Dear Aberdeenshire 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

Acknowledge email, Aberdeenshire Council

Dear Sir/Madam,

Thank you for your information request.

If you are making a request for information under FOI(S)A we will respond
within the statutory timeframe of 20 working days.

If you are making a request for environmental information under EIRs we
will aim to respond within the statutory timeframe of 20 working days.
However, for requests of a complex nature it could take us up to 40
working days. If so we will write and tell you this.

If you are making a request for information under DPA/GDPR we will respond
within the statutory timeframe of one month except in the case of complex
or numerous requests in which case this period may be extended by up to a
further two months. If so we will write and tell you this.

Information Requests Privacy Notice: [1]https://tinyurl.com/yac8kodc

Regards,
Aberdeenshire Information Enquiries

References

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FOIProperty, Aberdeenshire Council

Dear Mr Sanders

Freedom of Information (Scotland) Act 2002 (“The Act”)

We refer to your request dated 10/06/2019 14:55, for the following
information FOI: Visitor Management Records. 

We confirm that the Council holds the following information, which we
believe satisfies your request.

We have many public facing offices across Aberdeenshire.  The main
headquarters is based at Woodhill House, Aberdeen and we currently have
Service Points at Peterhead, Inverurie, Turriff, Ellon, Huntly and Banff.

 

The response below captures the approach taken across the larger offices
with car parks.

 

External Visitors:

 

Q1:  What details do you record?  

 

Name, Company, Vehicle Registration, Person/Meeting Attending

 

Q2:  Do you do this electronically or on paper? 

 

Both

 

Q3:  How long are the details kept? 

 

One Year

 

Q4:  Is your method of visitor recording GDPR compliant? 

 

Yes, we only request the information for the purpose of knowing who is in
the building and who they are visiting for purposes of security and
safety, and we only retain the information for as long as necessary.

 

Q5:  How much per annum does the visitor recording method you use cost the
council? 

 

We do not hold this information to the level of detail you are
requesting.  Reception duties is only a very small part of the employee’s
tasks/duties.

 

Internal Visitors:

Not applicable as all employees are issued with an ID badge.  However, our
Office at Stonehaven continue to sign in internal visitors.  The same
details as indicated above are used for those colleagues who are not based
at Viewmount.  They are required to sign in so they can be assigned a
visitor’s badge which gives them access to the building

Please contact me as the officer responsible for responding to your
request if you have any further queries.

If, for any reason, you are not satisfied with this response, please refer
to the further information attached.

 

Yours faithfully

 

Freedom of Information Co-ordinator
Business Services: Property

 

Further Information:
Aberdeenshire Council’s Review Procedure under the Freedom of Information
(Scotland) Act 2002 and the Environmental Information (Scotland)
Regulations 2004 can be accessed at the following link:

[1]http://www.aberdeenshire.gov.uk/council-...

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riochdachadh beachdan Chomhairle Shiorrachd Obar Dheathain.

www.aberdeenshire.gov.uk

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References

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