Dear Ipswich 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

Ipswich Borough Council

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Ref No: FOI149619968

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Dear Sir/Madam,

Freedom of Information/ Environmental Information Regulations Request:
Acknowledgement 

Thank you for your request received on 2019-10-11 11:30:27 asking for
information about Visitor Management Records.

This request has been allocated a reference number of FOI149619968.

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We are dealing with your request under the terms of either the Freedom of
Information Act 2000 or the Environmental Information Regulations 2004,
and in line with the Council’s policy and protocols. In some circumstances
a fee may be payable and if that is the case, we will let you know.

More information about requesting information from the Council can be
found at:
[1]https://www.ipswich.gov.uk/services/data....

If you have any queries about this message, please contact me via email to
[2][Ipswich Borough Council request email] . Please remember to quote the above reference
number in any future communications.

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Kind Regards

The Information Officer

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*** AUTOMATED EMAIL: This email address is unable to take replies ***
 
Date and time of enquiry: 2019-10-11 11:30:27

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Freedom of Information, Ipswich Borough Council

Dear Mr Sanders,

I am writing to confirm that the Council has now completed its search for the information which you requested on 10 October 2019 about visitor management records.

The information supplied has been provided by the department responsible for the service delivery.

Please find our response beneath each question:

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

If so…they record

What details do you record? E.g. name, company name, who they’re visiting, etc.
Date, Name, Company, Car Reg, Who they are visiting, time in and time out.

Do you do this electronically or on paper?
Paper only

How long are the details kept?
24 hours closed at 5pm and put into confidential waste before 8.30am

Is your method of visitor recording GDPR compliant?
Yes

How much per annum does the visitor recording method you use cost the council?
No cost allocated

Do you currently record details of staff attending your council offices?
Only staff visiting outstations visiting from outstations for fire regulation purposes

If so…

What details do you record? E.g. name, employee number, job title, etc.
Date, Name, floor, exr number, time in and time out.

Do you do this electronically or on paper?
Paper

How long are the details kept?
Up to 48 hours

Is your method of visitor recording GDPR compliant?
Yes

How much per annum does the staff recording method you use cost the council?
No cost allocated

The information supplied to you continues to be protected by the Copyright, Designs and Patents Act 1988. You are free to use it for your own purposes, including any non-commercial research you are doing and for the purposes of news reporting. Any other reuse, for example commercial publication, would require the permission of the copyright holder.

If you have any queries about this email, please contact me. Please remember to quote the reference number FOI149619968 in any future communications.

If you are unhappy with the service you have received in relation to your request and wish to make a complaint or request a review of our decision, you should write to the Monitoring Officer, Grafton House, 15-17 Russell Road, Ipswich IP1 2DE, within 40 working days of the date of response. Please note that we are not obliged to accept requests for internal reviews after this date.

If you are not content with the outcome of your complaint, you may apply directly to the Information Commissioner's Office (ICO) for a decision. Generally, the ICO cannot make a decision unless you have exhausted the complaints procedure provided by the Council.

Kind regards,
The Information Officer
[Ipswich Borough Council request email]

Ipswich Borough Council
Grafton House
15-17 Russell Road
Ipswich
IP1 2DE

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