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Obtaining visitor consent for PII transfer - 2020 November

Eptura Knowledge Center

Obtaining visitor consent for PII transfer - 2020 November

On November 17, 2020, we are adding default language to the Allow Signature Capture section of the Visitor Module preferences to assist our customers in obtaining proper consent for the purposes of complying with the General Data Protection Regulation (GDPR). GDPR requires valid consent whenever personally identifiable information (PII) of a data subject is transferred from a Data Controller (Customer) to Data Processor (iOFFICE). This change is part of an ongoing effort by iOFFICE provide additional assistance where possible to customers who are subject to GDPR requirements.

Note – Retaining the default text is not a requirement to use the iOFFICE Visitor Module services. The above should not be interpreted as legal advice. Customers should seek independent counsel if any questions should arise. 

You will need Visitor Module administrator permissions to make changes to these preferences. This can be done by navigating to Admin > Visitor > Preferences > Allow Signature Capture.

Depending on how you are using this section today, action may be required.

 

Current settings What will happen after the change Recommended action
“Allow Signature Capture” is disabled. Signature Capture will automatically be enabled and the new text will appear during visitor check-in. To maintain your current check-in workflow, you will need to disable the signature capture by unchecking the box in Visitor Module Preferences.
“Allow Signature Capture” is enabled, but no text is written in the field. Signature Capture will remain enabled, but the new default text will now appear during check-in. You are able to delete the new text in order to maintain your current workflow with signature capture. In doing so, you acknowledge that you may be out of compliance with getting consent to collect visitors’ private information.
“Allow Signature Capture” is enabled and your company’s custom consent text is already written in the field No changes - Their custom text will remain active and signature capture will remain enabled No action needed.

 

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The default text we are providing is written below. If you need to restore the default text at any time in the future, you can simply copy and paste it into the Visitor Preferences.

Notice, Consent, and Declaration Regarding Your Visit. We reserve the right to ask questions to all visitors requesting entry to our facilities. We will collect, maintain, and use this information for purposes of safety, security, visitor identification, to protect our facilities, and to otherwise facilitate your visit and the purposes for it. Visitors attempting to enter our facilities who refuse to cooperate with questioning will not be permitted to enter the facility. We use external service providers for data hosting and processing. These service providers meet industry standards regarding security and data protection. We may retain your information as long as permitted and/or required by law, and we may share the information with third parties (such as our external service providers). After that time, we will securely dispose of or de-identify your information. By signing this log, you consent to our collection, retention, use, and disclosure of this information. You represent and warrant that the information provided is accurate. 

By default, the above text and signature capture will be enabled, and visitors will see them while checking in using the Visitor tablet app or desktop module.

 

VisitorCompliance2.png
 

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These changes are being made to better assist our customers in obtaining proper consent for the purposes of complying with the General Data Protection Regulation (GDPR). If you are interested in finding out more about how to activate this feature contact your Account Manager. If you have any questions, please call 1-800-505-0224  or send an email to support@iofficecorp.com.

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