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  "url": "https://doorjames.com/guides/visitor-management-gdpr/",
  "path": "/guides/visitor-management-gdpr/",
  "language": "en",
  "locale": "en",
  "type": "guide",
  "section": "resources",
  "title": "Visitor management & GDPR",
  "headline": "Processing visitor data in line with the GDPR",
  "metaTitle": "Visitor management and GDPR – guide | Door James by CGI",
  "description": "Which visitor data is genuinely needed, how long it may be retained, what has to be shown at the kiosk and how to configure all of it.",
  "summary": "Digital visitor management processes personal data of people with no contractual relationship to the organization. Four points matter: data minimization at capture, a visible location-specific privacy notice at check-in, a separate and short retention period for visitor data, and a clear role concept for access to visitor lists.",
  "keywords": [
    "Visitor management & GDPR",
    "Door James"
  ],
  "updated": "2026-09-22",
  "product": {
    "name": "Door James",
    "vendor": "CGI Deutschland B.V. & Co. KG",
    "vendorUrl": "https://www.cgi.com/",
    "category": "Workplace management software",
    "subCategory": "Office management, desk booking, visitor management, space management",
    "url": "https://doorjames.com/",
    "pricing": {
      "currency": "EUR",
      "price": 2,
      "unit": "user/month",
      "minimumUsers": 250,
      "allModulesIncluded": true
    },
    "hosting": [
      "Google Cloud, Frankfurt (Germany)",
      "IONOS, Germany (option)"
    ],
    "languages": [
      "en",
      "de",
      "fr",
      "nl",
      "es",
      "it",
      "pt",
      "fi",
      "fr-CA"
    ],
    "award": "German Innovation Award 2022",
    "rating": {
      "value": 4.4,
      "count": 45,
      "best": 5,
      "source": "Apple App Store",
      "storefront": "DE",
      "url": "https://apps.apple.com/de/app/door-james/id6444570436",
      "checkedOn": "2026-09-21",
      "googlePlayDownloadsMin": 10000
    }
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    {
      "name": "Home",
      "url": "https://doorjames.com/"
    },
    {
      "name": "Guides",
      "url": "https://doorjames.com/guides/"
    },
    {
      "name": "Visitor management & GDPR",
      "url": "https://doorjames.com/guides/visitor-management-gdpr/"
    }
  ],
  "facts": [
    {
      "label": "Typical data",
      "value": "name, email, company, times"
    },
    {
      "label": "Notice",
      "value": "location-specific at check-in"
    },
    {
      "label": "Retention",
      "value": "configurable separately from booking data"
    },
    {
      "label": "Role",
      "value": "CGI as processor"
    }
  ],
  "steps": [
    {
      "position": 1,
      "title": "Collect only what is needed",
      "description": "For the core purpose, name, email address, company, appointment and check-in/check-out time are usually sufficient. Every additional field in the registration form needs a justification."
    },
    {
      "position": 2,
      "title": "Make the notice visible",
      "description": "The privacy notice is shown and confirmed at check-in – location-specific, because local requirements can differ."
    },
    {
      "position": 3,
      "title": "Set a separate period",
      "description": "Visitor data usually needs shorter retention than booking data. Door James allows separate anonymization and deletion periods per data type."
    },
    {
      "position": 4,
      "title": "Limit access",
      "description": "Visitor lists should be visible only to reception, security and the responsible location roles – not to all administrators."
    },
    {
      "position": 5,
      "title": "Document the safety briefing",
      "description": "Where a briefing is required, its confirmation is captured at check-in and can be exported – replacing loose paper records."
    },
    {
      "position": 6,
      "title": "Regulate emergency use",
      "description": "Record that visitor data is used for the presence list in an emergency, and limit access to that purpose."
    }
  ],
  "sections": [
    {
      "heading": "The most common mistake: too many fields",
      "level": 2,
      "text": "Digital visitor solutions invite form creep – licence plates, ID numbers, health questions, photos. Every additional field increases both risk and justification effort. The sober question is: what do reception and security actually need to do their job?"
    },
    {
      "heading": "What digital does better than paper",
      "level": 2,
      "text": "From a data protection perspective the paper list at reception is rarely the better option: it lies open, every subsequent guest sees the previous ones, there is no retention period and no access restriction. A digital solution with a role concept, a configured period and logged access is – set up properly – the more privacy-friendly route."
    },
    {
      "heading": "Note",
      "level": 2,
      "text": "This guide does not replace legal advice. It describes the technical options and the principles proven in practice; the data protection assessment for your organization sits with you."
    }
  ],
  "faq": [
    {
      "question": "May we scan or copy ID documents?",
      "answer": "That goes far beyond the usual purpose and is legally delicate. Door James does not need it: identification works through the QR code and visit ID from the invitation."
    },
    {
      "question": "How long may visitor data be stored?",
      "answer": "That depends on the purpose – reception handling, security, evidence obligations. Define a concrete period and configure it; the technical capability exists."
    },
    {
      "question": "Who is responsible for visitor data?",
      "answer": "Usually your organization as controller. CGI processes as processor under the data processing agreement."
    },
    {
      "question": "What applies to ad-hoc visitors?",
      "answer": "The same principles: minimal collection, visible notice, defined period. In addition, it should be regulated who confirms the registration."
    }
  ],
  "related": [
    {
      "title": "Visitor management",
      "url": "https://doorjames.com/features/visitor-management/"
    },
    {
      "title": "Security & hosting",
      "url": "https://doorjames.com/security/"
    },
    {
      "title": "Banking & insurance",
      "url": "https://doorjames.com/industries/banking-and-insurance/"
    }
  ],
  "alternates": {
    "en": "https://doorjames.com/guides/visitor-management-gdpr/",
    "de": "https://doorjames.com/de/leitfaeden/besuchermanagement-dsgvo/"
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  "contact": {
    "email": "doorjames.support@cgi.com",
    "bookDemo": "https://meet.doorjames.app/public-schedule/99469a6d66d20f7fdd5ee19182a8f8bd",
    "demo": "https://doorjames.app/demo",
    "helpCenter": "https://help-center.doorjames.com/hc/door-james/en",
    "app": "https://wa.doorjames.app"
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  "actions": [
    {
      "type": "bookDemo",
      "name": "Book a demo",
      "url": "https://meet.doorjames.app/public-schedule/99469a6d66d20f7fdd5ee19182a8f8bd",
      "minutes": 30,
      "platform": "Microsoft Teams",
      "description": "A scheduled call with the Door James team, 30 minutes over Microsoft Teams, slot chosen by the visitor."
    },
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      "type": "liveDemo",
      "name": "Try the demo yourself",
      "url": "https://doorjames.app/demo",
      "description": "Interactive demo environment of the Door James app, no sign-up."
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      "url": "https://doorjames.com/contact/",
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    },
    {
      "type": "email",
      "name": "Email",
      "url": "mailto:doorjames.support@cgi.com"
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  "citation": {
    "title": "Visitor management & GDPR",
    "publisher": "Door James by CGI",
    "url": "https://doorjames.com/guides/visitor-management-gdpr/",
    "dateModified": "2026-09-22"
  },
  "license": "Content © CGI Deutschland B.V. & Co. KG. Quotation and summarisation are permitted with attribution to Door James by CGI and a link to the source URL.",
  "generated": "2026-10-23",
  "wordCount": 480
}