{"id":10385,"date":"2026-02-19T16:31:30","date_gmt":"2026-02-19T14:31:30","guid":{"rendered":"https:\/\/www.kioskdigital.it\/blog\/?p=10385"},"modified":"2026-08-27T17:43:16","modified_gmt":"2026-08-27T15:43:16","slug":"what-to-have-visitors-read-and-sign-at-reception-legal-requirements-and-best-practices-with-kiosk-varco","status":"publish","type":"post","link":"https:\/\/www.kioskdigital.it\/blog\/en\/what-to-have-visitors-read-and-sign-at-reception-legal-requirements-and-best-practices-with-kiosk-varco\/","title":{"rendered":"What to have visitors read (and sign) at reception: Legal Requirements and best practices with Kiosk Varco"},"content":{"rendered":"

In Italy, allowing a visitor into a company without having them read and sign anything isn’t just an organizational flaw: it’s a concrete regulatory risk. The GDPR, Legislative Decree 81\/2008, and\u2014in many cases\u2014internal company regulations impose specific obligations that apply to anyone who enters the door: customers, suppliers, external technicians, maintenance workers, interview candidates.<\/p>\n

The problem is that few know exactly what documents are required, and even fewer have a system that automatically, traceably, and paperlessly signs them. Meanwhile, the same thing happens every day in Italian reception areas: a visitor arrives, the receptionist asks them to write their name and time on a paper register, and then lets them take their seat.<\/p>\n

No signed information. No proof, in the event of an inspection or incident, that the company has done its part.<\/p>\n

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What the law says: mandatory documents for visitors<\/span><\/h2>\n

Before discussing tools, it’s helpful to understand the regulatory framework. There are at least three areas in which the company has specific obligations towards those who enter\u2014even if it’s just a short visit.<\/p>\n

1. Privacy Policy (GDPR, EU Regulation 2016\/679)<\/h2>\n

When a visitor checks in at the reception desk, the company collects personal data: name, surname, ID, entry and exit times, and vehicle license plate (if applicable). This is the processing of personal data in all respects.<\/p>\n

The GDPR requires the company to provide clear information before or at the time of data collection<\/strong>, specifying who is the data controller, the purpose for which the data is collected, how long it is retained, and the data subject’s rights.<\/p>\n

Having this information signed at the check-in kiosk isn’t a formality: it’s a requirement. And a digital signature with a timestamp is much more solid proof than a paper document that ends up in a drawer.<\/p>\n

2. Safety information (Legislative Decree 81\/2008)<\/h2>\n

This is the most surprising point. The Consolidated Law on Safety at Work does not only concern employees: Article 26 requires the employer to provide information on specific risks in the environment<\/strong> to self-employed workers and anyone entering company premises to carry out work.<\/p>\n

In practice: if an external technician enters a warehouse where forklifts are used, or a laboratory where chemicals are used, or even just an office with hidden emergency exits, the company must inform them of the risks and safety measures to be taken.<\/p>\n

This information\u2014often called a simplified DUVRI or access document\u2014must be delivered and, ideally, signed for acknowledgement. In the event of an accident or an inspection by INAIL or the Labor Inspectorate, its absence can be costly.<\/p>\n

3. Internal regulations and confidentiality agreements<\/h2>\n

Beyond legal requirements, many companies require visitors to accept certain rules before entering:<\/p>\n