Questionnaire
Visitor policy
Who do you let in, which data do you record, which notifications do you send and which compliance requirements apply? Visitors touch safety, privacy and first impression at once.
Updated May 18, 2026
Questionnaire · 4.5
Why this now
Visitors are where marketing (first impression), security (access) and privacy (GDPR) meet. A badly designed kiosk flow means a messy lobby, complaining reception or a data breach with reporting obligation. The policy here directly determines which screens you later activate in the Visitor module.
What do you deliver?
Visitor types
Standard, supplier, contractor, candidate, VIP, event — with separate rules.
Pre-registration policy
Mandatory/optional, which data, which invitation template.
Kiosk flow
Walk-in vs scheduled arrival, ID check, photo, badge print.
Compliance & retention
Which data, how long, on which legal basis — aligned with DPO.
Key questions
- 1Which visitor types do you distinguish? Does handling differ between customer, supplier, contractor, candidate?
- 2Pre-registration — mandatory or optional? Who can invite someone (any employee, only managers, only reception)?
- 3Which data do you collect at pre-registration? Name, email, company, phone — and the sensitive: licence plate, clothing size (event badges), allergies?
- 4Invitation — which template, which language (host's or visitor's?), with which instructions (parking, directions, dress code)?
- 5Arrival — registration via kiosk, via reception, or both? Walk-ins allowed?
- 6Identification — ID check required, take a photo, print badge with photo, anonymous badge? Does it differ per location or visitor type?
- 7NDA / house rules — must the visitor sign or accept something? Once or every time?
- 8Notifications — who gets notified on arrival? Only the host, or also reception/security? Which channel (Teams, email, SMS, app push)?
- 9Departure & check-out — active check-out on leaving? Important for evacuation lists?
- 10Retention & GDPR — how long do you keep visitor data? Legal basis, right to be forgotten, export requests — who handles them?
- 11Special scenarios — large events (>50 guests), VIP visits, journalists, audits, supplier inspections — need their own flow?
Template — Visitor type matrix
| Type | Pre-registration | ID check | Badge | NDA | Notification | Retention |
|---|---|---|---|---|---|---|
| Standard customer | Optional | No | Name badge | No | Host (Teams) | 90 days |
| Supplier | Mandatory | Yes | Photo + colour code | Once | Host + reception | 12 months |
| Candidate | Mandatory (via HR) | No | Anonymous badge | No | HR recruiter | 30 days |
| Event guest | Mandatory | No | Pre-printed set | Via event T&C | Event organiser | 60 days |
| … | … | … | … | … | … | … |