This privacy prompt ensures visitors are informed about how their details will be handled in line with your organisation’s preferences and obligations.Privacy - To Save or Delete
Capturing visitor details is essential for emergency procedures and reporting. It also streamlines future sign-ins by remembering a visitor’s details and pre-filling them on their next visit. As outlined in the New Zealand Privacy Act, you are required to take reasonable steps to protect this information against unauthorised access, use, modification, or disclosure.
To help meet these obligations, VisitorRego allows you to ask visitors whether they'd like their details saved for inclusion in reports and future sign-ins.
To help meet these obligations, VisitorRego allows you to ask visitors whether they'd like their details saved for inclusion in reports and future sign-ins.
The message displayed to visitors can be edited to inform visitors of your security policy.
Enabling the Privacy Feature
1. From VisitorRego's Admin mode, select Options> General tab, then expand the Privacy section.
2. Tick the checkbox Ask Privacy Statement to turn on the function.
3. To edit the message shown to visitors, click on the existing text in The Question field. This allows you to update the wording to suit your company's security policy or preferences.
The Question field is quite small, so it can be hard to see the full message at once. You may find it easier to write or edit the text in something like Notepad first, then copy and paste it in.
You can also set it to ask the privacy question each time a visitor registers, regardless of any previous response, by ticking Ask Each Time checkbox.
How the Privacy Feature Works During Sign-In
When the privacy feature is enabled, visitors are presented with a privacy prompt during sign-in. This appears after they have acknowledged the Health & Safety requirements and before their label is printed.
Once the visitor has made their selection, they must tap the OK button at the bottom of the screen to confirm their choice. They will then be signed in, and a label will be printed as per the normal process.
They are asked whether they would like their registration details saved for future visits and reporting.
Don’t save my details – If selected, the visitor’s registration is recorded on the unit for inclusion in printed emergency reports and other locally stored reports. However, their name and associated details are not saved for future visits, and their registration details will not appear in VR Portal. They will need to re-enter their information in full each time they visit.
Save my details – If selected, the visitor’s registration details will be securely retained to streamline future sign-ins and included in reporting available through VR Portal.
Once the visitor has made their selection, they must tap the OK button at the bottom of the screen to confirm their choice. They will then be signed in, and a label will be printed as per the normal process.
This privacy prompt ensures visitors are informed about how their details will be handled in line with your organisation’s preferences and obligations.