Collect what you need. Show people why.
You choose the questions, write the rules and privacy notice people see, and control who gets into the admin page. Here is what the system records and how it is protected.
Is MassVisit GDPR friendly?
It asks only for a name by default, shows your own privacy notice before sign-in and records when each person accepted it. Optional questions stay off unless you switch them on. Data is hosted in London, UK, and your organisation decides retention and who has admin access.
- Required field
- Name only
- Privacy notice
- Yours, accepted at sign-in
- Hosting
- London, UK
- Admin access
- Mass Coms accounts
- Retention
- Agreed during setup
- Checked
Exactly what is recorded.
Nothing else is collected at the kiosk.
| Person | Details |
|---|---|
| Staff | Name, email, optional photo, and whether they signed in or out each day |
| Visitors and contractors | Name, then optional phone, organisation and host. Car registration and reason for visit only if switched on. Sign-in and sign-out times. |
| Acceptances | The time someone accepted the site rules and the privacy notice |
| Pre-registration | The same details plus visit date and code. An email address is used to send the code and is not kept. |
Where the data goes.
From the tablet at reception to Mass Coms roll call, and what is protected at each step.
Reception kiosk
Mass Coms
Who can see and change it.
Built for a kiosk that sits in a public reception all day.
Mass Coms accounts
The admin page signs in with Mass Coms, or Microsoft where linked. No passwords stored on the kiosk.
One credential per kiosk
Only a hash is stored, and one kiosk can be revoked without touching the others.
Unattended changes logged
Sign-ins and sign-outs at a kiosk are recorded with the device that made them.
Separated by organisation
Each organisation's records are kept apart in the database. API keys are stored encrypted.
Emergency controls protected
Raising an incident needs an authorised sign-in, and there is no stand-down button on the public screen.
Keys stay on the server
The credentials the kiosk uses to reach Mass Coms never reach the reception browser.
Sign-in supports your safeguarding. It does not replace it.
Recording that someone arrived does not verify who they are, their DBS status or whether they should be on site. Keep your procedures, check ID where your policy says so, and agree an assisted process for people who cannot use the kiosk.
- Decide who keeps the staff list up to date
- Decide who checks for missed sign-outs
- Agree how long you keep visit records
Data questions.
Every question answeredWhat personal data does the visitor kiosk record?
For visitors and contractors: name, plus optional phone, organisation and who they are visiting, car registration and reason for visit only if switched on, sign-in and sign-out times, and when they accepted your rules and privacy notice. For staff: name, email, optional photo and daily sign-in status.
Where is MassVisit data hosted?
In London, in the UK. Each organisation's records are kept apart in the database, and API keys are stored encrypted.
Is the visitor's email address stored?
No. An email address given at pre-registration is used to send the sign-in code and is not kept.
Who can see the visitor records?
People with a Mass Coms admin account for your organisation. Remove a user in Mass Coms and their access ends.
How long are visit records kept?
Agree retention with us during setup. There is no automatic deletion setting in the admin page today.
Bring your DPO to the demo.
We will walk through what is recorded, who can see it and how your privacy notice appears.