ID Document Readers: How Passport and ID Card Scanners Help Spain’s Hotels and Car Rental Companies Comply With New Regulations
Spain’s hospitality and car rental businesses must adapt to new regulatory requirements under Royal Decree 933/2021, which mandates the collection and submission of guest identification data. With 17 mandatory data points now required, businesses face challenges in streamlining check-in procedures while maintaining data security and compliance.
Royal Decree 933/2021: Key Details and Compliance Risks
Effective from December 2, 2024, Royal Decree 933/2021 applies to mainland Spain and its islands. The law aims to strengthen national security by preventing crimes committed by bad actors and criminal organizations. To comply, businesses must digitally record guest identification data for three years and submit it to the Ministry of the Interior within 24 hours of check-in or registration.
Failure to comply carries financial penalties ranging from €100 to €30,000, depending on the severity of the violation.
The Decree also modernizes Spain’s approach to guest registration by requiring digital record-keeping for hotels, hostels and car rental companies. The key objectives include:
- Improved National Security — Enables efficient data transmission to law enforcement
- Fraud Prevention — Reduces identity-related crimes through electronic verification
- Efficient Data Management — Eliminates outdated paper-based record-keeping
The Challenge: Fast Check-Ins Without Compromising Security
This new law requires electronic guest identification capture, enhancing security and fraud prevention. However, the expanded data collection requirements raise concerns about longer registration times, administrative burdens and data protection.
How Passport Scanners and ID Card Scanners Assist
When integrated with ID verification software and management systems and used in face-to-face registration processes, passport scanners and ID card scanners help accommodation and car hire providers comply with the new regulations by:
- Instantly Capturing Data — Scanning and extracting passport and ID card information to reduce manual entry errors
- Enhancing Security — Verifying document authenticity to prevent fraudulent check-ins
- Improving the Guest Experience — Speeding up processing to reduce queues and wait times
- Ensuring Compliance — Accurately recording required data, facilitating digital record-keeping and enabling timely submission to authorities
Choosing the Right ID Document Reader
Selecting the right passport scanner or ID card scanner for a check-in system is essential for smooth operations. Businesses should consider:
- Scanning Speed and Accuracy — High-speed OCR technology ensures rapid and precise data extraction
- Compatibility — Supports various ID formats, including passports, national ID cards and driver’s licenses
- Integration Capabilities — Seamlessly works with property and customer management systems
- Flexible Deployment — Functions as a desktop device at reception desks or integrates into self-service kiosks for fully automated check-ins
Future-Proofing Compliance and Customer Experience
As Spain enforces Royal Decree 933/2021, IT integration specialists can deploy passport scanners and ID card scanners to help accommodation and car rental providers maintain compliance while enhancing guest satisfaction. Investing in the right technology ensures seamless compliance and a frictionless registration experience for guests.
Additional Resources:
- Explore HID’s ID document readers
- Find out how HID supports self-service
- Sign up to receive updates on HID’s ID document & ticket readers