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Visitor Management Records

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Dear Lancaster City 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

info, Lancaster City Council

2 Attachments

Dear Sir/Madam,

I write to confirm receipt of your request for information, which was
received on 22nd October 2019 and is now being processed under the Freedom
of Information Act 2000. Your request has been given the unique reference
number as stated in the subject header above and you should quote this
reference number in all correspondence. You should receive our response
within 20 working days; this means that you can expect to receive the
requested information by 19th November 2019. If we are unable to deal with
your request within that time limit or the Council does not hold the
information or there is a reason for it to be withheld, we will promptly
advise you in writing.

If you have any queries or concerns then please do not hesitate to contact
me. Please remember to quote the reference number above in any future
communications.

Kind regards,

 

J McGrath

Information Governance Officer

Deputy Data Protection Officer

 

Email: [1][Lancaster City Council request email]

Tel:      (01524) 58 2000

 

Lancaster City Council,

Town Hall, Lancaster LA1 1PJ

Website: [2]http://www.lancaster.gov.uk

 

   [3][IMG]

     [4]www.gov.uk/register-to-vote

 

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References

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4. http://www.gov.uk/register-to-vote
5. http://www.lancaster.gov.uk/disclaimer

info, Lancaster City Council

2 Attachments

Dear Sir/Madam,

Freedom of Information Request - Ref: FOI 2934

Thank you for your request received on 22nd October 2019 in which you
asked for information from Lancaster City Council.

 

Your request has been handled under the Freedom of Information Act 2000
(FOIA).

 

Response

 

Lancaster Town Hall & Morecambe Town Hall:

Staff – electronic door entry system with I.D pass which records name, job
title, which particular door used, date and time.

Records stored for 45 days electronically.

Minimal costs, no maintenance costs, just replacement/new cards.

Visitors – manual paper system recording of name, who they are visiting
and their pass number for temporary ID card.

Stored for 21-28 days, locked in a cupboard each evening.

Minimal costs, no maintenance costs, just new paper sheets.

 

Old Fire Station Building:

No public visitors.

Staff or invited personnel only, same system applies to both.

Manual paper system recording of name, department or company, date, time
in and out.

Stored for 3 years.

Minimal costs, no maintenance costs, just new a new book.

 

All systems are GDPR compliant.

 

If you have any queries or concerns about this response, please contact
this office. For details of how to appeal a decision we have made, see
below.

 

 

How to Appeal

 

Internal Review

If you are not satisfied with this response, you have the right to an
internal review.  The handling of your request will be looked at by
someone who was not responsible for the original case, and they will make
a decision as to whether we answered your request correctly.

 

If you would like to request a review, please write or send an email to
the Council at the following address:

 

Information Governance

Lancaster City Council

Town Hall

Dalton Square

Lancaster

LA1 1PJ

 

Email:  [1][Lancaster City Council request email]

 

Information Commissioner’s Office

 

If you remain dissatisfied after an internal review decision, you have the
right to apply to the Information Commissioner’s Office. The Commissioner
is an independent regulator who has the power to direct us to respond to
your request differently if she considers that we have handled it
incorrectly.

 

You can contact the Information Commissioner’s Office at the following
address:

 

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

 

Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a
national rate number

Website:  [2]https://ico.org.uk/global/contact-us/

 

 

Re-use of Public-Sector Information

 

Some of the information that we provide in response to FOIA requests will
be subject to copyright protection. In most cases the copyright will be
owned by Lancaster City Council. The copyright in other information may be
owned by another person or organisation, as indicated on the information
itself.

 

You are free to use any information supplied for your own non-commercial
research or private study purposes. The information may also be used for
any other purpose allowed by a limitation or exception in copyright law,
such as news reporting. However, any other type of re-use, for example by
publishing the information in analogue or digital form, including on the
internet, will require the permission of the copyright owner.

 

For information where the copyright is owned by Lancaster City Council,
please contact this office if you would like to request permission.

 

For information where the copyright is owned by another person or
organisation you must apply to the copyright owner to obtain their
permission.

 

 

Yours sincerely

 

J McGrath

Information Governance Officer

Deputy Data Protection Officer

 

Email: [3][Lancaster City Council request email]

Tel:      (01524) 58 2000

 

Lancaster City Council,

Town Hall, Lancaster LA1 1PJ

Website: [4]http://www.lancaster.gov.uk

 

   [5][IMG]

     [6]www.gov.uk/register-to-vote

 

 

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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.