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GDPR-Compliant Visitor Management for UK Businesses
future® Office helps you replace paper visitor books with a digital system that captures only what you need, stores it securely, retains it for the right length of time and keeps you GDPR compliant.
GDPR Risks in Your Current Visitor Process
Paper Visitor Books Expose Personal Data
Anyone can read previous visitor names, contact details and host information simply by flicking back through the sign-in book.
No Lawful Basis for Data Capture
Visitor data is collected on paper without any documented consent or explanation of how it will be used or retained.
No Data Retention or Deletion Process
Old visitor books are filed away indefinitely with no process for reviewing or deleting records after the retention period expires.
No Record of Data Breaches
If a visitor book is lost or accessed by an unauthorised person, there is no audit trail to support an ICO notification.
A Digital Visitor System Built for UK GDPR Compliance
Visitor Data Is Captured With Consent and Stored Securely
The sign-in system presents your data privacy notice at check-in and records consent, storing all visitor data in a secure, access-controlled digital environment rather than a paper book.
Automatic Retention Policies Delete Records on Schedule
You configure a retention period and the system automatically purges records after that window closes, removing the risk of holding data longer than is lawful or necessary.
Access Controls Ensure Only Authorised Staff See Records
Role-based access means visitor data is only visible to the people in your organisation who have a legitimate need for it, with all access itself logged for audit purposes.
What GDPR-Compliant Visitor Management Delivers
A digital visitor system does not just replace paper, it replaces risk. You get structured data capture, lawful processing, secure storage and automatic deletion in one managed solution.
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Documented Consent at Point of Capture
Automatic Data Retention and Deletion
Role-Based Access to Visitor Records
Encrypted Data Storage
Comprehensive Audit Trail
ICO Notification Support-Ready
Technology built around your sector
Every industry faces different operational pressures, compliance requirements, and budget constraints.
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What our customers say
Hundreds of UK organisations trust future® Office to keep their workplaces running smoothly.
Your questions answered...
Find quick answers to common questions about our services, support and how we work.
Still have questions?
Our team is happy to help. Call us, email us, or request a call back at a time that suits you.
A paper visitor book displays the personal data of every visitor to subsequent visitors. It lacks consent documentation, has no defined retention period and provides no audit trail if data is accessed without authorisation.
For most organisations, visitor data is collected under legitimate interests, typically site security and safety. The sign-in system documents this in a privacy notice presented to every visitor at check-in.
Retention periods vary by sector and purpose, but most organisations retain visitor records for between 30 days and 12 months. Our system allows you to set and automatically enforce your chosen retention period.
Yes. Our system allows you to locate and delete individual visitor records on request, supporting your obligations under Article 17 of UK GDPR without manual searching through paper logs.
Under UK GDPR, a loss of personal data may constitute a reportable breach. We can provide documentation templates and guidance on ICO notification timelines. Switching to a digital system with audit trails significantly reduces this exposure going forward.
Still have questions?
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Ready to discuss your workplace technology?
Talk to the team today. We will assess your needs, build you a tailored solution, and support you every step of the way.
