{"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":"2026-02-19T17:36:01","modified_gmt":"2026-02-19T15:36:01","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":"

Every day at Italian reception desks, the same thing happens: a visitor, a courier, or an external technician arrives. The receptionist asks them to write their name and time on a paper register\u2014or on a loose sheet of paper\u2014and lets them take their seats.<\/p>\n

No signed information. No record of what they’ve read or accepted. No proof, in the event of an inspection or incident, that the company has done its part.<\/p>\n

The problem isn’t rudeness or negligence: it’s that few people know exactly what a visitor must sign before entering the company. And even fewer have a system that does so automatically, traceably, and paperlessly.<\/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)<\/h4>\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)<\/h4>\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<\/h4>\n

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