Is Your Visitor Management Process GDPR Compliant?

What is GDPR? GDPR stands for the General Data Protection Regulation and is the most important change to data privacy this century. It was passed by the European Union (EU) in May 2018, so, if your business has been operating since then and collects the data of people in the EU, you may have had to take necessary steps to alter your practices and create a secure digital network. GDPR is the toughest privacy and security law in the world for a reason: to ensure businesses that gather personal information are strengthened against vulnerability and to target anyone who tries to violate these privacy standards. EU residents can sleep easy knowing their data is safe, but are you sure that every area of your business is GDPR compliant? Have you made the necessary changes to ensure your visitor management process is GDPR compliant? To avoid penalties of tens of millions of euros, your business is legally obliged to ensure all areas obey GDPR law.

Visitor books, both traditional and digital, record the personal information of visitors, making GDPR compliance essential. We’ve summarised the pros and cons of the traditional visitor book versus a digital visitor management system to ensure your business is performing to the highest standard and staying GDPR compliant.

GDPR Compliance & Traditional Visitor Books

✗ How can you ensure the privacy of other visitors? Nothing is preventing one visitor from taking a photo of previous visitor information as it is all laid out in the sign-in book.

✗ How can you access or delete data easily on request? Since GDPR was passed, organisations are required to not only track all visit records but be able to quickly produce or delete specific visitor data on request. Traditional paper visitor books can be filed away or shredded, but this involves a massive increase in administrative work and the risk of human error increases by relying on this form of data management.

✗ How can you easily capture relevant data for different visitors? GDPR law states that personal data that is collected must be adequate, relevant, and limited to what is necessary. If you think about everyone who passes through your doors — from workers to guests to interviewees to delivery personnel — you’ll realise that the one-size-fits-all approach of a traditional visitor book just isn’t GDPR compliant, or that your reception staff will be constantly working to provide relevant sign-in sheets to each type of visitor to ensure the correct information is gathered (again, a massive increase in administrative work and encourages human error).

GDPR Compliance & Digital Visitor Management Systems

✓ Easily prevent visitors from accessing past visitor data as each new visitor is faced with a new QR code to scan on their smartphone or a blank questionnaire to input their information.

✓ Instant access to data means visitor records can be anonymised or deleted on request. This relieves the administrative burden associated with GDPR compliance.

✓ Easily capture relevant data by providing a customised sign-in experience for all your visitors. Receiving a delivery? The delivery personnel may only be required to add their name and arrival time. Hosting a meeting? These employees may be required to take a photo and print a visitor badge at the sign-in kiosk, then have their track and trace information stored against their visitor record. Visitors can also decide whether to opt-in or out of marketing and ongoing communications. Digital visitor books reduce administrative work and ensure easy GDPR compliance.

Why Should I Use VizBook?

VizBook is a clear and secure digital visitor management system that allows you to record visitor data in accordance with GDPR to ensure you always stay data compliant. This is just one of the many benefits of the simple, digital, and streamlined sign-in experience offered by VizBook. Visit our website to learn more and start your free 14-day trial.

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