Are Traditional Visitor Books Still GDPR Compliant? Here’s What Businesses Need to Know in 2025
For decades, visitor books have been a familiar sight at office receptions — a simple way for guests to sign in, record who they’re visiting, and note the time they arrived.
But since the introduction of the General Data Protection Regulation (GDPR), many organisations are questioning whether these paper-based systems still meet modern data protection standards.
The short answer?
Traditional visitor books often fall short of GDPR compliance.
At MB Digital, we help businesses modernise their front-of-house experience with secure, digital visitor management solutions such as Sign In App — designed to keep organisations compliant, professional, and fully in control of their data.
Why Visitor Books Are a GDPR Challenge
Under GDPR, businesses must ensure that any personal data they collect is handled securely and only used for legitimate purposes. A typical visitor book records:
- Full name
- Company or organisation
- Contact information
- Time and date of arrival
- Person they are visiting
The issue is simple:
Visitors can often see the names and details of people who signed in before them.
This creates a potential GDPR breach because the data is openly visible without consent or a legitimate interest.
Common compliance risks include:
❌ Previous entries visible to others
❌ No privacy notice explaining how data will be used
❌ No access control over who can view or edit the log
❌ No retention or deletion policy
❌ Sensitive information left on display at an unattended reception area
GDPR requires businesses to maintain confidentiality, integrity, and data minimisation — something a paper logbook simply cannot guarantee.
The Modern Alternative: Digital Visitor Management
Digital solutions such as Sign In App offer a secure and professional way to manage guests while ensuring GDPR compliance.
Key benefits include:
✔ Enhanced Privacy
Visitor data is entered securely on a tablet or phone, ensuring no one can view anyone else’s information.
✔ Full GDPR Compliance
Sign In App provides:
- Customisable privacy notices
- Consent options
- Secure data storage
- Configurable retention periods
- Full audit logs
- Controlled data access for authorised personnel only
✔ A Professional First Impression
A sleek touchscreen sign-in system gives visitors a modern, efficient experience that reflects well on your brand.
✔ Health & Safety Integration
Automatically generate fire evacuation lists, track who is on-site, and support contractor or staff sign-in — all in one system.
✔ Flexible and Scalable
Ideal for:
- Offices
- Schools
- Manufacturing sites
- Healthcare
- Multi-site organisations
Whether you welcome 10 guests a day or 1,000, a digital solution scales effortlessly.
Why Businesses Are Making the Switch in 2025
With increasing focus on data protection, many organisations are phasing out paper sign-in books entirely.
Digital visitor management systems don’t just address GDPR — they improve efficiency, brand perception, and health & safety processes across the site.
At MB Digital, we supply and support Sign In App as part of our modern office solutions portfolio. It’s simple to deploy, easy to manage, and fully aligned with GDPR requirements.
Upgrade Your Visitor Experience with MB Digital
If your business is still relying on a paper visitor book, now is the perfect time to modernise.
We can help you switch to a fully compliant digital solution that protects visitor data and elevates your reception experience.
📞 Call us: 01539 731681
📩 Email: Sales@mbdigital.co.uk