European regulations on guest identification and self check-in are constantly evolving, with significant variations between different countries. The recent ruling of the TAR Lazio of May 27, 2025, which annulled the prohibition of "de visu" control in Italy, and the activation of the new SES.Hospedajes system in Spain from December 2, 2024, mark a turning point for the hospitality sector.
This guide provides a complete and updated framework of registration obligations, official tools required and verification methods allowed in each country, offering accommodation facility managers essential information to operate in full regulatory compliance.
The European regulatory framework
Within the Schengen area, most member states impose guest registration, particularly foreigners, with data transmission to public security authorities within established deadlines. The GDPR provides the legal basis for the processing of this identifying data, based on legal obligation, while ensuring principles of minimization and security.
Operational methods, however, remain governed by individual national regulations, creating a varied landscape that requires specific attention for each reference market.
Italy: reopening to remote control
Italy maintains the obligation to identify all guests with telematic sending to the Police Headquarters within 24 hours through the Alloggiati Web platform. The significant novelty of 2025 is represented by the TAR Lazio ruling that annulled ministerial circular 11/2024, officially reopening to remote verification.
This means that managers can again use:
- Video-identification with document control
- Document photo acquisition + selfie with biometric verification
- Electronic signature systems
- Certified remote self check-in solutions
The manager always remains the facility manager, who must guarantee sending data to Alloggiati Web regardless of the identification method adopted.
Spain: new centralized platform
Since December 2, 2024, the SES.Hospedajes platform of the Spanish Ministry of the Interior has come into operation, which requires the registration of all guests over 14 with transmission within 24 hours. The new system, governed by RD 933/2021, provides for the collection of more extensive data than in the past and conservation for 3 years.
Booking platforms are involved as intermediaries, but the responsibility for compliance remains with the facility manager. The system represents one of the most advanced implementations at European level for centralized management of guest data.
Portugal: focus on foreigners
Portugal maintains a selective approach, requiring communication only of foreign guests (EU and non-Portuguese extra-EU) within 3 days through the SIBA system. National guests do not need to be communicated to authorities.
This approach significantly simplifies management for structures that operate mainly with domestic clientele, while maintaining control over international tourist flows.
France: traditional system with digitalization
France requires the completion of the fiche individuelle de police only for foreign tourists, with conservation at the facility for 6 months and transmission to authorities only on request. The system allows dematerialization, opening to digital solutions.
This "on-demand" approach reduces daily bureaucratic burdens, maintaining the possibility of control when necessary.
Germany: simplification for domestic guests
A significant novelty of 2025 is the abolition of the Meldeschein for German domestic guests. The obligation remains only for foreign guests, with the possibility of using qualified electronic signature and eID NFC (AusweisIDent) systems for contactless check-in.
This evolution reflects the growing digitalization of the sector and the adoption of advanced technological standards.
United Kingdom: post-Brexit continuity
The United Kingdom maintains the Hotel Records Order 1972, requiring registration of name and nationality for guests over 16. For non-UK/IRL/Commonwealth citizens, document type and number and next destination are also required, with register conservation for 12 months.
Comparison of technological solutions
The methods allowed for self check-in vary significantly:
Advanced solutions:
- OCR acquisition of official documents + biometric verification
- Qualified electronic signature (Germany, Spain)
- eID NFC systems (Germany with AusweisIDent)
- Automatic integration with institutional portals
Security standards:
- Temporary single-use codes
- Offline verification for cloud independence
- RFID badges for recurring access
- Anti-tampering systems
The role of booking platforms
It is essential to understand that booking platforms (Airbnb, Booking, etc.) never replace the manager's obligation for public security. They can support with identity verification for their own purposes (trust & safety), but legal responsibility always remains with the accommodation facility.
Operational recommendations
To operate in compliance, managers should:
- Always verify local regulations in addition to national standards
- Choose certified technological solutions for their reference market
- Keep procedures updated based on regulatory evolution
- Document identification processes for any controls
- Train staff on new operational methods
Future prospects
Regulatory evolution shows a clear trend towards:
- Digitalization of registration processes
- Harmonization of European standards
- Balance between security and privacy
- Integration with tourist tax systems
The challenge for managers is to keep pace with these changes, choosing flexible and compliant technological solutions that improve guest experience without compromising regulatory compliance.
Conclusions
The European regulatory landscape for guest identification and self check-in is complex but rapidly evolving towards greater digitalization. The key to success for accommodation facilities lies in precise understanding of specific obligations for each market and adoption of appropriate technological solutions.
Investment in compliant and secure systems is not only a regulatory necessity, but an opportunity to improve operational efficiency and guest experience, creating competitive value in an increasingly demanding market.