EU-GDPR-compliant use of vistrax

EU-GDPR-compliant use of vistrax

The adoption of the new EU-GDPR also results in certain points regarding the use of vistrax which must be observed in the future.

Data involved

The new EU-GDPR aims to protect personal data in an ideal way. This results in obligations that both, a software manufacturer and the end user must fulfill. This includes first of all the knowledge about the collected data and which of them are classified as "person-related" according to the legislator. See Art. 4 para. 1 of the EU-GDPR.

Apart from a few exceptions, all master data entered for users, visitors, employees and, if applicable, companies are personal data and must be handled accordingly to the new regulations. Additionally, the stored data on a visitor's movement data, such as vehicle registration number, reason for visit, or the times at which the visitor was present also represent personal data by referencing the associated visitor according to the new regulations.

When managing companies and their associated data, care must be taken to ensure that they can also be personal data. For example, if the name of a company is already personal, the data stored there also represents personal data and must be treated as such.

Principle of data minimization (Mandatory fields)

According to the EU-GDPR Art. 5 para. 1c, collected data must

„… be proportionate, relevant and limited to what is necessary for the purposes of the processing “

Not all of the master data mentioned above are mandatory. vistrax is limited to a minimum. This enables the end consumer to comply with the requirements of the EU-GDPR. For example, a visitor's name is specified as a required field when creating a visitor. All other information is voluntary.


Secure data transmission and storage

Furthermore, according to the E-GDPR, the safe handling of personal data must always be ensured. vistrax offers the possibility to establish an encrypted connection between client and database. You will find explanatory notes on this in our application help under the following link:

Please note that data by default is not encrypted after saved into the hard disk by a MS SQL Server.

Integrity security

In order to guarantee the integrity of some data, different data are provided with a checksum that is always queried. If the checksum does not match the integrity checksum of the data under consideration, the corresponding data is displayed as invalid in the software and thus, is protected against modifications. This is the case with photos, for example.

User authorizations

The options for handling stored data are described below. To do so, a user needs a user role that contains the corresponding rights for this user. This means deleting, restoring, or pseudonymizing (which is explained in more detail below). A user or the user role assigned to him/her must contain the rights for these functions.

Handling / deletion of stored data

According to Art 17 of the EU-GDPR, everyone has the right to have their data deleted and therefore vistrax must also take appropriate precautions to ensure that this is the case.

The stored data is not automatically deleted in vistrax. Stored data must always be manually deleted or pseudonymized by a user. When deleting data records, vistrax follows the principle of a "soft delete". Data records are therefore not completely deleted, but marked as deleted. This removes the data from the vistrax views, but it can be restored at a later point in time via the data management and with the corresponding user rights. This is not a EU-GDPR-compliant solution and therefore the pseudonymization option was introduced with the release of vistrax version 2.0.20.

Pseudonymization of master data records

Master data records (companies, visitors, employees, etc.) can be pseudonymized during the deletion process if required. This ensures that references to other data are retained, but personal data are modified in such a way that no conclusions can be drawn about the person concerned. Thus, for example, a statistical survey of the data is still possible from a quantitative point of view, but not from a qualitative point of view. Real data is no longer available after a pseudonymization and cannot be restored.

Deletion of movement data

Please note that pseudonymization is only available for the administration of master data. This prevents the pseudonymization of individual movement data (present, prepared and past visits). If you pseudonymize a visitor, a company, or an employee, this applies to all transaction data linked to this master data, since movement data does not explicitly store the master data, but references it.

If you delete movement data in the software via the respective views, this is done according to the "soft-delete" principle described above. The deleted entries are no longer displayed in the respective overviews, but are still available in the database and marked as deleted. However, unlike the master data, they can no longer be restored by the software.

Expired movement Data

 In addition to the views of the individual master data records, the report overview is available for the EU-GDPR-compliant handling of movement data. This allows you to view and delete visits that have already expired. The data records can also be filtered according to different filter criteria such as visitors, company, assigned employees, etc. This allows you, for example, to delete the transaction data of a particular visitor or of an entire company.

Note that active and prepared movement data must be handled in the corresponding overviews (Present / Prepared).

According to EU-GDPR Art. 5 para. 1, collected data must be subject to a clear purpose. This purpose must be recognizable and strictly respected. When creating a visit, the use of the "Occasion" field is recommended, so that the data collected during the use of vistrax can be assigned to a clear context. In this way, the purpose of the personal data can be recorded. Please note that the data collected must be deleted or pseudonymized after the expiry of the intended use, unless otherwise agreed before the data concerned are collected.

Right of access

According to EU-GDPR Art. 15, it must be ensured that a person can view the data collected and receive a copy of it (once free of charge) if necessary.

vistrax offers the possibility to view master data as well as movement data of a visitor and to create an electronic copy. Since version 2.6 the function "Print visitor receipt..." under the visitor master data is used for this purpose. This offers the possibility to print all personal data of a visitor at once.

Earlier versions can use the export functions of the movement or master data.

Explanatory notes on visitor receipts and data evaluation or data export can be found under the following link:

Information on the evaluation procedures for transaction data and master data can be found under "Data Mining" or "System menu - Data Export".

Control over changes to data records

Data records always contain a link to the creator and, if the data records were changed during use, a link to the user who made the last change.

For complete logging of modifications, please refer to the Microsoft documentation on transaction log:

    • Related Articles

    • Consent and data protection information according to the GDPR

      Consent according to the GDPR If a company wants to process personal data, it always needs a legal basis as a reservation of consent. If a company does not have a permissible legal basis for processing personal data, the processing is not allowed. In ...
    • EU-DSGVO-konforme Nutzung von vistrax

      Durch die Verabschiedung der neuen DSGVO ergeben sich auch hinsichtlich der Nutzung von vistrax gewisse Punkte, die es zukünftig zu beachten gilt. Betroffene Daten Die neue EU-DSGVO zielt darauf ab personenbezogene Daten ideal zu schützen. Dadurch ...
    • IFS Food and the visitor management in the food industry

      Quality is when the customer returns, not the product   Effective safety precautions are essential for the production of highest-quality food. But long gone are the times when a business would decide on its own how to ensure safety for its products ...
    • How secure is the ordering process?

      The whole ordering process is protected via a secure SSL connection. This allows important information such as credit card numbers, addresses etc. to be transferred to the recipient via the internet in an encoded form. Further information regarding ...
    • Einwilligung und Datenschutzhinweise nach der DSGVO

      Einwilligung nach der DSGVO Wenn ein Unternehmen personenbezogene Daten verarbeiten möchte, benötigt es immer eine Rechtsgrundlage als Erlaubnisvorbehalt. Hat ein Unternehmen keine zulässige Rechtsgrundlage für die Verarbeitung von personenbezogenen ...