Who welcomes your visitors when nobody is at reception?

Public buildings, fire safety, GDPR: the requirements for your visitors

Obligations differ with the building and your activity. Buildings open to the public, workplaces or secure areas: several texts and standards nevertheless apply directly to reception, data protection and the presence of external people.

1. Provide suitable evacuation instructions

   In the buildings concerned, the safety register includes the general and specific instructions established in case of fire, including evacuation instructions that take the different types of disability into account.

   Buildings open to the public (ERP)French Construction Code, art. R143-44

   Avec Anghello

   Present the relevant instructions to your visitors on arrival. You can also include in your journey the information your own organisation needs to assist people during an evacuation.

2. Keep the dates of your fire drills

   The safety register of these buildings includes the dates of fire safety drills, as well as those of the checks and inspections required by the text.

   Buildings open to the public (ERP)French Construction Code, art. R143-44

   Avec Anghello

   For an evacuation run with Anghello, find the date and time, the list of visitors present and their roll call at the assembly point. This information can complete the documentation of your drill.

3. Identify the people in charge of safety

   The safety register also includes the list, by name and rank, of the members of the safety service.

   Buildings open to the public (ERP)French Construction Code, art. R143-44

   Avec Anghello

   Give the people in charge of evacuation a dedicated access to the headcount, so they can read it on a phone without reaching the rest of the administration.

4. Organise drills in the workplaces concerned

   In the establishments subject to these provisions, the fire safety instruction provides for periodic drills and tests. Article R4227-39 sets their frequency at least once every six months.

   French Labour CodeArt. R4227-37 to R4227-39, fire safety

   Avec Anghello

   Your Anghello list completes your own staff headcount with the visitors, contractors and colleagues from other sites, to make their roll call easier during the drill.

5. Protect the data recorded at reception

   A visitor register contains personal data. Its collection must serve a defined purpose, people must be informed, access to the data must be limited to authorised people, and the retention period must be appropriate.

   GDPR & CNILAccess control and visitor data

   Avec Anghello

   Anghello shows your privacy notice at check-in, limits access according to the roles you assign, and deletes data automatically after the period you define.

6. Prevent a visitor from seeing another one’s information

   The CNIL, the French data protection authority, recommends protecting access-related information and limiting its consultation to authorised people. It also reminds that visitors should only have access to the areas they need.

   GDPR & CNILSecurity and control of access to premises

   Avec Anghello

   Each visit stays in your secure workspace: the next visitor sees neither the previous people nor your register. You also choose how your host directory is presented.

7. Control physical access to sensitive areas

   For organisations concerned by ISO/IEC 27001, physical security includes controlling access to areas requiring specific protection.

   ISO/IEC 27001Physical security and access control

   Avec Anghello

   Identify the visitor, their contact and their check-in and check-out times, then deliver the applicable rules before access. Anghello complements your badges, locks and other physical controls without replacing them.

8. Define an appropriate retention period

   The period must be set according to the purpose of the processing. For logs from access control devices, the CNIL gives three months as a reference in its recommendations and examples.

   GDPR & CNILRetention period of access logs

   Avec Anghello

   Set your own retention period in Anghello, within the limits of your plan, then let automatic deletion or anonymisation apply.

Anghello replaces neither your building safety register, nor your fire procedures, nor your physical access control. It covers the reception and presence of visitors: check-in, information, traceability of arrivals and departures, and headcount.