Data privacy features

In this article

Learn how you can support compliance efforts and offer more data privacy options to your visitors.

How data privacy features work

With data privacy features, you specify how a visitor’s personal data will be processed at your company. To provide flexibility, Envoy enables an option to collect visitor consent and display a data policy. Here’s how it works:

  • A small message is added to the first screen in your sign in flow. This message lets visitors know that their information will be processed according to your data policy.
    • If you have multiple visitor types, the message appears at your visitor type screen. If you only have one visitor type, you can find it at the bottom of the sign-in fields screen.
  • When collecting visitor consent, a way to opt-out is displayed in this message.
  • You can also enable data policy disclosure, which lets your visitors view your data policy. When enabled, the option to read the policy also gets added to the message on the iPad.

Note: Data privacy features require Envoy Visitors iPad app version 2.1.1 or higher. Learn how to update your iPad app.

Benefits of enabling data privacy features

  • Increased flexibility over your visitor data policy
  • Support compliance efforts for regulations like the EU General Data Protection Regulation (GDPR)

Enabling data privacy features

Visitor consent and data policy

This is the “master” feature that displays how a visitor’s data will be processed.

  1. Go to Visitors > Settings > Account.
  2. Under Data privacy, find Visitor consent and data policy and click “Edit”.

Visitor consent

  1. Go to Visitors > Settings > Account.
  2. Under Data privacy, find Visitor consent and data policy and ensure Visitor consent is toggled to the “on” position.

Data policy disclosure

This feature lets you give visitors the option to read your data policy before signing in.

  1. Go to Visitors > Settings > Account.
  2. Under Data privacy, find Visitor consent and data policy and ensure Data policy is toggled to the “on” position.
  3. Type or paste your data policy in the available text area.
    • Bold and italics formatting are available.
    • To preview how your data policy will look on the iPad, click “iPad Preview.”
  4. Click “Save.”

Adding a data policy will automatically update the data policy text that appears on the iPad. Visitors can simply click the underlined text to see the policy pop up.

Final message

The final message appears any time a visitor does not consent to data collection. By default, this message says Please ask the front desk for assistance. You can edit the final message to let the visitor know what to do next. For example, you could direct them to your receptionist, tell them to contact their host, or provide other custom details.

  1. Go to Visitors > Settings > Account.
  2. Under Data privacy, find Visitor consent and data policy and ensure Visitor consent is toggled to the “on” position.
  3. Type or paste your custom instructions in the available text area below Final screen message.
    • To preview how your final message will look on the iPad, click “iPad Preview.”
  4. Click “Save.”

Important notes

As your company defines its data privacy policy, you may determine that your visitor data should only be stored for a certain period of time. With Envoy, you can request the anonymization of data at any time. To do so, simply contact us.