This article outlines how VisitorRego handles data for people who sign in, including registration records and photos captured during the sign-in process. It covers how data is managed for standard sign-ins, how the Privacy feature affects data retention, how the system can be configured to delete data after a set period, and how photos are stored or discarded when using the FaceCheck Verification feature. This resource is intended to help provide a clear understanding of what data is handled, where it is stored, and when it is deleted.

VisitorRego handles several types of information as part of the sign-in process. This section outlines what data may be involved and how it supports functionality within the system by default:

Personal Details (Name data)
These include details such as name, phone number, company, and vehicle registration. VisitorRego retains this information to streamline future sign-ins by auto-filling known details. These personal details are also recorded as part of each registration.

Registration Records (Registration data)

A new registration record is created each time someone signs in. These records include the person’s personal details along with the date and time of sign-in. Registration records support Onsite Reports, Visitor History, and Emergency Reports, making it easy to monitor who is on site and to review or export past visit logs.

Photos
If the Photo feature is enabled, a photo is captured during the sign-in process and stored alongside the registration record. This supports visual identification and general site security practices.

FaceCheck Verification Photos
When FaceCheck Verification is enabled, a separate photo is taken during the verification step. This photo is used to confirm identity and has its own specific handling, explained later in this article.

Personal details include information such as name, phone number, company, and vehicle registration. This data is stored locally on the VisitorRego unit to streamline future sign-ins by auto-filling these details.

By default, VisitorRego retains personal details locally to make the sign-in process faster and more efficient. VisitorRego includes a Privacy feature that allows you to ask people signing in whether they’d like their details saved for future sign-ins or not. When this feature is enabled, people signing in are given the choice to either save their details for future sign-ins or opt out of having them saved.

The system can be configured to automatically delete personal details and registration records after a specified time period to help manage data retention.

Each time someone signs in, a registration record is created. This includes details such as their name, phone number, company, date and time of sign-in, and other information captured during the process. These records support features like Onsite Reports, Visitor History, and Emergency Reports, helping administrators monitor who is or was on site.

Registration data is stored on the VR Portal server and is also referenced locally on the VisitorRego unit to support functionality such as printed emergency reports.

The system can be configured to automatically delete registration records and personal details after a specified time period to help manage data retention.

Registration records are automatically deleted on the VR Portal server after two years as part of routine maintenance.

VisitorRego includes a Photos feature that can be enabled to capture a photo of each person during the sign-in process. This photo is stored with the registration record and supports site security by providing a visual means of identification. Photos can be viewed in onsite reports and are also included in arrival email notifications sent to the staff member the person signing in is meeting with, helping to visually confirm arrivals.

Photos are encrypted and stored securely on the VR Portal server.

When the Photos feature is enabled, the photo captured during sign-in is automatically deleted upon sign-out.
This means the photo will not appear in visitor history reports once the person signs out.

When both the Photos and FaceCheck Verification features are enabled, this applies only to visitors.

FaceCheck Verification (FCV) is a feature in VisitorRego that verifies the identity of people who require authorisation to be onsite (such as contractors). It does not apply to general visitors. When enabled, a photo is taken during the sign-in process and compared against the photo already associated with that person.

If the newly captured photo matches the existing one, the person is signed in and the new photo becomes the updated photo associated with them. If the photo does not match, the person is still signed in, but an email is sent to site administrators showing both photos and offering the option to update the existing image.

If the person does not have a photo associated with them, an email is sent to site administrators with the captured photo and a prompt to approve it for future use.

FaceCheck Verification can also be enabled for sign-outs, using the same matching process to verify the identity of the person signing out.

When both the Photos feature and FaceCheck Verification are enabled, the standard photo capture process applies only to regular visitors. FaceCheck Verification continues to operate exclusively for people who require authorisation (e.g. contractors). In this configuration, the photo feature captures photos of visitors, while FCV handles identity verification for authorised personnel.

Photos captured during the FaceCheck process are encrypted and stored securely in VR Portal, and become part of the registration record created at the time of sign-in. These photos can be viewed when reviewing the registration in VR Portal.

FaceCheck Verification photos are not deleted on sign-out. However, VisitorRego provides an option to delete FCV photos after a specified number of days since the last sign-in, allowing administrators to manage FCV photo retention separately from the general automatic data deletion settings.

VisitorRego includes several features to help manage how personal and registration data is retained and deleted, supporting compliance with data protection policies.

Automatic Deletion

VisitorRego can be set up within the software to automatically delete:

-    Personal details (such as names, phone numbers, company, vehicle registration)

-    Registration records (including all information captured during sign-in)

This automatic deletion happens after a configured time period. Once deleted, this data is permanently removed and no longer accessible in the software or VR Portal.

Routine Deletion After Two Years

To manage the volume of active registration records and keep the system running efficiently, VisitorRego automatically deletes registration records after two years.

Privacy Feature

VisitorRego offers a Privacy feature that gives people signing in the choice whether their personal details are saved for future use.

-    If a person opts out, their personal details (name, phone, company, vehicle info) are not saved locally for future sign-ins.

-    However, a registration record for that visit is still created and kept.

-    This feature gives people control over whether their personal details are remembered for faster future sign-ins, while still preserving a registration record for that visit.