Access Control Installation and GDPR Compliance: What You Need to Know
Installing an access control system isn’t just about security – it also comes with legal responsibilities, especially when it involves tracking people’s movements or storing personal data.
If your business operates in the UK or EU, the General Data Protection Regulation (GDPR) applies to your access control system. Failing to comply could lead to fines, reputational damage, or legal issues.
In this guide, we’ll break down what GDPR means for access control, what you need to consider during installation, and how to stay compliant from day one.
What is GDPR and why does it matter for Access Control?
GDPR is a data protection law that applies to any business that collects or processes personally identifiable information (PII) – which includes:
Names
Photos
Entry logs (linked to individuals)
Biometric data (fingerprints, facial recognition)
If your access control system stores or processes any of this, you’re responsible for protecting it under GDPR.
Examples of GDPR-Relevant Data in Access Control Systems
Access logs showing when specific employees or visitors entered
Biometric data used for fingerprint or facial recognition systems
Employee records tied to access levels or entry permissions
CCTV footage linked to access events (if integrated)
These fall under GDPR because they can be used to identify individuals.
GDPR Considerations During Access Control Installation
When installing a system, you (and your installer) must make sure it’s designed to protect personal data – this is known as “data protection by design”.
Here’s what to keep in mind:
1. Data Minimisation
Only collect the data you need.
Example: If you don’t need biometrics, don’t use them.
2. Transparency & Notices
Inform staff, visitors, or contractors that their data will be collected.
Use clear signage or policies (e.g., “Access logs are recorded for security purposes.”)
3. Secure Storage of Data
Ensure access logs, card details, and biometric data are encrypted and stored securely.
Ask your installer if the system meets ISO 27001 or similar security standards.
4. Access Control Software Settings
Enable audit logs but restrict access to admin users only.
Set automatic data retention limits – e.g., delete logs older than 90 days (unless needed longer for compliance).
5. User Rights Management
Under GDPR, users have the right to:
Access their data
Correct inaccurate info
Request deletion (if appropriate)
Your system should allow for this or be manageable with support from your provider.
Common GDPR Mistakes with Access Control
✅ Storing access logs indefinitely without a retention policy
✅ Failing to inform staff about access tracking
✅ Using biometric data without proper consent
✅ Sharing access data with third parties without a valid legal basis
✅ Lack of a data breach plan if the system is compromised
Best Practices for GDPR-Compliant Access Control Systems
Choose systems from GDPR-aware manufacturers like Paxton, Salto, or HID Global
Work with installers who understand data protection standards
Add role-based admin controls in your software
Ensure systems are regularly updated to patch security flaws
Keep a Data Protection Impact Assessment (DPIA) on file, especially for sensitive systems (e.g., biometrics)
Our GDPR-Compliant Installation Promise
At SecureEntry, we install access control systems with GDPR compliance in mind from day one. That means:
Data protection is considered at every step
You get clear documentation on how data is processed
We help you set up access permissions, logs, and retention schedules
We only install systems from trusted, compliant vendors
Need a Professional Installer?
A properly installed system is key to avoiding future issues. Our team at SecureEntry has installed door access systems across a wide range of sectors, including:
Offices
Industrial units
Schools and nurseries
Retail premises
We’re certified Paxton Net2 installers and offer free site surveys and clear quotes with no pressure.
Enquire here if you would like more information about our access control system installation at your site.