You could be forgiven for suspecting your affected business customers can recite the European Union’s entire General Data Protection Regulation (GDPR) forwards and backwards by now.
Such is the extent to which they were exhorted, advised, and persuaded to ensure they complied with its provisions before the measure took effect last May.
However, some of your customers may not be aware that the regulation’s reach extends even to a company’s visitors’ book. You know the type of thing…the kind outsiders often complete when they enter premises, in which they state their name, organisation, time of entry and exit, and perhaps other details.
And therein may lie a sales opportunity for you. Because not only are visitors’ books still pretty much essential if organisations are to comply with their long-standing duty under health and safety regulations to keep a record of who is on-site at all times, but now they must be GDPR-compliant too. And that means some of your customers may need to upgrade.
If they’re unsure about the wisdom of doing this, you might point out that the maximum penalty for non-compliance with GDPR is four per cent of the offender’s global annual turnover or 20 million euros, whichever is greater. These punishments are severe enough for nearly 20 per cent of senior business decision makers globally to fear non-compliance could put their organisations out of business, according to a recent survey.
The GDPR demands people completing visitors’ books must agree freely to their data being actioned for specific purposes, the information they provide has to be kept confidential and it must be disposed of securely, without undue delay.
We provide solutions, including three-part visitors’ systems, from brands such as Identibadge, which aid compliance with the GDPR. In these, entrants write their details on perforated top sheets, consisting of tear-out passes, which are inserted into security badge-holders that visitors wear on-site and hand back at reception when leaving.
The second sheet in these books is NCR. This copies visitors’ details from the first page onto the third, which retains the information confidentially.
Identibadge GDPR compliant Line-Entry Visitor Books are also available, providing a cost-effective visitor management solution without the need for security badges, clips of lanyard.
When the visitor writes their details in the book they are obscured and kept confidential. The two-part system copies the details onto a second sheet which is glued around the edges to the top sheet. The sheets are perforated and can be torn out to access the data in the case of an emergency.
Identibadge has, for the last few months, been inserting a leaflet into its visitors’ books, making clear the information is being provided for compliance with health and safety regulations, will not be passed to third parties and will only be kept until the book is completed, after which it will be destroyed securely.
Not that the case for organisations operating visitors’ books begins and ends with regulatory compliance.
A visitors’ book can also be a very practical and effective way for organisations to provide guests with positive first impressions…and we all know how important they can be. In addition, detachable passes derived from visitors’ books worn by guests can help identify anyone on the premises illicitly. And the records a visitors’ book supplies of who a business saw and when can be very useful in planning future meetings or reporting on which organisations it has consulted, for example.