How to ensure your visitor management software is GDPR compliant

Ensuring that your visitor management software is GDPR compliant is crucial for any business that collects personal information. Here’s how to ensure that your visitor management software is GDPR compliant.

What is GDPR?

The General Data Protection Regulation (GDPR) exists to manage the way data is processed and stored, by businesses, ultimately to prevent data breaches and theft of sensitive information.

There are currently two GDPRs: EU GDPR and UK GDPR which came into force following Brexit.

For the most part, the key principles within the UK GDPR are very much the same as the EU GPDR, however some rules differ is personal data is being transferred between the UK and EEA, which you can read more about here.

Risks of GDPR Non-Compliance

If your business doesn’t comply with GDPR, then you could face serious legal penalties. There are two tiers of penalties that your business could face for not complying with GDPR, the higher maximum, and the standard maximum.

The Higher Maximum

As stated by ico.org.uk, “The higher maximum amount, is £17.5 million or 4% of the total annual worldwide turnover in the preceding financial year, whichever is higher.

In practice, the higher maximum amount can apply to any failure to comply with any of the data protection principles, any rights an individual may have under Part 3 or in relation to any transfers of data to third countries.”

The Standard Maximum

Again, as stated by ico.org.uk, “If there is an infringement of other provisions, such as administrative requirements of the legislation, the standard maximum amount will apply, which is £8.7 million or 2% of the total annual worldwide turnover in the preceding financial year, whichever is higher.”

Visitor Management System GDPR Requirements

Ensure that you review your businesses existing visitor management software, as it could potentially be breaching GDPR regulations without you even being aware. The visitor management software GDPR requirements consist of numerous factors that you must ensure your business complies with.

When it comes to ensuring your visitor management systems remains complaint, consent is the first step to achieving that. By offering individuals the opportunity to provide their consent, this can create trust towards your business, and gives visitors more control over their own personal data.

Using clear language, providing easy to opt-in features and specifying clearly what happens to their data can create a positive experience and help to avoid any unwanted GDPR mishaps.

Upon collecting the data, it is integral it is used appropriately, and this must be made clear when asking for consent of the collection of the data. The data cannot be used for matters that don’t coincide with the business’s purpose or for any other reason besides what has been agreed between the business and the visitor themselves.

Once the data is collected and used appropriately by those who need it, it must then be deleted to prevent data breaches and leaks. Therefore, you must ensure that any data that is no longer required by your visitor management system is deleted, along with related information.

Keep GDPR Compliant with our Visitor Management Systems

If your business is looking for a GDPR compliant visitor management software supplier, then you can get in touch with our team today to begin implementing your visitor sign in system.

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