Dear Angus 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

InformationGovernance, Angus Council

1 Attachment

Dear Mr Sanders

 

Request for Information

 

Thank you for your request for information dated 10 June 2019 (received by
the Council that same day) which has been passed to me for attention. 

 

You have requested the following information and I am dealing with each
point in turn:

 

Do you currently record details of visitors attending your council
offices?

 

Yes

 

If so…

 

What details do you record? E.g. name, company name, who they’re visiting,
etc.

 

See attached

 

Do you do this electronically or on paper?

 

Paper

 

How long are the details kept?

 

See attached for council offices

 

Is your method of visitor recording GDPR compliant?

 

Yes

 

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

 

No information held as it is not separately recorded

 

Do you currently record details of staff attending your council offices?

 

Yes

 

If so…

 

What details do you record? E.g. name, employee number, job title, etc.

 

Employee number, time in, time out, but see following question.

 

Do you do this electronically or on paper?

 

Electronically. Staff members who do not carry electronic cards are
required to sign in as visitors.

 

How long are the details kept?

 

Electronically 1 year.  Where an employee leaves council employment
details are removed from the database after 1 month.  Paper records of
“visiting” staff members are destroyed after 7 days.

 

Is your method of visitor recording GDPR compliant?

 

Yes

 

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

 

This information is not held in a disaggregated format as the
electronically recorded information is not used exclusively for visitor
management purposes.  For paper records see above.

 

I hope that this information is of some help to you. Please note that the
information contained in this reply is believed to be accurate as of
today's date (unless otherwise indicated) but no warranty is given.
Further, Angus Council does not accept liability for any loss, injury or
damage which arises from the use of the information contained in this
reply either by you or by any other party. Please refer to the information
set out below which explains your right to complain if you are unhappy
with how the Council has dealt with your request. If you have any queries,
please contact me on 01307 491992 or e-mail
[1][Angus Council request email]

 

Yours sincerely

 

Martin Friedrich

 

 

 

 

___________________________________________

Martin Friedrich | Paralegal-FOI | Place - Legal & Democratic| Angus
Council |Angus House | Orchardbank Business Park | Forfar | DD8 1AN | DX
530678

 

 

 

FREEDOM OF INFORMATION (SCOTLAND) ACT 2002

ENVIRONMENTAL INFORMATION (SCOTLAND) REGULATIONS 2004

INSPIRE (SCOTLAND) REGULATIONS 2009

                                                             

Your Right to Request a Review by the Council

                                                               

If you are dissatisfied with the way in which Angus Council has dealt with
your request for information under any of the above statutory instruments,
you have a right to ask the council to review its actions and/or decisions
regarding your request. If you wish to do this, you should make your
request to the Service Leader – Legal & Democratic, Place Directorate,
Angus Council, Angus House, Orchardbank Business Park, Forfar DD8 1AN or
e-mail [2][Angus Council request email] within 40 working days.

 

Your request must:                      

·         be in writing (or recordable format);

·         give your name and address for correspondence;

·         give details of the information which you originally requested
from the council;  and

·         give the reasons why you are dissatisfied with the way in which
your application for information has been dealt with.

 

Your application for review will then be considered by the council’s
review panel.  The review panel will write to you informing you of its
decision not later than 20 working days after receipt of your request for
a review. The review panel will also provide you with a statement of its
reasons for arriving at the decision it has made.

 

Your Right to Appeal to the Scottish Information Commissioner

 

If you are dissatisfied with a decision of the council's review panel (or
where the review panel has not provided you with a response), you have the
right to apply to the Scottish Information Commissioner for a decision as
to whether your request for information has been dealt with by the council
in accordance with the above statutory instruments.

 

Your application to the Scottish Information Commissioner must:

o be in a recordable format (letter, e-mail, audio tape etc);

o give your name and address for correspondence.
o give details of the request for information which you originally
requested from the council;
o give details of why you were dissatisfied with the council’s response
to your original request;
o give details of why you were dissatisfied with the decision of the
council's review panel.

 

In the case of an EIR or FOI request your application to the Scottish
Information Commissioner must be made within 6 months of receipt of the
decision of the council’s review panel (or within 6 months of the date
that the review panel should have responded).  No such time limit applies
under the 2009 Regulations. 

 

Appeals to the Commissioner can be lodged online through the following
hyperlink:

[3]http://www.itspublicknowledge.info/YourR...
or by contacting:

 

Scottish Information Commissioner, Kinburn Castle, Doubledykes Road, St
Andrews, Fife, KY16 9BS; Telephone - 01334 464610; Fax - 01334 464611;
Email - [4][email address]

 

 

 

 

 

 

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