Visitor Management Records
Case reference FOI2019/00952
Published 5 September 2019
Request
Do you currently record details of visitors attending your council offices? If so… What details do you record? E.g. name, company name, who they're visiting, etc. Do you do this electronically or on paper? How long are the details kept? Is your method of visitor recording GDPR compliant? How much per annum does the visitor recording method you use cost the council? Do you currently record details of staff attending your council offices? If so… What details do you record? E.g. name, employee number, job title, etc. Do you do this electronically or on paper? How long are the details kept? Is your method of visitor recording GDPR compliant? How much per annum does the staff recording method you use cost the council?
Response
Here at Millmead House we have a public area and a staff area.
Our visitor's register is paper not digital.
Visitors or members of the public attending the public area only and who have not used our car park do not need to sign in although some chose to.
Visitors who will be accessing the staff area all need to sign in to our visitors register regardless of whether they have parked a vehicle in the front car park.
We request their name, company, who they are visiting their vehicle details if appropriate time into the building and time out.
These records are kept for 3 months and are GDPR compliant.
The cost is minimal as the form is an excel spreadsheet so costs are for printing and paper and are approximately £6.00.
We do not record staff that work here at Millmead House but those that are based externally may need to complete a register to acquire a pass to access the staff area. This again is a paper record, kept for 3 months and asks for name, supervisor, provided badge number and a contact number. If they have parked then they will also complete the visitors register. The cost will be approximately the same.
Documents
This is Guildford Council's response to a freedom of information (FOI) or environmental information regulations (EIR) request.
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