In Australia, managing visitors with medical conditions or accessibility requirements operates under Work Health and Safety (WHS) legislation, placing a duty of care on Persons Conducting a Business or Undertaking (PCBU) to ensure, so far as reasonably practicable, the health and safety of visitors. This is achieved through integrated visitor management systems and adherence to accessibility standards, with data handling governed by Australian Privacy Principles (APPs).
As of December 2025, many visitor management systems now include pre-registration questionnaires allowing visitors to declare medical conditions (e.g., allergies, epilepsy) or accessibility needs (e.g., wheelchair access, visual impairment). This data, collected with explicit consent, is securely stored and accessible to designated personnel – typically first aiders or emergency response teams – only when required. Systems often integrate with emergency evacuation diagrams, flagging visitors needing assistance. Compliance relies on maintaining accurate records of visitor declarations and any associated risk assessments or support plans. These records must be retained for a period determined by WHS regulations and privacy laws. Equivalent systems in the US operate under OSHA regulations and may also consider ADA compliance, with data privacy governed by HIPAA or CCPA depending on the nature of the information collected.
This system functions in practice by proactively identifying and accommodating visitor needs to minimise risks and ensure a safe and inclusive environment.