The Sign-in book is a traditional method used by many organisations to record visitors’ details. However, with the introduction of the General Data Protection Regulation (GDPR), this method is no longer compliant. In this blog, we will explore why the Sign-in book is not GDPR compliant and the potential risks associated with its use.
Firstly, the Sign-in book does not provide visitors with adequate information about data processing.
Under the GDPR, organisations must inform individuals about the purpose and legal basis for processing their data, as well as any recipients of the data. Also, it typically does not provide this information, leaving visitors unaware of how their data will be used and who will have access to it.
Secondly, it is not secure.
Personal data is often visible to others, creating a risk of unauthorized access and potential data breaches. In addition, the book may be lost or stolen, further increasing the risk of data loss or misuse.
Thirdly, the Sign-in book does not provide visitors with the right to access or erase their data.
Under the GDPR, individuals have the right to request access to their personal data and have it deleted if it is no longer necessary for the purpose for which it was collected. It is difficult to track and delete individual records, making it challenging to comply with these requests.
Finally, the Sign-in book does not provide visitors with a clear opt-in mechanism.
The GDPR requires organisations to obtain explicit consent from individuals before collecting and processing their data. With a Sign-in book, visitors are often asked to provide their details without being given a choice, making it difficult to demonstrate that consent has been obtained.
In conclusion, the Sign-in book is not GDPR compliant due to its lack of transparency, security, data subject rights, and consent mechanisms. Organisations should consider using alternative methods, such as electronic visitor management systems, to ensure compliance with the GDPR and protect visitor’s personal data. Failure to comply with the GDPR can result in significant fines and reputational damage, making it essential for organisations to adopt GDPR-compliant processes and procedures.
EntrySign is a Visitor Management System that will not only keep you GDPR compliant, but will make it quicker and easier than ever before to manage your visitors and staff whilst on-site.
Please get in touch and we’d be happy to provide you with a demonstration of this award-winning system: call Verity on 01254 271 333 or email: verity.jones@unifiedworld.co.uk
