The unspoken impacts of GDPR regulations



The General Data Protection Regulation (GDPR) of the EU might not dominate headlines as it did during its introduction in 2018. However, the complexity and scope of the regulations continue to be confusing for many reasons.

One area often overlooked under GDPR is visitor data management. GDPR significantly influences what information can be collected about visitors and how this collected data can be managed in compliance with privacy regulations.

The importance of GDPR in visitor management

The GDPR increased the responsibilities associated with the processing of information and access requests for information. It was created to protect individual personal data and to give them control over the details and storage of their information.

Compliance with data protection should be a high priority for every organization. This includes visitor data, as the legislation obligates the collector of information to ensure that such data is not altered or disclosed to any unauthorized parties. If your organization collects any information on people who visit your premises, you are also responsible for protecting their data.

Focusing on data protection and transparency

GDPR mandates that only necessary information about visitors should be collected and retained for no longer than needed. Customers, partners, drivers, service providers, and other visitors have the right to know what data is collected about them, how it is used, and who processes it. They must also have been permitted for their data to be stored and contain the ability to independently manage or delete their information.

Avoiding the consequences of GDPR violations

Violating GDPR means serious business. Non-compliance can lead to hefty fines and reputational damage. The amount of GDPR fines has been rapidly increasing. In 2023, the total fines exceeded the €1.6 billion mark, underscoring the critical importance of adhering to data protection regulations.

The solution: electronic data storage

Now or never is the time to leave old paper forms and guest books behind. Today, electronic data storage is the only viable way to ensure that data protection obligations are properly met. A digital visitor management system ensures that data is collected, stored, and processed securely.

When acquiring a visitor management solution, it is advisable to primarily focus on the provider’s reliability, security, and location – in the worst-case scenario, the service provider could transfer the stored data outside the EU borders. Furthermore, it’s important to ensure that you, as the customer, own the data stored in the service and can manage its retention periods.

Test compliance with our checklist

To make testing and evaluating visitor management compliance as easy as possible for your organization, we have prepared a downloadable checklist for you. With this list, you can ensure that current visitor data management meets the key GDPR requirements.

We’re here to help, even in tough situations

If you have any questions about the compliance of visitor data management or any other visitor management-related issue, ask our experts for more information. We are happy to assist you with any concerns you may have.

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