The General Data Protection Regulation (GDPR) is a regulatory framework that sets guidelines for the collection and processing of personal information from individuals within the European Union (EU). It aims to give control to individuals over their personal data and to simplify the regulatory environment for international business by unifying the regulation within the EU. Key elements include data subject rights, data protection principles, and strict guidelines for data breach notifications.
How Can FacilityOS Help with GDPR Compliance?
The FacilityOS platform by extension is GDPR compliant. GDPR mandates rigorous data protection and privacy standards for handling personal data, especially data relating to external subjects - visitors of your facilities. FacilityOS integrates GDPR-compliant features such as regional storage and processing, data encryption and authentication mechanisms into all its modules, streamlining compliance while maintaining operational efficiency.
The FacilityOS platform includes software for visitor management, VisitorOS, that has built-in controls aiding organizations with GDPR compliance while allowing for the efficient handling of personal data with utmost security and compliance. Experience the ease of GDPR compliance with FacilityOS – where data protection meets operational excellence.
Data Subject Rights
Easily facilitate the exercise of data subject rights, such as access, rectification, and erasure of personal data.
Data Minimization
Collect only essential data from visitors, adhering to GDPR's data minimization and purpose limitation principles.
Secure Data Storage
Securely store visitor data safeguarding it against unauthorized access, alteration, and data breaches.
Transparency & Consent
Provide details about data processing and obtain visitor consent with clear and concise forms, aligning with GDPR's consent requirements.
Access Control and Accountability
Control and monitor who accesses visitor data within your organization, ensuring GDPR compliance and accountability.
PII and Data Protection
Ensure that personally identifiable information (PII) remains secure within FacilityOS, with stringent protocols for data transmission and protection.
Regional Storage, Processing and Transfers
Localized storage and processing of data within regionally distributed datacenters help to support data residency requirements and GDPR adequacy decisions.
Data Retention Policies
Configure your solution to specify how long data is stored for, and when it is to be automatically removed in adherence with GDPR's data retention principles and local requirements.
Tamper-Proof
Tamper-proof visitor sign-in kiosks are locked down preventing unauthorized software installations and enrolled in Mobile Device Management (MDM) software allowing for remote disablement and data wiping in case of loss or theft.
GDPR Best Practices
Collect only what you need
In today’s data hungry environment, it’s important to remember that collecting information bears responsibility. Auditors often request a reason for each of the collected datatypes. It is best to establish a reasonable use-case for the data being collected to minimize risk and ensure that unnecessary data does not clutter the system.
Store only as long as necessary
Implement data retention rules to help retain only what is needed and for the required duration. Keeping sensitive data for longer periods increases the exposure and risk and is contradictory to GDPR and many other data privacy regulations.
Collect consent
One of the easiest ways to limit liability and to properly facilitate GDPR is to provide adequate disclosure and to obtain consent from each visitor. The disclosure should outline what data is being collected, how long it will be retained, and the purpose for which it is being collected.
Assign a Privacy Officer
We recommend assigning an internal Privacy Officer to deal with all matters related to privacy and GDPR regulations. This resource should be responsible for managing the necessary protocols within your tech stack.
Simplify GDPR for your visitors
Visitors should be able to navigate the process easily and with minimal effort. Be ready to provide copies of all disclosures and legal statements via email to visitors at the completion of the sign-in process. This helps establish a legal trail and further documents options available to the visitor as a part of the effort to secure their privacy.
Simplify GDPR Compliance with Facility and Visitor Management
Request a demo to see how FacilityOS can assist your organization in efficiently meeting GDPR requirements. Book a Demo
This webpage and its content are an interpretation of GDPR requirements and is not legal advice nor should it act as a replacement for having a legal team review the specific compliance needs of your organization.