers
Stripe	Payment processing (Customer billing only)	Stripe's Privacy Shield / SCCs; PCI-DSS compliant
Cloud infrastructure (hosting)	Server hosting and database	Data Processing Agreement; servers located in EU/EEA

We do not sell, rent, or share personal data with advertisers or data brokers.

6. International Transfers

Anthropic is based in the United States. Where guest document images are sent to Anthropic's API, this constitutes a transfer outside the EEA. This transfer is governed by Standard Contractual Clauses (SCCs) as adopted by the European Commission.

7. Data Retention

Data Type	Retention Period	Reason
Guest identity records	3 years from date of stay	Spanish regulatory requirement (RD 933/2021 Art. 8)
Document scan images	90 days from submission	Dispute resolution; deleted thereafter
Customer account data	Duration of contract + 2 years	Legal obligation and dispute resolution
Billing records	5 years	Tax and accounting obligations (Spanish law)
Security logs (IP, timestamps)	12 months	Security and fraud detection

8. Security

We implement appropriate technical and organisational measures to protect personal data, including:

Encryption in transit (TLS 1.2+) and at rest.
httpOnly, SameSite authentication cookies to prevent XSS and CSRF attacks.
CSRF token protection for all state-changing operations.
Security headers (HSTS, CSP, X-Frame-Options, X-Content-Type-Options).
Rate limiting on authentication and document scanning endpoints.
Two-factor authentication (TOTP) available for all accounts.
Access controls: staff access to personal data is restricted to those with a business need.

In the event of a data breach affecting your rights and freedoms, we will notify the relevant supervisory authority within 72 hours and inform affected individuals without undue delay.

9. Your Rights Under GDPR

If you are in the EU/EEA, you have the following rights:

Access: Request a copy of personal data we hold about you.
Rectification: Request correction of inaccurate data.
Erasure: Request deletion of personal data, subject to legal retention obligations.
Restriction: Request that we restrict processing in certain circumstances.
Portability: Receive your data in a structured, machine-readable format.
Objection: Object to processing based on legitimate interests.
Withdraw consent: Where processing is based on consent, withdraw it at any time.

To exercise these rights, contact privacy@bookcheckin.com. We will respond within 30 days.

If you believe we have not handled your data correctly, you have the right to lodge a complaint with the Spanish Data Protection Authority (AEPD): aepd.es.

10. Guest Rights

Guests whose data is processed through BookCheckin should contact the accommodation provider (the Data Controller) to exercise their GDPR rights. The accommodation provider is responsible for responding to such requests. BookCheckin will assist the accommodation provider in fulfilling these requests as required by our Data Processing Agreement.

11. Cookies

BookCheckin uses the following cookies:

Cookie	Purpose	Type	Duration
access_token	Authentication session	httpOnly, SameSite=Lax (not accessible to JS)	Session / configurable
csrf_token	CSRF protection	SameSite=Lax (readable by JS)	Session / configurable

We do not use advertising, analytics, or third-party tracking cookies.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify Customers via email or in-app notification at least 14 days before material changes take effect. The "Last updated" date at the top of this page reflects the most recent revision.

13. Contact

BookCheckin — Privacy Team
Email: privacy@bookcheckin.com
Website: bookcheckin.com