Guest data registration in the European Union
Accommodation providers in many European countries are legally required to collect guest identification data and submit it to public authorities.
Why is guest data collected?
European union member states apply national laws that require accommodation providers to register guests staying overnight and to submit their identification data to competent public authorities.
These legal requirements exist in order to:
- Ensure public safety and crime prevention;
- Support migration management and border control;
- Maintain official tourism statistics;
- Enable emergency response and civil protection when necessary.
The obligation to collect and submit guest data is based on national legislation adopted by each EU Member State, in line with European Union law.
Legal framework
- Directive 2004/82/EC on the obligation of carriers to communicate passenger data
- National immigration and public security laws;
- Royal decrees, governmental ordinances, ministerial orders, and similar national legal acts adopted by Member States.
What data is usually collected
Full name
Date of birth
Nationality
Identity document type and number
Dates of stay
Your data and GDPR
The processing of guest personal data in the European Union is governed by the General Data Protection Regulation (EU) 2016/679 (GDPR).
Under GDPR, guests have the right to:
- Access their personal data;
- Request correction of inaccurate data;
- Receive information about the legal basis for data processing;
- Have their data protected against unauthorized access or misuse.
Guest data is processed solely for the purpose of fulfilling legal obligations imposed on accommodation providers by national law.
Where does your data go?
Guest data collected by accommodation providers is submitted directly to official government systems operated by public authorities in each country. Guest data is not stored in a central European Union database.
Spain
Guest data is submitted to the official SES.Hospedajes system operated by the Spanish Ministry of the Interior, in accordance with Spanish public security legislation.
Lithuania
Guest data is submitted to the national E‑turistas system managed by Lithuanian public authorities, as required by national tourism and migration regulations.
Italy
Guest data is submitted to the Alloggiati Web system operated by the Italian State Police, in accordance with Italian public security and immigration laws.
Portugal
Guest data is submitted to immigration and border control authorities through official national systems, as required by Portuguese law.
How your data is protected
Accommodation providers and public authorities are legally required to implement appropriate technical and organizational measures to protect guest data.
These measures include:
- Secure transmission of data to official government systems
- Encryption during data transfer;
- Restricted access limited to authorized personnel;
- Data retention periods defined by applicable law.
