Visitor Management Records

Elton Sanders made this Freedom of Information request to Buckinghamshire County Council

This request has been closed to new correspondence from the public body. Contact us if you think it ought be re-opened.

The request was successful.

Dear Buckinghamshire County 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 of Information Mailbox, Buckinghamshire County Council

Dear Customer,

Thank you for contacting Buckinghamshire County Council.

 

Please be assured that your email is important to us.

 

Your enquiry has been received and we will respond as soon as possible,
but the statutory deadline to respond is as follows:

Freedom of Information Act 2000 - 20 working days.

 

Subject access requests under Data Protection legislation should be
directed to [email address]

 

Further information on our services can be found at: www.buckscc.gov.uk

 

Information on the Council is available at:
https://www.buckscc.gov.uk/services/coun... and
independent guidance is available from the Information Commissioner at:
http://ico.org.uk/

 

 

Kind regards,

Freedom of Information Team

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Freedom of Information Mailbox, Buckinghamshire County Council

Dear Mr Sanders

 

 

FREEDOM OF INFORMATION ACT 2000 - INFORMATION REQUEST

RFI-5869

 

Thank you for contacting Buckinghamshire County Council.

 

Your request for information regarding Visitor Management Records has now
been considered and our response is as follows:

Do you currently record details of visitors attending your council
offices?
We can only comment on the process at New County Offices, Aylesbury. 
Details are recorded of all visitors who approach the Reception desk
notifying arrival for meetings with internal departments and individual
staff.

What details do you record?
Date of visit
Time of arrival and departure
Visitors Name
Visitor’s Company name if applicable
Name of department or individual the meeting is with
Vehicle registration number if using booked parking space

Do you do this electronically or on paper?
Both methods are used. If the visit is pre-arranged, internal staff
notifies Reception of the visit using an online system. If the visitor has
arrived without appointment to see a member of staff, they are asked
to ‘sign in’ on our paper version  

How long are the details kept?
Retained paper copies currently go back as far as January 2014

Is your method of visitor recording GDPR compliant?
We are not aware that this area has been subject to a GDPR review since
regulations changed in May 2018

Do you currently record details of staff attending your council offices?
What details do you record? E.g. name, employee number, job title, etc.
Name
Job title
Service area
Contact number
Office location

Do you do this electronically or on paper?
Electronically

How long are the details kept?
For the duration of the employee being employed

Is your method of visitor recording GDPR compliant?
Yes

How much per annum does the staff recording method you use cost the
council?
£35K

If you have any further questions then please do not hesitate to get in
touch.

 

If you have a complaint about the handling of your request then please use
the Council’s complaints procedure in the first instance by writing to:

 

FOI Monitoring Officer

Buckinghamshire County Council

County Hall

Aylesbury

Bucks

HP20 1UA

Or via email: [1][Buckinghamshire County Council request email]

 

You can also then complain to the Information Commissioner at:

 

Information Commissioner's Office
Wycliffe House
Water Lane 
Wilmslow 
Cheshire 
SK9 5AF 
Tel: 0303 123 1113
Fax: 01625 524510

Email: [2][email address]
[3]www.ico.org.uk

 

With kind regards

 

Joanna Kelly

Freedom of Information

 

Buckinghamshire County Council

Aylesbury, Bucks, HP20 1UA

[4][Buckinghamshire County Council request email]

 

 

 

 

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Buckinghamshire County Council Email Disclaimer

This Email, and any attachments, may contain Protected or Restricted
information and is intended solely for the individual to whom it is
addressed. It may contain sensitive or protectively marked material and
should be handled accordingly. If this Email has been misdirected, please
notify the author or [7][email address] immediately. If you are
not the intended recipient you must not disclose, distribute, copy, print
or rely on any of the information contained in it or attached, and all
copies must be deleted immediately. Whilst we take reasonable steps to try
to identify any software viruses, any attachments to this Email may
nevertheless contain viruses which our anti-virus software has failed to
identify. You should therefore carry out your own anti-virus checks before
opening any documents.

Buckinghamshire County Council will not accept any liability for damage
caused by computer viruses emanating from any attachment or other document
supplied with this email.

All email traffic may be subject to recording and / or monitoring in
accordance with relevant legislation.

The views expressed in this email are not necessarily those of
Buckinghamshire County Council unless explicitly stated.

This footnote also confirms that this email has been swept for content and
for the presence of computer viruses.

References

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