NI Assembly Visitor Management System Fair Processing Notice

In January 2012, the Northern Ireland Assembly Commission introduced a new Identification Pass and Visitor Management System for all Parliament Building users. The new system brings health and safety benefits by providing information on building occupancy in an emergency scenario, and enables security staff to assess the validity of each identification pass upon presentation.

The Identification Pass System consists of two elements:

  • The Permanent Identification Pass System which manages all Parliament Building users entitled to a permanent identification pass for the Assembly; and
  • The Visitor Management System which manages all Parliament Building users not entitled to a permanent identification pass for the Assembly. This includes NICS staff not entitled to a permanent pass, contractors, members of the public, functions, tours, events and visits.  

VISITORS  

This includes visitors to Parliament Buildings (not identified under the regular visitor category) who are visiting outside of the Great Hall.  These visitors must be escorted at all times in Parliament Buildings. 

Processing a Visitor Pass 

Visitors are those who are entering Parliament Buildings with the intention to visit a place other than the Great Hall; for example to attend Plenary, Assembly Committee meeting, or to attend a pre-arranged meeting with their MLA.    On their arrival to Parliament Buildings, the visitor’s details will be requested at the reception area, and a photograph will be taken.  Using these details, a one off visitor pass will be produced.  This is valid only for the day of their visit.

Managing Visitor Information 

All information pertaining to one off visitors will be retained for a maximum of 28 days.

The record will then be deleted from the Visitor Management System.   A report detailing the names of visitors, along with details of when they entered and exited Parliament Buildings, and sponsor information will be produced and retained for 3 years, for insurance purposes only. 

The report for insurance purposes will be destroyed after 3 years.

FUNCTIONS / EVENTS / VISITS / TOURS

This includes visitors to Parliament Buildings organised via the Assembly Events Office. 

Processing the Pass 

All functions, events, visits and tours within Parliament Buildings, are arranged through our Events Office.  A delegate list is required no less than 48hrs prior to the function.  When delegates arrive at Parliament Buildings, they will be issued with a function pass, showing details of the event.  A photograph is not required for their pass. 

Managing the information 

All information pertaining to function delegates will be retained for a maximum of 28 days, and following this, will be deleted from the Visitor Management System.

A report detailing the names of visitors, along with details of when they entered and exited Parliament Buildings, the function name and sponsor information will be produced and retained for 3 years, for insurance purposes only.  The report will be destroyed after 3 years.

REGULAR VISITORS

This includes Northern Ireland Civil Service staff, Assembly staff who have forgotten their permanent identification pass and inter parliamentary staff.  These visitors are entitled to unescorted access in Parliament Buildings.  

On their first visit to Parliament Buildings, visitors will present their identification to Security and Usher Services staff.  The visitor will be asked to sign a form permitting the NI Assembly to retain their details on the Visitor Management System.  They will then have their photograph taken and their name and employer details entered into the Visitor Management System.  Using these details, a pass valid only for the day of their visit will then be produced. 

Managing the information 

This information will be recorded on the visitor management system and will enable a visitor pass to be produced on the individual’s subsequent visits to Parliament Buildings.  This will ensure that on each visit to Parliament Buildings a regular visitor will not have a new photograph taken or details added to the system again.  The information held on regular visitors will be deleted at the end of each mandate.   

A report detailing the names of Regular Visitors, along with details of when they entered and exited Parliament Buildings, and Sponsor information will be produced and retained for 3 years, for insurance purposes only.  The report will be destroyed after 3 years.

The NI Assembly will not use this information for any other purpose other than for the Visitor Management System.  Each regular visitor will be asked to sign a form permitting the NI Assembly to retain this information for the duration of the mandate. 

CONTRACTORS

This includes all Contractors who possess the appropriate security clearance for Parliament Buildings (any Contractor who does not possess the appropriate security clearance will be managed as a visitor – see below). 

Processing the Pass 

On their first visit to Parliament Buildings, following implementation of the new system, the Contractor will enter via the slope entrance, where their details will be checked against the database of cleared contractors.  The contractor will be asked to sign a form permitting the NI Assembly to retain their details on the Visitor Management System.  If they hold valid clearance, they will have a photograph taken and their name, employer, and other associated details will be entered into the Visitor Management System.  

Managing the information 

This information will be recorded on the visitor management system for the duration of the contract and will enable a contractor pass to be produced on subsequent visits to Parliament Buildings without having a new photograph taken or details added to the system again.

The NI Assembly will not use this information for any other purpose other than the Visitor Management System as explained.  Each contractor will be asked to sign a form which will permit the NI Assembly to retain this information. 

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