Data Storage & Security

Data Preferences

In addition to the Data Storage Sets you can also configure some other data preferences as follows:

Data Protection Officer

This should be an individual (not a department) within your company. The name of this individual will be listed with the data sets during the collection process so that person may be contacted with any queries the guest may have.

Frequency of Displaying IDs

Due to the sensitive nature of guest IDs you can choose how often they can be viewed by your team members. Options include:

• Whenever required (this is not advised as it is the least secure)
• Once before requiring a password (ideal for a team member to view and approve/reject but then adds a layer of security)
• Always requiring a password (this is the most secure but adds a layer of complexity as only designated team members will receive passwords).

Secure Password Receivers

Based on the setting in your Frequency of Displaying IDs, a password can be required to view the guest IDs. Set the person or department here who should receive these passwords. Note choosing a department will email all members of that department so should be used with caution.

Lastly, be aware that an admin can restrict access for viewing and approving IDs as part of a User Rights Group. Read more about this here. This means you could potentially set a password receiver to be someone who does not have access to the IDs based on their User Rights Group preferences so receiving a password does not automatically mean they can view IDs.

Please also note that the above restrictions for viewing IDs (and receiving passwords) ONLY apply to the YourWelcome field for Guest IDs. As you can create unlimited field types using Custom Fields (read more about that here) a team member could in theory set a requirement for an additional ID type to be uploaded as a custom field. Be aware that no restrictions are set on these field types so it is recommended to regularly audit what requests you are making of your guests and who has access to this potentially sensitive information to ensure you are staying within the confines of the various data privacy laws referenced in the overview to this section.

For any questions or concerns around data privacy in relation to the YourWelcome platform, get in touch with your account manager or use the contact form linked below.