Visitor Management Procedure
Visitor Management Procedure
All visitors to Global Trust Bank premises must be formally registered and managed in accordance with this procedure. This policy applies to all GTB offices worldwide and is designed to ensure the safety of staff and visitors, protect confidential information, and comply with building security requirements.
Visitor Categories
| Category | Examples | Escort Required | NDA Required |
|---|---|---|---|
| Client Visitor | Existing or prospective clients | Yes — by host | No (unless accessing restricted areas) |
| Contractor / Vendor | IT consultants, maintenance, auditors | Yes — by host or Facilities | Yes |
| Regulatory Visitor | FCA, PRA, external auditors | Yes — by Compliance or host | No |
| Personal Visitor | Family, friends | Yes — by host (lobby only) | No |
| VIP / Board Visitor | Board members, government officials | Yes — by Executive Office | No |
Pre-Registration
All visitors must be pre-registered by their host at least 24 hours in advance using the VisitorHub system, accessible on the intranet under Facilities > VisitorHub. The pre-registration form requires:
- Visitor's full name and company
- Date and time of visit
- Purpose of visit
- Host name and department
- Floors to be accessed
- Whether IT access or special equipment is required
Upon successful registration, the visitor receives an automated email confirmation with directions to the office and a QR code for expedited check-in.
Arrival and Check-In
- Visitors report to the Ground Floor Reception desk upon arrival.
- Reception staff verify the visitor's identity against a government-issued photo ID (passport, driving licence, or national ID card).
- The visitor is issued a temporary visitor badge, which must be worn visibly at all times.
- The host is notified via the VisitorHub system and must collect the visitor from Reception within 10 minutes.
- If the host does not arrive within 10 minutes, Security will contact the host's department. Visitors may wait in the Visitor Lounge (Ground Floor).
Escort Policy
Visitors must be accompanied by their host or an authorised GTB staff member at all times while on GTB premises. Unescorted visitors will be challenged by Security and may be asked to leave the building. Exceptions are made only for long-term contractors with pre-approved unescorted access cards, which must be authorised by the Director of Facilities and the relevant Department Director.
Restricted Areas
The following areas are classified as restricted and require additional clearance for visitor access:
- Floor 23 — Data Centre (IT Director approval required)
- Floor 25 — Executive Floor (Executive Office approval required)
- Trading Floors — New York and London (Compliance approval required due to information barrier requirements)
- Basement Levels — Server rooms and utility areas (Facilities Director approval required)
Check-Out
Visitors must return their visitor badge to Reception upon departure. Hosts are responsible for ensuring their visitors check out. Unreturned badges are logged by Security and flagged to the host's line manager.
Emergency Procedures for Visitors
In the event of an emergency (fire alarm, evacuation), hosts are responsible for guiding their visitors to the nearest emergency exit and the designated assembly point. Visitors must be included in floor headcounts conducted by Floor Wardens.
Contact
For queries about visitor management, contact Reception at extension 8000 or email reception@globaltrust.com. For VisitorHub technical support, contact the Facilities Helpdesk at extension 8201.