99 Data Breaches: Signing Visitors into Your Premises – Impact To Your Privacy Programme?

We know that it’s common for organisations to get every visitor to sign-in.

It is often overlooked that getting visitors to sign-in in a way that is sensitive to their privacy.  

Sometimes an organisation needs to collect personal data from visitors. 

But not always.

How to collect Personal Data From Visitors:

1. Ask for name cards with their business contact information.
2. Check off names from a list.
3. Receptionist can ask for the information that the organisation needs.
4. Use of technology such as barcode scanners.
5. Ask people to fill up a slip of paper or iPad form.

An organisation is obliged to protect personal data in its possession or under its control.  So while the personal data is in the possession of the company, it should:

1. Ensure protection from loss or theft.
2. Ensure Data Retention Policy.
3. Decide duration of data possession in records.

Here’s a checklist of good practices:

1. Have a reasonable purpose for collecting and retaining data.
2. Do not collect more personal data than necessary.
3. Collect less sensitive personal data if the purpose is served.
4. Ensure that visitors’ records are adequately protected.
5. Have a data retention policy in place. 

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https://www.dpexnetwork.org/ 

The Data Protection Excellence (DPEX) Network is the first of its kind facility in the ASEAN region whose aim is to provide leadership, best practices, training, research and support for all things surrounding data privacy from an operational perspective. This collaboration of partnerships comprise certification bodies, law firms, universities and organisations who provide professional services and technologies relating to data privacy. An ever-growing network of certification and learning bodies, members currently include Straits Interactive, De La Salle University, Philippines, International Islamic University of Malaysia, National Institute of Development Administration - NIDA, Thailand, Singapore Management University Academy and Telkom University, Indonesia, IAPP, EXIN and OCEG. The DPEX Network is honoured to have the following Independent International Advisors on the panel, who volunteer their services to guide the community in their competency and compliance journey in the region. 

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https://www.straitsinteractive.com/

Straits Interactive delivers end to end governance, risk and compliance solutions that enable businesses to create a trusted business environment and achieve responsible marketing, especially in the area of data privacy and protection. We help businesses achieve operational compliance and manage risks through a combination of cloud technology and professional services and enable platform interactions. By adopting a life-cycle approach to operational compliance and risk management, organisations are able to: Assess risks and compliance status Protect against these risks and implement policies/practices Sustain compliance efforts through audits, training and ongoing monitoring Respond to queries or incidents