Visitor recording at Council offices

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

We do not at any site comprehensively record details of visitors. However there is a certain amount of information that passes between Devon County Council employees about who is expected and when and who they are visiting to enable the receptions to function effectively

If so…

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

If a smartcard (to navigate around the site) is issued name and contact number are put on the smartcard system. If no smartcard is issued or the visitor is seen in the main public area no smartcard is issued and no data is captured.

Do you do this electronically or on paper?

Electronically at County Hall, at other Devon County Council sites it is recorded on paper.

How long are the details kept?

The records are deleted after 1 week.

Is your method of visitor recording General Data Protection Regulation (GDPR) compliant?

Yes

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

We do not hold this information, we can confirm that the cost is minimal

 

 

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

Upon joining Devon County Council, staff are issued with an ID Badge/Smartcard.  Staff are issued with these smartcards to access the buildings they need to visit so there is no separate recording and again if they need a visitor smartcard for the purposes of visiting a different premises that would be recorded as above.

If so…

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

The name is recorded and for staff based at County Hall, the ID Badge/Smartcard is used to grant permission to access the car park.

Do you do this electronically or on paper?

Electronically

How long are the details kept?

Until the staff member leaves DCC Employment and/or the ID Card / Smartcard is no longer required.

Is your method of visitor recording GDPR compliant?

Yes

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

We do not hold this information, we can confirm that the cost is minimal