M-T1-CP-01-SD-05 — Visitor Registration Form

Release control

Adaptation note

Use for Community Open Day pre-registration, door registration, assisted registration and project-station enquiries. Collect only what is needed to register or complete the visitor’s chosen follow-up. Provide a visible welcome route for visitors who decline to register. Keep access and dietary arrangements in a restricted operational list, reconcile attendance separately from registration and assign each project enquiry to a named ambassador with a two-business-day response target.

Instructions

1. Complete the privacy-and-purpose gate before building a form, QR route, paper copy or integration.
2. Approve one minimum field set for each capture route; do not make optional follow-up fields compulsory for entry to an open event.
3. Display the short collection notice at the point of collection. Do not rely on a hidden link alone.
4. Keep intake, action and consent/preference records logically separate, linked by stable identifiers.
5. Use a restricted list for access, communication and dietary arrangements. Do not copy those details into a general contact list.
6. Provide accessible digital, private paper and assisted routes. Never use a public sign-up list that exposes earlier entries.
7. Do not collect postal address, date of birth, occupation, employer, household details, detailed health information or a bundled general-contact permission.
8. Close event-only records after follow-up and the approved retention review; retain optional future choices only in the authorised system.

Controlled configuration fields

Controlled public fields

Configured visitor registration form

{{EVENT_NAME}}

Supporting-document code: M-T1-CP-01-SD-05 Source: {{SOURCE_CODE}} Collection notice: {{NOTICE_VERSION}}

How we will use your information

{{ACCOUNTABLE_ENTITY}} is collecting the information you choose to provide so we can {{SPECIFIC_PURPOSE}} and complete the follow-up you request. Required fields are identified; other fields are optional. Optional future service updates and membership information are separate choices. Privacy information is available at {{PRIVACY_URL}}. To ask about your information, correct it, change a preference or raise a concern, contact {{PRIVACY_CONTACT}}.

You are welcome to attend the Open Day without joining an optional future-contact list. Ask the event team about the approved no-registration route if you prefer not to provide details.

Your visit

Preferred name: ______________________________________________

Attendance response:

• [ ] Attending
• [ ] Interested; please contact me
• [ ] Unable to attend
• [ ] Project-station enquiry only

Number in booking, if group booking is available: ______

Which current projects or topics interest you? {{PROJECT_CHOICES}}

How we can respond

Choose one preferred contact route only if you want confirmation or follow-up:

• [ ] Email: ______________________________________________
• [ ] Mobile/SMS: _________________________________________
• [ ] Telephone call: ______________________________________
• [ ] No follow-up needed

Optional access, communication or dietary arrangement needed for this event: __________________________________________________________________

Please describe the arrangement that would help; a diagnosis is not requested. This response is restricted to authorised event staff.

Contact choices

• [ ] Contact me about this Open Day registration or the project enquiry selected above.
• [ ] I would also like occasional updates about future Rotary service opportunities relevant to my selected interests.
• [ ] I would also like information about visiting or learning more about Rotary membership.

Preferred optional-update channel: Email / SMS / Telephone / None

Acknowledgement: I have read or had explained the collection notice shown above. Participant confirmation: ______________________________ Date: ______________________________

Internal action record

Store the arrangement details only in the restricted operational list. Reconcile registration, attendance, no-show and walk-in status without erasing the intake history.

Workflow and release checklist

• [ ] Privacy review outcome, applicable local requirements and evidence location are recorded.
• [ ] Every public field has a purpose, required/optional state, authorised user and retention treatment.
• [ ] Digital, paper and assisted versions show the same approved notice and version.
• [ ] The event offers an approved welcome route for visitors who decline registration.
• [ ] Source codes distinguish pre-registration, door, assisted and project-station capture.
• [ ] Contact choices are separate, unselected and accurately stored with wording version/date/method.
• [ ] Access and dietary details are restricted and absent from the general contact record.
• [ ] Project ambassadors, two-business-day targets and overdue escalation are operational.
• [ ] Attendance is reconciled separately from registration.
• [ ] Test records pass confirmation, correction, withdrawal, suppression and close-out routes.
• [ ] Paper custody count, transfer owner and working-copy disposal are assigned.
• [ ] {{RETENTION_TRIGGER}} is configured and event-only records do not persist by default.

Review record