Free Visitor Logbook Template (GDPR-Compliant, UK)
A signing-in sheet that satisfies the fire roll call without breaching visitor privacy — privacy notice included.
The traditional open visitor book — where every visitor can read the last visitor's details — is one of the most common small-business GDPR breaches. This template fixes that: a compliant register, the privacy notice to display at reception, and a contractor sign-in with induction confirmation.
⬇ Download PDF (print-ready)⬇ Download Excel (editable)
Free for use within your organisation. No sign-up required — if it saves you time, a link back to this page is always appreciated.
What's in the template
- Visitor register — name, company, host, times in/out, badge number
- Printed privacy notice — why you collect the data, 30-day retention, deletion rights
- Contractor sign-in — permit/RAMS reference and induction confirmation
How to use it
Display the privacy notice at the signing-in point, keep completed sheets for a fixed period (the template assumes 30 days) and destroy them on schedule. In an evacuation, the register is your roll call — take it to the assembly point.
Sources
ico.org.ukICO — UK GDPR guidancegov.ukWorkplace fire safety: your responsibilities