Dear Ards and North Down Borough 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

FOI, Ards and North Down Borough Council

Dear Mr Sanders,

Thank you for your email of 10 June 2019 to Ards and North Down Borough Council.

You have requested information in relation to visitor records management. Your request will be processed in accordance with the Freedom of Information Act 2000. Accordingly, you will receive the information you have requested within 20 working days of the date of receipt of your request by the Council unless the Council does not hold the information or there is a reason to withhold all or part of the information requested. Council will write to you in any event.

For further information in relation to the Freedom of Information Act 2000 I would refer you to the Information Commissioner's Office website, www.ico.org.uk

If you wish to discuss the above please do not hesitate to contact us.

Regards,

FOI Team

Ards and North Down Borough Council
Town Hall
The Castle
Bangor
BT20 4BT
Tel: 0300 013 3333 ext 40718

show quoted sections

FOI, Ards and North Down Borough Council

Dear Mr Sanders,

 

We refer to the above matter and write further to our acknowledgement
email of yesterday, 10^th June.

 

Your request has been processed by Ards and North Down Borough Council in
accordance with the Freedom of Information Act 2000, and please find Ards
and North Down Borough Council’s response below.

 

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

 

In the Town Hall, Bangor, Council only records contractors that are
visiting the building. They work independently of other staff members and
require a contractors pass.

 

In Church Street office, Newtownards, not all guests sign in, mostly those
with appointments with planning.

 

If so…

 

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

 

In both buildings Council records date, time in and out, name, company (if
applicable), where the contractor will be working and car registration.

 

Do you do this electronically or on paper?

 

These details are in a hard book at receptions and will be destroyed once
completed.

 

How long are the details kept?

 

Until no space is left in the books.

 

Is your method of visitor recording GDPR compliant?

 

No costs involved.

 

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

 

0

 

Do you currently record details of staff attending your council offices?
No

 

If so…

 

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

 

Do you do this electronically or on paper? N/A

 

How long are the details kept? N/A

 

Is your method of visitor recording GDPR compliant? N/A

 

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

 

Please note that while staff attendance is not recorded at council
offices, staff do record their working times electronically via Core Time
Management System.

Should you require clarification on any matter, please do not hesitate to
contact us.

We trust this is of some assistance. However, should you be unhappy with
the response you may request an Internal Review by contacting
[1][Ards and North Down Borough Council request email]. Please note that requests for Internal
Reviews must be submitted within two months from the date of this
response.   Further information on the Internal Review process is
available on the Council’s website.  In the event you are unhappy with the
outcome of any Internal Review conducted by Council you may apply to the
Information Commissioner's Office (ICO) for a review of our response.
Please note that the ICO generally expects Internal Reviews to be
completed prior to reviewing the decisions of public bodies.

Regards,

FOI Team

Ards and North Down Borough Council
Town Hall
The Castle
Bangor
BT20 4BT
Tel: 0300 013 3333 ext 40718

 

The information contained in or attached to this message is intended only
for the people to whom it is addressed. If you are not the intended
recipient, any use, storage, disclosure or copying of this information is
unauthorised and prohibited. This information may be confidential or
subject to legal privilege. If you have received this email in error
please notify the sender immediately by using the reply facility in your
email software and then delete the email from your inbox. The contents of
this message do not represent the expressed view of Ards and North Down
Borough Council unless that is clearly stated. The Council cannot accept
liability in the event that the onward transmission, opening, or use of
this message and/or any attachments adversely affects the recipient's
systems or data. Personal information contained in or attached to this
message will be processed in line with the Council’s obligations under the
Data Protection Act 2018, its Data Protection Policy and for the purpose
for which it was provided. If you have a data protection query, please put
your request in writing, stating clearly who you are and your query to:
Data Protection Officer, Ards and North Down Borough Council, Town Hall,
The Castle, Bangor, BT20 4BT, email:
[email address], tel: 0300 013 3333 or visit the
Council’s website at www.ardsandnorthdown.gov.uk/privacy-and-....

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