Dear Argyll and Bute 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

Administrator, Argyll and Bute Council


Dear Elton Sanders

Request for information: Freedom of Information request - Visitor
Management Records

Thank you for your information request which we have logged as reference
argyllbuteir:10262.

It has been passed to the relevant service(s) for attention and you should
receive a response under either the Freedom of Information (Scot) Act 2002
or the Environmental Information (Scotland) Regulations 2004 by 2019-07-08
00:00:00.

Please quote the reference number above in any correspondence you may have
with the Council in regard to this request.

Regards

FOI Officer

Privacy information: Any personal information you have provided in
relation to this request will be used only for the intended purpose -
please read the full privacy notice to find out more about how your
personal information will be handled, and your rights under data
protection legislation.

Sinclair, David (Risk Management Assistant), Argyll and Bute Council

2 Attachments

Classification: OFFICIAL

Dear Mr Sanders

 

Request for information: Freedom of Information request - Visitor
Management Records

Reference: argyllbuteir:10262.

 

I refer to your request for information which was dealt with in terms of
the Freedom of Information (Scotland) Act 2002 (FOISA).

 

What details do you record? A fire register for visitors is kept this
records a visitor pass number, the visitors name, the department they are
visiting, a car registration number, arrival time and departure time

Do you do this electronically or on paper? Only paper records are kept

How long are the details kept? There is no specific guidance on how long
there records are kept however after checking with our Customer Services
Team they are usually kept for a week in a secure filing system before
being shredded

Is your method of visitor recording GDPR compliant? Yes

How much per annum does the visitor recording method you use cost the
council? I have to advise that the information you requested is
information not held by the Council and as such I must refuse your request
in terms of Section 17 of FOISA.

 

However, in line with the duty placed on the Council in terms of Section
15 of FOISA, I can advise that we do not specifically record this
information.

 

Do you currently record details of staff attending your council offices?
as above any member of staff visiting an office that they are not based in
is required to sign in on the fire register for visitors

 

If so…

 

What details do you record? A fire register for visitors is kept this
records a visitor pass number, the visitors name, the department they are
visiting, a car registration number, arrival time and departure time

Do you do this electronically or on paper? Only paper records are kept

How long are the details kept? There is no specific guidance on how long
there records are kept however after checking with our Customer Services
Team they are usually kept for a week in a secure filing system before
being shredded

Is your method of visitor recording GDPR compliant? Yes

How much per annum does the visitor recording method you use cost the
council? I have to advise that the information you requested is
information not held by the Council and as such I must refuse your request
in terms of Section 17 of FOISA.

 

However, in line with the duty placed on the Council in terms of Section
15 of FOISA, I can advise that we do not specifically record this
information.

 

If you are dissatisfied with the way in which your request for information
has been dealt with you are entitled to request a review by writing to the
Executive Director Customer Services, Argyll and Bute Council, Kilmory,
Lochgilphead, Argyll PA31 8RT, or by email to [Argyll and Bute Council request email].

 

Your request for review must state your name and address for
correspondence, specify the request for information to which your request
for review relates and why you are dissatisfied with the response. 

 

You must make your request for review not later than 40 working days after
the expiry of the 20 working day period for response to your initial
request by the Council, or not later than 40 working days after the
receipt by you of the information provided, any fees notice issued or any
notification of refusal or partial refusal.

 

If you make an application for review and remain dissatisfied with the way
in which the review has been dealt with you are entitled to make an
application to the Scottish Information Commissioner, Kinburn Castle,
Doubledykes Road, St Andrews, Fife KY16 9DS (Tel: 01334 464610) for a
further review. You can now do this online here -  
www.itspublicknowledge.info/Appeal.

 

You must make representation to the Scottish Information Commissioner no
later than 6 months after the date of receipt by you of the notice or
decision you are dissatisfied with or within 6 months of the expiry of the
period of 20 working days from receipt by the Council of your request for
review.

 

 

Yours sincerely

 

[1]David Signature

[2]roundel_fc_cmyk_with_initials_signature_0_0

 

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