GDPR-Compliant Visitor Management Solutions: What You Need to Know
More and more businesses are choosing to incorporate visitor management systems into their day to day routine. However, data privacy is often overlooked, when this should be a top priority. With the General Data Protection Regulation (GDPR) in effect, it’s not just about convenience – it’s about compliance.
If your company welcomes guests, clients, contractors, or couriers within the EU or handles data from EU visitors and companies, your visitor management solution must be GDPR-compliant. Here’s what that means and how to make sure you’re covered.
What Is GDPR and Why It Matters for Visitor Management
The General Data Protection Regulation (GDPR) governs how organisations collect and handle personal data. Since visitor management systems software captures sensitive and protected personal data such as names, photos, contact details, ID scans, and timestamps, they fall under GDPR regulation.
Non-compliance can result in fines and monetary sanctions, as well as damage to your reputation.
Key Features of a GDPR-Compliant Visitor Management System
1. Informed Consent
Your systems software must clearly explain what data is collected, why, and how it will be used. Consent should be obtained via a checkbox or digital signature at check-in.
2. Data Minimisation
Only collect the data you truly need. For most check-ins, a name and company may suffice. Don’t request personal information without a valid purpose.
3. Data Retention & Deletion
A GDPR-compliant visitor management system allows you to:
- Set auto-deletion rules (e.g., delete data after 30 days)
- Manually delete records upon request
- Export visitor data easily
4. Secure Data Storage
Visitor data must be protected using:
- End-to-end encryption
- Role-based access controls
- Audit trails for tracking access to visitor logs
- The option for two factor authentication.
5. Visitor Rights Management
Visitors have the right to:
- Access their data
- Request corrections
- Ask for their data to be deleted (“Right to be forgotten”)
Your system should make it easy to honour these rights.
6. Transparent Privacy Notices
Display your privacy policy during check-in or send it with pre-registration links. Transparency builds trust and fulfils GDPR requirements.
What to Look for in a GDPR-Compliant Visitor Management Solution
When evaluating platforms, check for the following features:
- Custom consent collection
- Data retention automation
- GDPR-compliant cloud hosting
- Data export and erasure tools
- ISO 27001 or similar security certifications
A truly compliant visitor management systems software should integrate privacy and security by design, not as an afterthought.
Digital is the way! Why Paper Logbooks No Longer Cut It
Paper sign-in sheets are a GDPR risk. Paper logs expose visitor names and times to everyone who checks in. They offer no consent, no privacy, no audit trail, and no data control.
A digital visitor management solution eliminates these issues with secure data handling and controlled access.
Final Thoughts
Visitor management systems must evolve beyond functionality, they must also respect data privacy. GDPR-compliance is more than just a checkbox; it’s a commitment to trust, transparency, and user rights.
Looking for a GDPR-compliant solution? Our cloud based event management software offers the features you need to stay GDPR compliant while managing visitors and employees.
If you’d like to see how our solution works in real life, visit our dedicated event management page, or take a look at how we manage visitors!
Alternatively, book in a demo to see it live in action or enquire to learn more about ProVisit.
If you’re looking for a solution to improve your workplace operations, enquire today, or alternatively, download one of our brochures for more information.