Visitor Management Records

The request was successful.

Dear Chichester 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

Chichester District Council

Dear Elton Sanders,

Request for Information - Our Ref: FL-101003259556

Thank you for your request for information regarding record details of
visitors attending the council offices. Your request was received on
25/06/2019 and I am dealing with it under the terms of the Freedom of
Information Act 2000.

You will receive the information requested within 20 working days unless
the Council does not hold the information or there is a reason for it to
be withheld. I will write to you in any event.

If you have any requirements regarding the format any information should
be supplied in, e.g. the language to be used, audio, large print and so
on, then please let me know.

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

Lara
[email address]
Contact Centre
Chichester District Council

Tel: 01243 785339 | Fax: 01243 776766 | [email address] |
http://www.chichester.gov.uk
www.facebook.com/ChichesterDistrictCouncil | www.twitter.com/ChichesterDC

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Fiona Delahunty, Chichester District Council

Dear Mr Saunders,

 

We have three methods of recording visitors who visit the Council.

 

1.     We record visitors who attend meetings with Council Officers in the
non-public part of our building . This is a paper based register, we
record name, company details who they are visiting and time in and out. 
These records are only kept for a week.  Visitors are given a visitors
badge to display whilst in the building, which contain their name and
date. These visitors badges are returned when the visitor leaves the
building.  Any paperwork that is destroyed is put in the confidential
waste. No revenue costs

 

2.    Ticketing queue machine - records number of visitors only to our
Customer Service Centre. No revenues costs

 

3.    Customer Relationship Management(CRM) system - records details of
customer interactions when a customer visits reception and a name is
required.  All customers are asked a data protection question before a
customer record created.  Customers records are deleted after three years
should they have no further contact with the Customer Service Centre. 
Customers can ask for their record to be deleted.  Please view this link
to Customer Services Data Protection statement
[1]https://www.chichester.gov.uk/dataprotec...
The CRM is not only used to record visitors, it is used in our Customer
Service Centre  and other services as a case management system.  The cost
per annum is £10,500

 

4.    Staff Card Access System. Staff have photo ID badges to access the
building before public opening hours and to access non-public areas.  The
badge has their name and job title.  The initial system cost £45K some 10
years ago the cost of manufacturing cards works out to around £6.00 per
card. Staff turnover is low so the cost to the Council with service and
ITY Back up around £2K per year The details are stored electronically on a
dedicated PC, which is locked away from daily users. The details on the
access card is limited, and is securely destroyed when staff leave. Any
other details that are on the I.D machine are removed as soon as is
practicable from the data base to comply with our GDPR policy. 

 

If you require any further information please do not hesitate to contact
me.

 

If you are dissatisfied with the handling of your request, you have the
right to ask for an internal review.  Internal review requests should be
submitted within two months of the date of receipt of the response to your
original letter and should be addressed to Nick Bennett the Legal and
Democratic Services Manager [2][email address].

 

Kind regards

 

Fiona Delahunty

Divisional Manager

Customer Services

Chichester District Council

Ext: 25251 | Tel: 01243785166 | [email address] | Fax: 01243
776766

http://www.chichester.gov.uk | www.facebook.com/ChichesterDistrictCouncil
| www.twitter.com/ChichesterDC

 

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