Visitor Management Records

Elton Sanders made this Freedom of Information request to Arun District Council

This request has been closed to new correspondence from the public body. Contact us if you think it ought be re-opened.

The request was successful.

Dear Arun 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

Infomanagement, Arun District Council

1 Attachment

Dear Mr Sanders

 

Thank you for your Information Request received on 10 June 2019.

 

REQUEST:

 

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

 

If so…

 

(A)

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?

 

(B)   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:

 

(A)

Arun District Council confirms that the Council records the Name, Company
and Meeting Name.

To advise, it could store email, mobile, vehicle registration.

 

Electronically

Indefinitely,

Yes

 

Arun District Council does not record this information in an electronic
format, as it is a one-off cost as part of another system, therefore the
information you have requested is not held for the purposes of the Freedom
of Information Act 2000.

 

(B)   Yes, via a swipe card system.

 

Arun District Council confirms that the Council records the Name and
Department.

Electronically

End of Employment

Not Applicable, staff rather than visitor.

Arun District Council does not record this information in an electronic
format, as it is a one-off cost as part of another system, therefore the
information you have requested is not held for the purposes of the Freedom
of Information Act 2000.

 

 

 

 

 

If you are dissatisfied with the way your request for information has been
handled, you can write asking for a review of the Council’s response,
within the next two months, to the Information Management Team at: Arun
District Council, Arun Civic Centre, Maltravers Road, Littlehampton, West
Sussex, BN17 5LF (email [1][Arun District Council request email]).

 

If, having exhausted our review procedure, you remain dissatisfied with
the handling of your request or complaint, you will have a right to appeal
to the Information Commissioner at: The Information Commissioner's Office,
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF (telephone: 0303
123 1113; website [2]www.ico.org.uk).  There is no charge for making an
appeal.

 

Yours sincerely,

 

 

Information Management Team

Arun District Council

 

 

 

 

 

[3]http://www.arun.gov.uk 
DX 57406 Littlehampton
You can view Arun District Council’s Privacy Policy from 
https://www.arun.gov.uk/privacy-policy

Important Notice This e-mail is intended exclusively for the addressee and
may contain information that is confidential and/or privileged. If you are
not the intended recipient (or authorised to receive it for the
addressee), please notify the sender and delete the e-mail immediately;
using, copying, or disclosing it to anyone else, is strictly prohibited
and may be unlawful. Any views, opinions or options presented are solely
those of the author and do not necessarily represent those of Arun
District Council. The information in this e-mail may be subject to public
disclosure under the Freedom of Information Act 2000, therefore we cannot
guarantee that we will not provide the whole or part of this e-mail to a
third party. The Council reserves the right to monitor e-mails in
accordance with relevant legislation. Whilst outgoing e-mails are checked
for viruses, we cannot guarantee this e-mail is virus-free or has not been
intercepted or changed and we do not accept liability for any damage
caused. Any reference to "e-mail" in this disclaimer includes any
attachments.
**********************************************************************

References

Visible links
1. mailto:[Arun District Council request email]
2. http://www.ico.org.uk/
3. http://www.arun.gov.uk/