DIGITAL RECEPTION AND gdpr
How to combine modern reception with privacy ?
Digitalization is all around us, gradually transforming our daily routines and experiences, whether in companies, public establishments or hotels.The way you receive visitors determines the first impression of your organization. A digital reception is a modern and efficient way to do this professionally. But as soon as you record visitor data, you will have to deal with the General Data Protection Regulation (GDPR). How do you ensure that you register visitors correctly and at the same time comply with the GDPR?
In this blog you can read how a digital reception takes this into account and what you should pay attention to if you want to receive visitors in a safe and responsible manner.
What is the GDPR ?
Protecting your data in the business world.
The GDPR (General Data Protection Regulation) is an European regulation installed since 2018, which aims to reinforce the protection of personal data of European Union citizens.
These regulations apply to any organization, public or private, that processes personal data. It strengthens the rights of individuals, makes companies more responsible, and facilitates transparency in the use of personal data.
In practical terms, this means:
- Only collecting data that is strictly necessary
- Clearly informing people about what is done with their data
- Securing the data collected
- Allowing people to consult, modify or delete their data at any time.
Inhoud
Protecting your data with digital reception
The modern world and the digitization of all our data can be scary, but in fact it’s the safest way to secure your data.
A traditional paper register placed at the entrance to your company can represent a real risk in confidentiality terms. Accessible to all, badly secured or inadequately conserved, it makes it difficult to consult, modify or delete the data collected.
When usign the digital reception, the user must be informed of :
- The data collected: name, e-mail, company, time of arrival
- Purpose of processing: security, entry tracking
- How long the data will be kept
- Their rights: access, rectification, deletion
- The identity of the data controller
Visitors privacy at registration
Make your communication with visitors transparent
According to the General Data Protection Regulation (GDPR), you are only allowed to collect the personal data that is strictly necessary, such as a visitor’s full name and contact details. In addition, the registration system must be set up in a way that ensures the privacy of your visitors is protected at all times.
Data must be protected against unauthorized access. This includes:
- Data encryption: all entered information is securely stored and transmitted.
- Automatic screen clearing: after each check-in, the screen is immediately cleared to prevent others from seeing personal details.
- Secure authentication for administrator access: only authorized personnel can access the management module.
How does a digital reception help with GDPR compliance?
Additionally, all our software includes the option to display a privacy statement directly during the check-in process or to require visitors to explicitly agree before their data is saved. These are essential GDPR elements: no processing without consent and full transparency about the purpose of the registration at all times.
Are you looking for a GDPR-customized digital reception?
Do you want to get rid of unsafe paper lists and switch to a professional, GDPR-compliant visitor registration? With the digital reception solutions from Digital Frontdesk you opt for a modern and secure way of registering.
Visitors experience a smooth welcome, while you comply with all privacy rules.
Learn more about Digital Reception?
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