GDPR compliant visitor check in

 

GDPR and data privacy became THE hot topic of 2017/2018 thanks to the impending new law. It’s not surprising that these topics are relevant to us at Proxyclick as well. 

On this page you can read more about the following:

 

Most important facts on GDPR

Here are some of the basic facts about GDPR (General Data Protection Regulation) that are important to know:

  • The law was adopted in 2016 and became enforceable in May 2018
  • It updates and replaces Directive 95/46/EC (the 1995 Data Protection Directive) and strengthens rights of the data subjects while at the same time facilitating free flow of data
  • Applies to organisations that perform data processing of private data on the territory of the EU but also those outside of it that operate with private data of EU citizens
  • Infringement fines reach up to 4% of annual revenue

  

Our commitment to privacy

Privacy is a continuous mindset, not a one-time hurdle.

At Proxyclick we did not wait for GDPR to commit to privacy. It has always been an integral part of our offering. A good example is how we manage visitor profiles. Visitor profiles allows us to store permanent information like name or company separately from the temporary visit data.

We think it’s a great feature because:

  • Storing profiles on the iPad allows returning visitors to quickly check-in

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  • Storing profiles on the Dashboard allows receptionists, assistants etc. to quickly pre-register returning visitors too

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However, the data stored on the profile level needs to be protected according to different visitors' perspectives. On one hand, some visitors do not want their profile to be stored - different people have different sensitivities. On the other hand, some companies are reluctant to let their users access all visitors profiles from the Dashboard. We have to respect that too. 


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This is why Proxyclick comes with 7 features that protect the privacy of the visitor profile.

  • 4 features to protect the visitor profile on the iPad: (1) disable returning feature; (2) remove profiles in bulk, (3) visitor privacy, (4) toggle switch.

  • 3 features to protect the visitor profile in the Dashboard: (5) personal vs. shared address book, (6) restrict right to add profiles to the shared address book, (7) restrict right to see/use profiles from the shared address book.
We introduced many of these features years ago. We recognized early that privacy is important to our clients and to our visitors. No wonder it is important to us too!

 

These are the steps we are taking
regarding GDPR compliance

Sizeable fines alone are reason enough to take GDPR seriously. But really, it’s about a long-term commitment to protecting private data of EU citizens. Getting aligned to that as a company is important to us.

Here’s where we are on our GDPR journey:

  • setting up an internal team dedicated to GDPR - DONE
  • hiring a legal counsel - DONE
  • reviewing our process and product - DONE
  • data hosting within the EU - DONE
  • adapting our legal texts (terms and conditions, DPA to reflect GDPR) - DONE
  • appointing a DPO (Data Protection Officer) - DONE
  • defining a data breach notification process - DONE
  • publishing a checklist that helps anyone assess if they process visitor data according to GDPR - DONE
  • updated our T&C in regard to GDPR - DONE
  • developing missing features and adapting our product roadmap - DONE 

How to make your Proxyclick GDPR compliant


Through a mix of existing and new features, we have you covered. We offer different settings that allow you to respond to GDPR requirements according to your needs and context. To make it easier to decide, here’s a short summary of actions to take. 

 

1. Ensure you only collect client data that you absolutely need (data minimization)

GDPR asks organizations that store and process data to only use the amount of data that is sufficient for the purpose of the operations. This is called data minimization.

Proxyclick offers a smart way to minimize data through smart rules. You can customize your check-in flow to ask different questions to different profiles of visitors, e.g. distinguish between partners, contractors and job candidates.

 

2. When collecting your visitor data, ask their consent and explain how you will use it

Your visitors must give explicit consent for their information to be collected as required by GDPR. Within Proxyclick, this can be done in 2 ways:

1) By adding a sentence in your NDA informing them about the ways you intend to use their data and by asking them to provide explicit consent by signing the document.


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Here you can find a sample sentence in 22 different languages that you can copy-paste immediately into your NDA document.

2) By displaying a toggle option for visitors to accept (or refuse) the storage of their profile information on the iPad. (You can activate this feature by choosing Recognize returning visitors > Based on email on this page.) 
 

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3. Make it easy for visitors to withdraw their consent

GDPR requires from Data Processors and Controllers to offer a way to withdraw consent as easily as it was given. The above-mentioned toggle switch in the iPad app makes that easily possible.
 

4. Store visit details for no longer than what is needed

Data retention period is an important concept emphasized in GDPR. In a nutshell, it means personal data should only be used for as long as it’s needed to carry out activities it facilitates, after which it ought to be deleted.

What should this period be? There is no right answer. We’ve seen examples with 1 week or 1 year.

Different companies will establish different retention periods.

Even within the same company, different departments can have different perspectives: the compliance team might want to limit the period as much as possible to minimize infringement risk, while the security department might want to store the data for longer to preserve a historical view, say, in case of investigation of an incident (e.g. theft).

How to delete the data in Proxyclick?

We recently shipped the new Automatic Deletion feature, the alternative to Bulk Deletion that we offered before. We thought that Bulk Deletion got the job done, but required a certain degree of commitment and could be error-prone, which we believed could be improved.

That is why we released this feature allowing you to automatically "expire" your visit records after a certain number of days. By doing this, we will give you an option to solve this question painlessly and in a “set it and forget it” way.

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5. Understand the notion of legitimate interests

 ...and how it applies to explicit consent.

Explicit consent of the data subject (visitor) is emphasized in GDPR but there is one thing good to know from the start: there’s exceptions to everything, including how this is applied.

There are legally justified cases where explicit consent is actually not needed, and the text of GDPR names some of them: “contractual necessity” or “legitimate interests of the company”.

According to our legal counselors, what this means - in practical terms - is that you don’t need to ask explicit consent every time you process visitor data in, for instance, your Outlook.

The same thing applies to saving the visitor profile in your dashboard, for example.

Strictly having to ask for consent every time you do something like this, would make it very unwieldy to the point of almost being useless.

We believe that, luckily, many of the actions that are part and parcel of using a visitor management system satisfy the conditions of legitimate interests (security, scheduling…).

With that said, we do think it's important to offer various types of users the exact level of confidentiality that they need. 

NOTE: Before you decide to apply the notion of legitimate interests, we recommend you get counsel from a legal expert.

 

What's next?

Again, providing an adequate response to the GDPR is not a one-off exercise for us. We take the matter very seriously and will expand the ways we respond to different needs around data privacy.

The conversation on GDPR is just getting started! We have prepared some resources that can help you prepare better and learn more, whether you're a Proxyclick client or not.

 

Useful GDPR resources

As another testament to our dedication to privacy and GDPR compliance, we have prepared a host of actionable content around the topic and will continue to do so beyond May 25:

 

  • 'Is your visitor management GDPR-compliant' checklist that lets you assess your current visitor management practice against a series of criteria - read more
  • GDPR vs the paper logbook: Time to go digital - in this blog post 2 experts sound off on the viability of using paper visitor logbooks in the face of GDPR - hear them out
  • 5 myths about GDPR and visitor management - we debunked 5 commonly held myths about GDPR in the context of welcoming visitors to your business - learn more
  • Prepared-for-you clauses in 22 languages that instantly update your NDA for GDPR by adding information on purpose and asking for explicit consent - download now
  • Proxyclick proudly hosts data in the heart of Europe - read more about what benefits this brings for our customers
  • 6 steps to a GDPR compliant front desk - free whitepaper - download now. 

 

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Webinar

We have also hosted a series of webinars on the topic of GDPR and its implications on visitor management.

The webinars were co-hosted by Geoffroy De Cooman, Managing Director and Head of Product at Proxyclick and Judith Bussé, the legal expert from Crowell & Moring.

You can watch a replay of the webinar by signing up here.

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Finally, we invite you to take action and schedule a one-on-one demo with our GDPR specialist on this page!