Digital visitor registration
The reception visitor log, without a reception desk
My Self Desk is the digital kiosk that collects check-ins, check-outs and consents from your visitors — ready for a Data Protection Authority inspection at any time, configurable for any company.
In short: My Self Desk is a touch kiosk for visitor check-in/check-out, with QR for smartphones, GDPR consents proven with IP, user agent and a SHA-256 hash of the notice shown, and an isolated environment for each client company on its own dedicated subdomain.
Features
Everything a digital reception needs
Three-button kiosk
Check in, Use your smartphone (QR), Check out: no login required for the guest, returns to the home screen on its own after 60 seconds of inactivity.
QR for smartphones
Generated server-side, different for every combination of site and language: the guest registers from their own phone instead of touching the shared screen.
Check-out in one step
Just the phone number, a unique key: no search or intermediate list, the pending visit closes immediately.
Consents defensible under inspection
Every consent records IP, user agent and a SHA-256 hash of the exact text of the notice shown at that moment, always computed server-side.
Multi-company, multi-site
Each client has its own isolated environment on its own subdomain; each company can have several locations, each with its own terminal configured once.
Multi-language
Italian, English, French, German and Spanish, with QR codes and notices generated for every combination of site and language.
Staff dashboard
Employee management, visit history, audit log of administrative actions and automatic closures.
Two-factor authentication
MFA configurable by the administrator for staff logins, on top of the mandatory strong password.
Automatic data aging
Configurable retention period: visitor data is automatically deleted once the set term expires.
How it works
From check-in to check-out, in a few taps
The guest taps Check in
Enters phone number, reason for the visit, the person to visit and their own details, then gives the consents required — or scans the QR to do it from their own smartphone.
The system proves the consent
IP, user agent and the hash of the notice shown are recorded server-side: defensible proof, not just an "accepted" flag.
The guest taps Check out
Just the phone number: the pending visit closes immediately, with an on-screen confirmation for 5 seconds before returning to the home screen.
Security
Built to withstand an inspection
Servers in Italy
Infrastructure on Aruba S.p.A., with periodic backups and security checks.
Per-client isolation
A dedicated database for each company: no query or data leak possible between different clients.
Encryption of sensitive data
Visitors' personal fields are encrypted; passwords are always hashed, never stored in plain text.
FAQ
What we get asked the most
What is My Self Desk?
A digital kiosk for visitor check-in and check-out: it replaces the paper log at reception with a three-button touch interface (Check in, Use your smartphone, Check out), collects the minimum data needed and the consents required by the GDPR, and keeps them with defensible proof in case of an inspection.
Is it suited to several companies or just one?
It's multi-tenant: each client company has its own environment and its own isolated database, reachable from its own dedicated subdomain, and can independently configure the number of sites, languages, notices and branding.
How does a visitor's check-in work?
The guest taps "Check in" on the kiosk (or scans the dedicated QR code with their own smartphone), enters phone number, reason for the visit, the person to visit and their own details, then gives the consents required. Check-out happens in a single step, by entering the phone number again.
How are consents proven in case of a Data Protection Authority inspection?
Every consent records the terminal's IP address and user agent, together with a SHA-256 hash of the exact text or URL of the notice shown at that moment, always computed server-side: the proof remains reliable even if the text or URL of the notice changes in the future.
Where is visitor data stored?
On servers in Italy (Aruba S.p.A.), with a dedicated database for each client company, encryption of the most sensitive fields and a retention period (aging) configurable by the administrator, after which data is automatically deleted.
How long does it take to activate a new client?
A few minutes: a dedicated environment and database are created, along with its own subdomain (e.g. companyx.myselfdesk.com) and the first administrator user, with no changes to DNS or infrastructure shared with other clients.