Visitor Management Records

The request was successful.

Dear Hammersmith and Fulham Borough Council,

Do you currently record details of visitors attending your council offices?

If so…

What details do you record? E.g. name, company name, who they’re visiting, etc.
Do you do this electronically or on paper?
How long are the details kept?
Is your method of visitor recording GDPR compliant?
How much per annum does the visitor recording method you use cost the council?

Do you currently record details of staff attending your council offices?

If so…

What details do you record? E.g. name, employee number, job title, etc.
Do you do this electronically or on paper?
How long are the details kept?
Is your method of visitor recording GDPR compliant?
How much per annum does the staff recording method you use cost the council?

Yours faithfully,

Elton Sanders

iCaseworkInformation, Hammersmith and Fulham Borough Council

Our reference: 1587861
 
 
Dear Mr. Sanders 
 
Thank you for your request for information that was received on 4
September 2019.  Your request has been summarised as follows:
 
Do you currently record details of visitors attending your council
offices?

If so...

What details do you record? E.g. name, company name, who they're visiting,
etc.
Do you do this electronically or on paper?
How long are the details kept?
Is your method of visitor recording GDPR compliant?
How much per annum does the visitor recording method you use cost the
council?

Do you currently record details of staff attending your council offices?

If so...

What details do you record? E.g. name, employee number, job title, etc.
Do you do this electronically or on paper?
How long are the details kept?
Is your method of visitor recording GDPR compliant?
How much per annum does the staff recording method you use cost the
council?
 
We are dealing with your request under the Freedom of Information Act
2000and we aim to send a response by 2 October 2019- this is 20 working
days from the date of receipt. 
 
The Freedom of Information Act 2000may restrict the release of some or all
of the information you have requested. We will carry out an assessment and
if any exemptionsapply to some or all of the information then we might not
provide that information to you. We will inform you if this is the case
and advise you of your rights to request an internal review.
 
We will also advise you if we cannot provide you with the information
requested for any other reason together with the reason(s) why and details
of how you may appeal (if appropriate).
 
 
If you are registered for self-service via the Council My Account portal,
you can track the progress of your request online:  [1]Track case progress
 
Yours sincerely
 
 
h&f InTouch team
 
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Cordani John: H&F, Hammersmith and Fulham Borough Council

6 Attachments

I am in receipt of your request regarding visitor systems used by the
Council. The only electronic system we have is for residents to meet with
officers regarding their service requests. Is this what you are looking
for?

 

Thanks

 

John Cordani

Head of Customer Services
Residents’ Service

Environment Department

Hammersmith & Fulham Council

020 8753 1318

07831505805

[1][email address]

[2]www.lbhf.gov.uk

 

[3]cid:image001.png@01D43962.1CF0FA40[4]cid:image002.gif@01D43962.1CF0FA40[5]cid:image003.jpg@01D43962.1CF0FA40[6]cid:image004.jpg@01D43962.1CF0FA40[7]cid:image005.png@01D43962.1CF0FA40

 

[8]cid:image006.png@01D4F492.45D81A60

 

_____________________________________________________________________________

Do it online at www.lbhf.gov.uk

To sign up for regular news updates, please click on the link
https://www.lbhf.gov.uk/newsupdates

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Cordani John: H&F, Hammersmith and Fulham Borough Council

6 Attachments

I am in receipt of your request regarding Visitor Management Records and I
can confirm that details of visitors to the Council’s main building we
held on paper records. Visitors were asked to sign in and received a
Visitor pass. When completing the signing-in book they were asked to
confirm; their name/company name, who they were visiting and the time they
arrived.

The books are retained for 12 months. As the information is help on paper
the system is not GDPR complaint. Cost is minimal and just printing as no
other cost are incurred.

 

An electronic entry system is used by staff to access Council buildings. I
have confirmed the position on the points you have raised.

 

 1. What details are recorded? CCTV footage are recorded by trained
security operatives and data is keep safety on our system for
approximately 30 days from the date of the original recording then
automatically overridden/erased after 30 days has elapsed. Re access
control system (Cardax & Paxton Fobs) are managed and operated by
corporate Facility Management team, all recorded data activities are
keeps securely and only authorised security staff have access to this
data  and any disclosure of data to third party or about the
individual themselves will need to seek authorisation from Human
Resources and once authorised then a Data disclosure form will need to
be completed by individual who the data is being released to 

 

 2. How long are the details kept for?

CCTV: Data is kept on the recorded system up to 30 days unless there has
been a specific incident has taken place where an evidence is required for
the following purpose:

Ø  the prevention, investigation, detection or prosecution of criminal
offences

Ø  the execution of criminal penalties, including the safeguarding against
and the prevention of threats to public security

Access Control System: Data are kept as long as deemed necessary, usually
until the individual/staff member has left and deleted from our access
control system.

 

 3. Is the method used GDPR compliant? All data captured/recorded with our
CCTV and access control system are safeguarded and secured through our
normal procedure to ensure that the data is not misused or disclosed
to unauthorised personnel or third party. All activities on our access
control system are recorded to ensure transparency and accountability

 

 4. How much does the system cost the Council per annum? Information is
commercially sensitive.

 

 

John Cordani

Head of Customer Services
Residents’ Service

Environment Department

Hammersmith & Fulham Council

020 8753 1318

07831505805

[1][email address]

[2]www.lbhf.gov.uk

 

[3]cid:image001.png@01D43962.1CF0FA40[4]cid:image002.gif@01D43962.1CF0FA40[5]cid:image003.jpg@01D43962.1CF0FA40[6]cid:image004.jpg@01D43962.1CF0FA40[7]cid:image005.png@01D43962.1CF0FA40

 

[8]cid:image006.png@01D4F492.45D81A60

 

 

 

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References

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Oluchi Uzoma, Hammersmith and Fulham Borough Council

1 Attachment

Our reference:  1587861
 
Dear Mr. Sanders
 
Thank you for your request for information received on 4 September 2019.
 
Please find attached our response to your request.

We hope it meets your requirements. We thank you for your patience in
waiting for our response and apologise for the delay.

 Kind Regards,

Oluchi Uzoma
Senior Investigations and Information Of
 
Please do not edit the subject when responding to this email. Our case
management system (iCasework) will not deliver your email to the intended
recipient if the subject is amended in any way.
[1]H&F EU settlement scheme banner, link to H&F website

Everyone’s welcome in Hammersmith & Fulham

[2]Find out more about the EU Settlement Scheme

Do it online at [3]www.lbhf.gov.uk

To sign up for regular news updates, please go to
[4]www.lbhf.gov.uk/newsupdates

If you have received this email in error, please delete it and tell the
sender as soon as possible. You should not disclose the contents to any
other person or take copies.

All emails you send over the internet are not secure unless they have been
encrypted. For further details, please see
[5]www.getsafeonline.org/protecting-yourself

References

Visible links
1. https://www.lbhf.gov.uk/births-deaths-an...
2. https://www.lbhf.gov.uk/births-deaths-an...
3. https://www.lbhf.gov.uk/
4. https://www.lbhf.gov.uk/newsupdates
5. https://www.getsafeonline.org/protecting...