{"id":37686,"date":"2024-02-10T02:58:23","date_gmt":"2024-02-10T07:58:23","guid":{"rendered":"https:\/\/eptura.wpengine.com\/?p=37686"},"modified":"2025-02-13T22:07:31","modified_gmt":"2025-02-14T03:07:31","slug":"5-myths-about-gdpr-and-visitor-management","status":"publish","type":"post","link":"https:\/\/eptura.com\/discover-more\/blog\/5-myths-about-gdpr-and-visitor-management\/","title":{"rendered":"5 myths about GDPR and visitor management"},"content":{"rendered":"

With the one-year anniversary of the EU’s General Data Protection Regulation (GDPR) just\u00a0behind us,\u00a0we know by now that GDPR applies to any personal data your business collects\u2014including that of physical visitors to your office.\u00a0 This can include\u00a0basic\u00a0information like names and email addresses, to more probing details like car registration numbers and photos. Understandably,\u00a0there are still lots of misconceptions around\u00a0what it all means for\u00a0GDPR and visitor management.<\/p>\n

<\/p>\n

Let’s take a look at the most common ones, and\u00a0see if there’s any truth to them.<\/p>\n

Myth 1: GDPR and visitor management don’t\u00a0apply to paper<\/h2>\n

Fact: GDPR is technology neutral<\/h4>\n
\n

In order to prevent creating a serious risk of circumvention, the protection of natural persons should be technologically neutral and should not depend on the techniques used. The protection of natural persons should apply to the processing of personal data by automated means, as well as to manual processing.<\/p>\n

\u2014 GDPR Recital 15, General Data Protection Regulation<\/p><\/blockquote>\n

This means that your paper trails can easily fall under the scope of GDPR.<\/p>\n

If your company is still using a paper logbook as a form of\u00a0GDPR visitor sign-in, then\u00a0you should be aware of the possible pitfalls and risks you’re exposed to.<\/p>\n

Any kind of processing of a structured and consistent set of personal data<\/strong> falls under the scope of GDPR. So\u00a0whether the data collection and processing is done digitally or via pen and paper, it does not matter.<\/p>\n

Are you ready to be held accountable for your paper visitor sign-in sheet?<\/p>\n

Myth 2:\u00a0You can easily achieve a GDPR-compliant visitor logbook<\/h2>\n

Fact: It\u2019s possible, but not easy by any means<\/h4>\n

This is because GDPR lays out a set of general principles to be followed.<\/p>\n

\"gdpr<\/span><\/p>\n

Achieving fairness and transparency, purpose limitation, data minimization, accuracy, storage limitation, and integrity and confidentiality is technically possible. It’s also a risk to take on manually. We’re all human, and as such there’s always a margin of human error.<\/p>\n

Even the alleged “discreet sheets” you find on the market are not fool-proof.<\/p>\n

You may address one are for improvement, but other areas\u2014accuracy and storage limitation\u2014fall short and leave you open to risk during a potential audit.<\/p>\n

<\/a>Myth 3: Visitors must always give explicit consent<\/h2>\n

Fact: Explicit consent does not apply to (all of) your visitor data<\/h4>\n

The concept of consent is one of the main pillars of GDPR. <\/span><\/p>\n

That is…<\/span><\/p>\n

\n

“…any freely given, specific, informed and unambiguous indication of the individual\u2019s wishes by which he or she, by a statement or by clear affirmative action, signifies agreement to the processing of personal data relating to him or her. Consent as a legal basis can be withdrawn by the individual at any time. Therefore, it is often advisable to investigate whether other legal bases are possible.”<\/span><\/p>\n<\/blockquote>\n

However, GDPR consent isn’t some modern-day “bogeyman” coming to get us. <\/span><\/p>\n

The regulation actually\u00a0<\/span>recognizes that there are cases\u00a0when explicit consent is not needed:<\/p>\n

    \n
  1. In the event of contractual necessity<\/strong> – when personal data is processed on the basis that it constitutes a legal obligation<\/li>\n
  2. In the matter of vital\/public interests<\/strong> – the cases where data processing directly affects a \u201clife or death\u201d scenario of the data subject and where it\u2019s required for the normal functioning of an institution serving public interest, respectively<\/li>\n
  3. In the matter of legitimate interests <\/strong>– this means that processing the data without explicit consent is possible insofar it represents a legitimate interest of the controller without overriding the rights or freedoms of the data subjects at hand<\/li>\n<\/ol>\n

    A\u00a0solid visitor management system allows for a range of scenarios including the ability to capture digital signatures on NDAs other other agreement. In fact, we’ve created\u00a0sample clauses in 22 languages <\/strong>(about consent for your NDAs).<\/p>\n

    But we advise you to consult\u00a0your legal counsel to accurately assess each situation in which explicit consent might not be necessary.<\/p>\n

    A good basis to start that conversation could be our white paper on GDPR-compliant visitor management\u2014Checking into data privacy<\/strong>. It includes an overview of GDPR basics and helpful checklists provided by Cromwell & Moring LLP.<\/p>\n

     <\/p>\n

    Myth 4: It\u2019s enough to just delete the data from time to time<\/h2>\n

    Fact: Implementing the “right to be forgotten” goes beyond just deleting data
    \n<\/em><\/h4>\n

    This means that your organization needs to be on top of your data retention period.\u00a0You cannot store data for longer than necessary.<\/p>\n

    It’s actually the third step in our GDPR compliance checklist for your visitor management system:<\/p>\n

    When it comes to visitor management, you’ll need software that adapts to your needs.<\/p>\n

    Being able to automatically delete the\u00a0visit details\u00a0is as priceless as a good night’s sleep knowing you’re not breaking any laws.<\/p>\n

    Myth 5: A data processing agreement (DPA)\u00a0isn’t necessary<\/span><\/h2>\n

    Fact:\u00a0Your reception and any subcontracted security staff are considered the data processors<\/h4>\n

    Your company may be one of many tenants in a multi-tenant building. Or you may\u00a0be using a third-party firm to handle your office building security. In either scenario, there are still three “players” in the eyes of GDPR.\u00a0<\/span><\/p>\n

      \n
    1. Your visitor\u00a0is\u00a0the\u00a0Data<\/strong>\u00a0Subject<\/strong><\/li>\n
    2. Your company\u00a0is the\u00a0Data Controller<\/strong><\/li>\n
    3. Any 3rd party\u00a0processing the data is the\u00a0Data<\/strong>\u00a0Processor<\/strong><\/li>\n<\/ol>\n

       <\/p>\n

      It’s important to know who the “players” are when it comes to GDPR and visitor management, whether you’re using a paper or cloud-based visitor management solution.<\/span><\/p>\n

      This is where the DPA comes in. A\u00a0formal agreement\u00a0must be in place\u00a0denoting the rights and obligations around data collection and processing from both parties.<\/p>\n","protected":false},"excerpt":{"rendered":"

      It’s important to know who the “players” are when it comes to GDPR and visitor management, whether you’re using a paper or cloud-based visitor management solution.<\/p>\n","protected":false},"author":26,"featured_media":38005,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"content-type":"","inline_featured_image":false,"footnotes":"","_wpscp_schedule_draft_date":"","_wpscp_schedule_republish_date":"","_wpscppro_advance_schedule":false,"_wpscppro_advance_schedule_date":"","_wpscppro_dont_share_socialmedia":null,"_wpscppro_custom_social_share_image":0,"_facebook_share_type":"default","_twitter_share_type":"default","_linkedin_share_type":"default","_pinterest_share_type":"default","_linkedin_share_type_page":"","_instagram_share_type":"default","_medium_share_type":"default","_threads_share_type":"","_google_business_share_type":"","_selected_social_profile":[],"_wpsp_enable_custom_social_template":false,"_wpsp_social_scheduling":{"enabled":false,"datetime":null,"platforms":[],"status":"template_only","dateOption":"today","timeOption":"now","customDays":"","customHours":"","customDate":"","customTime":"","schedulingType":"absolute"},"_wpsp_active_default_template":true},"categories":[7,1],"tags":[419],"class_list":["post-37686","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-blog","category-eptura","tag-blog"],"acf":[],"yoast_head":"\n5 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