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Visitor Management Records

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Dear Kirklees 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

Freedom Info, Kirklees Borough Council

Dear Mr Sanders

Re: 20837 - Visitor Management Records

I confirm receipt of your information request and that we are dealing with this and will respond to you in due course.

The Freedom of Information Act 2000 and Environmental Information Regulations 2004 allow up to 20 working days for responding to information requests.

If you are not content with the handling of your request, you have the right to ask for an internal review. Requests for internal reviews should be addressed to the Monitoring Officer, 1st Floor, Civic Centre 3, Market Street, Huddersfield HD1 2EY. Alternatively, you can send an email to: [email address].

Please remember to quote the reference number above in any future communications.

If you are not content with the outcome of any review you have the right under section 50 of the 2000 Act to apply to the Information Commissioner for a decision as to whether your request for information has been dealt with in accordance with the requirements of the Act. The Information Commissioner’s website is at www.ico.org.uk and gives more information about the role and duties of the Commissioner. The Information Commissioner can be contacted at: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

Regards

Information Governance Team
The Democracy Service
Telephone: 01484 221000 (voice activated switchboard – please ask for Freedom of Information)

For more information about how we deal with your personal data, see www.kirklees.gov.uk/privacy

show quoted sections

Freedom Info, Kirklees Borough Council

 

Dear Mr Sanders,

 

RE: 20837 - Visitor Management Records

 

I am writing in response to your request dated 22 October 2019.  This has
been dealt with under the Freedom of Information Act 2000.

 

The Council’s response to your specific questions is set out below:

 

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

 

If so…

 

What details do you record? E.g. name, company name, who they’re visiting,
etc.

We record name, company name, who they’re visiting, date and times in and
out.

Do you do this electronically or on paper?

Paper copy

How long are the details kept?

6 months

Is your method of visitor recording GDPR compliant?

Yes

How much per annum does the visitor recording method you use cost the
council?

This information is not held by the Council as we do not monitor the cost
of this recording.

 

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

 

If so…

 

What details do you record? E.g. name, employee number, job title, etc.

Where we record this information, we do it on tick sheet format and the
information which we record is date, name, and a simple in and out tick.

Do you do this electronically or on paper?

Paper

How long are the details kept?

1 month

Is your method of visitor recording GDPR compliant?

Yes

How much per annum does the staff recording method you use cost the
council?

This information is not held by the Council as we do not monitor the cost
of this recording.

 

 

If you are not content with the handling of your request, you have the
right to ask for an internal review.  Requests for internal reviews should
be submitted within 2 months of the date of receipt of the response to
your original request and should be addressed to the Monitoring Officer,
1^st Floor, Civic Centre 3, Market Street, Huddersfield HD1 2EY. 
Alternatively, you can send an email to:
[1][email address]  

 

Please remember to quote the reference number above in any future
communications.

 

If you are not content with the outcome of any review you have the right
under section 50 of the 2000 Act to apply to the Information Commissioner
for a decision as to whether your request for information has been dealt
with in accordance with the requirements of the Act.  The Information
Commissioner’s website is at [2]www.ico.org.uk and gives more information
about the role and duties of the Commissioner.  The Information
Commissioner can be contacted at: Information Commissioner’s Office,
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

 

Yours sincerely

 

Information Governance Team

The Democracy Service

Kirklees Council

Civic Centre 3, High Street, Huddersfield, HD1 2TG

 

 

Telephone: 01484 221000 (voice activated switchboard – please ask for
Freedom of Information)

 

For more information about how we deal with your personal data, see
[3]www.kirklees.gov.uk/privacy

 

 

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This email and any attachments are confidential. If you have received this
email in error – please notify the sender immediately, delete it from your
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Kirklees Council monitors all emails sent or received.

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We don't know whether the most recent response to this request contains information or not – if you are Elton Sanders please sign in and let everyone know.