How GDPR shapes your check-in process in a visitor management system
- Chantelle van Vuuren
In this article, we share the impact of the General Data Protection Regulation (GDPR) on the digital reception, focusing on the check-in process and data security.
The GDPR is receiving increasing attention as people become more concerned about their privacy and keeping their personal information safe. Companies are under growing pressure to protect this data as individuals become more aware of their rights. The strict rules of the GDPR require companies to pay more attention to transparency, security, and user consent. This has led to significant investments in technologies to comply with the regulations. However, for many companies, especially smaller ones, it remains challenging to manage everything properly. In this article, we discuss how the GDPR is changing companies and data protection, and what this means for the audiovisual sector, particularly in the digital reception process.
Inhoud
Inhoud
What is GDPR
The General Data Protection Regulation (GDPR) is a comprehensive privacy and data protection law introduced by the European Union. This law was implemented on May 25, 2018, and applies to all organizations, even those outside the EU, that process data from EU citizens. In the digital age, people are increasingly concerned about the data they share, and the GDPR aims to give individuals more control over their personal information. It also seeks to simplify regulations for international companies.
The GDPR requires organizations to implement data protection measures by default and from the outset. This law applies to any company that processes the data of EU citizens, making it globally significant.Main components
Although the GDPR can be complex, understanding its key points is important for businesses to comply with the rules and for individuals to protect their data. First, the GDPR explains how people can access their own data. It also details when and how data should be deleted from the system that collected it, and provides additional information on how access to data should be managed. Other parts of the law cover:
Personal data protection
Companies may only collect, store, and use data if they have a valid reason, such as an individual’s consent or a contract.
Consent
Before companies use someone’s data, they must clearly ask for consent. This consent must be easy to understand, and people have the right to withdraw their consent at any time.
Data breach notifications
Companies must report data breaches to the relevant authorities within 72 hours if the breach poses a risk to the rights and freedoms of individuals. If the breach is serious, they must also inform the affected individuals.
Data protection officers (DPOs)
ome companies are required to appoint a DPO, especially if they process large amounts of sensitive data or engage in regular and systematic monitoring of individuals.
When companies follow these guidelines, it strengthens trust and reliability with their customers. It is also wise to appoint someone responsible for GDPR compliance who can clearly explain the data protection measures the company has taken. Even if you are not required to appoint a Data Protection Officer (DPO), your employees should understand how the GDPR works within your business processes.
Growing interest and concerns to GDPR
Was there any regulation of data protection before 2018 when GDPR came into effect? Surely, there was. However, those regulations were not as global or uniform as the GDPR. National data protection laws were based on the 1995 Data Protection Directive. These directives were more intended as general principles for processing personal data within EU countries. The goal back then was also to protect people’s privacy while allowing personal data to be exchanged freely within the EU. However, there was no uniformity or obligation like with the GDPR. This led to many misunderstandings and misuse of data, as the rules varied from country to country.
Initially, there was little interest in the GDPR. Although it was adopted in 2016, according to Google Trends searches, there was little global interest. A spike in interest occurred in 2018, when the GDPR became enforceable. Since then, there has been steady interest, which has increased further in recent times.
Source: Google Trends
Source: Statisca Consumer Insights
In Spain, 57% of people are concerned about the misuse of their data, and 44% take steps to protect their information. In larger economies such as Germany and China, the picture is different: around one-third of people are concerned about their data. In the US and the UK, the percentages for both concern and action are even lower. South Korea stands out with the largest gap: almost half are concerned about data misuse, but only 20% actually take steps to secure their information online.
Although many people worldwide are concerned about their privacy, not everyone takes measures to protect their data. What is striking is that people from China and India are the most active in protecting their information online. This differs from developed countries, where people may have other reasons or motivations when it comes to data protection.
Visitor management system: how the GDPR protects visitors
As specialists in audiovisual solutions, we are fully aware of the regulations surrounding data protection. Our digital reception plays an important role in collecting visitor information, as everyone must register to access facilities or events. We have designed the registration and check-in process to be fully compliant with GDPR regulations. Other solutions, such as self-service kiosks or digital receptions, also follow GDPR guidelines.
We work closely with our clients to collect only the necessary information, ensuring no unnecessary data is requested. Based on this, we customize the registration fields of the digital reception. Once a visitor registers, their data is securely stored, either in the cloud or on a server, depending on the client’s preference. Only authorized personnel have access to this data.
Visitors can always see how their information is collected, stored, and deleted. Our visitor registration system and digital reception provide enhanced data protection for both you and your visitors.
The influence of GDPR on your visitor check-in process
Every organization must comply with the GDPR. Nowadays, paper registration for check-in is no longer secure, as it easily grants access to visitor and employee data, putting privacy at risk. This is why digital registration forms, used in digital receptions or other visitor registration solutions, have become the standard.
When you use a visitor registration system in your business processes, you are processing sensitive personal data. To protect your visitors’ data and build trust, it is therefore essential to ensure GDPR compliance.
Key GDPR guidelines that apply to visitor management systems
- Acquiring informed consent before gathering, processing, or storing personal data;
- Offering clear, straightforward details on how the collected data will be used;
- Employing robust measures to secure personal information against unauthorized access;
- Providing individuals with the ability to view, modify, or delete their personal data when requested;
- Enabling data portability, giving individuals the ability to transfer their personal data to other services if needed;
- To ensure the protection of personal data and uphold legal responsibilities, it’s essential for visitor management systems to follow these GDPR rules carefully. This not only safeguards individuals’ rights but also builds trust and ensures compliance with privacy regulations.
Summary
The GDPR has a significant impact on how you manage the visitor check-in process and data security, particularly through digital reception systems. The 2Orange team provides audiovisual solutions, and we help ensure that your digital reception complies with the GDPR. We assist in collecting only the necessary data, ensuring proper security, and giving visitors control over their information.
Contact us today for expert advice. We help you build trust and protect the privacy of your visitors.Read our other articles
Digital Frontdesk – Digital reception solutions
First impressions matter. Whether you’re welcoming clients, job applicants, or suppliers, a professional and efficient reception is essential. With Digital Frontdesk, an innovative service by 2Orange, you take your visitor
Digital reception with Nedap for nursaring homes
2Orange, in collaboration with Nedap ONS, has developed a digital reception solution for Woonzorg Flevoland. It synchronizes resident data and provides an intuitive wayfinding system for visitors. Delivery personnel receive
The future of smart office solutions for hybrid work
The future of smart office solutions for hybrid work Hybrid work is no longer a trend because it has become part of daily life. For many companies, it is the