Dear Adur District 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

Adur District Council

Hi

We have recently received a request for information and allocated it the
reference FOI/1044751/2019. Please quote this in any correspondance in
relation to this matter. 

For your information, this is what you requested:

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?

You should expect to hear from us within 20 working days.

If we are are not able to provide the information, we will tell you why. 

Yours Sincerely,
Adur and Worthing Councils

Adur District Council

Thank you for your recent request.
 
Please find below the Councils response to your request.

Request

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?

Response
We do not record the names of every visitor that comes into the council,
however if a name is recorded, that will be done electronically based on
the nature of the enquiry been carried out.

They will be recorded on the appropriate Departmental legacy system. The
council and its Departments has a data retention policy guiding the length
of time the record is kept.

Yes we are GDPR compliant
There is no cost as we do not have a bespoke system.

If you are not satisfied with the response to your request for information
you have the right to an internal review.

For Freedom of Information, please email the details of your internal
review request to [Adur District Council request email]
For Data Protection, please email the details of your internal review
request to [email address]  

If there are any, you can download any files / data using this link:
[1]Secure link to response files

Yours sincerely

Information Officer | Adur & Worthing Councils

Email: [Adur District Council request email] /
[email address]

References

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1. https://adur-worthing-hr.onmats.com/w/we...