✅ Security & Compliance Checklist - GDPR, ADA, Fire Safety
7 categories • 45+ requirements • Interactive tracking
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GDPR Compliance
General Data Protection Regulation requirements for EU/EEA properties
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RequiredMandatory Requirements
Data Encryption at Rest
All stored guest data must be encrypted (AES-256 minimum)
📄 Technical documentation📄 Encryption certificates
Data Encryption in Transit
TLS 1.2+ for all data transmission
📄 SSL certificates📄 Network audit
User Consent Mechanism
Explicit consent for data collection with opt-out option
📄 Consent forms📄 Privacy policy
Access Logging
Detailed logs of who accessed what data and when
📄 Audit logs📄 Access reports
Right to Erasure
Ability to permanently delete guest data on request
📄 Deletion procedures📄 Data retention policy
Breach Notification
72-hour breach notification procedure in place
📄 Incident response plan
Data Minimization
Collect only necessary data for lock operation
OptionalBest Practices
Privacy by Design
Privacy features built into system architecture
📄 System design docs
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PCI-DSS
Payment Card Industry Data Security Standard (if processing payments)
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RequiredMandatory Requirements
Network Segmentation
Isolate payment systems from lock systems
📄 Network diagram📄 VLAN configuration
Access Control
Restrict access to cardholder data to need-to-know basis
📄 Access control policy📄 User permissions
Encrypted Transmission
Never transmit cardholder data unencrypted
Regular Security Audits
Quarterly vulnerability scans and annual penetration testing
📄 Audit reports📄 Scan results
Secure Password Policy
Complex passwords, regular rotation for admin accounts
📄 Password policy document
Vendor Compliance
Ensure lock vendor is PCI-DSS compliant
📄 Vendor certificates📄 AOC
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ADA Accessibility
Americans with Disabilities Act requirements (US properties)
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RequiredMandatory Requirements
Handle Height
Handles at 34-48 inches from floor
📄 Installation specs
Operation Force
Maximum 5 lbs force to operate handle
📄 Force testing results
Emergency Manual Override
Accessible manual key override option
📄 Manual key location
OptionalBest Practices
Visual Indicators
LED indicators visible to color-blind users
📄 Product specs
Audible Feedback
Clear audio confirmation of lock/unlock
📄 Sound level testing
Tactile Feedback
Physical indication of lock status
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Fire Safety
Fire safety and emergency egress requirements
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RequiredMandatory Requirements
Fire Alarm Auto-Unlock
Locks automatically unlock when fire alarm triggers
📄 Integration testing📄 Fire marshal approval
Backup Power
Battery backup ensures unlock during power outage
📄 Battery specs📄 Failsafe testing
Egress Path Compliance
Emergency exit locks comply with local egress codes
📄 Code compliance certificate
Panic Hardware Compatible
Compatible with panic bars on fire exits
📄 Hardware compatibility list
Manual Override Access
Fire department master key access
📄 Knox box compatibility
OptionalBest Practices
Fire Rating
Lock components rated for fire doors (if applicable)
📄 UL fire rating certificate
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Cybersecurity
Information security and cyber threat protection
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RequiredMandatory Requirements
Firmware Verification
Digitally signed firmware updates only
📄 Update verification process
Default Password Change
Force change of all default passwords during setup
Network Isolation
Lock network separated from guest Wi-Fi
📄 Network topology
Vulnerability Patching
Process for rapid deployment of security patches
📄 Patch management policy
OptionalBest Practices
Penetration Testing
Annual third-party security assessment
📄 Pentest reports
Secure Boot
Locks verify firmware integrity on startup
📄 Technical documentation
Anti-Tampering
Physical tamper detection and alerts
📄 Tamper logs
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Data Privacy
Guest privacy and data protection
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RequiredMandatory Requirements
Local vs Cloud Storage
Clear documentation of where data is stored
📄 Data flow diagram📄 Privacy notice
Access Log Retention
Define and enforce log retention period (30-90 days typical)
📄 Retention policy
Third-Party Data Sharing
Disclosure of any data shared with vendors
📄 Privacy policy📄 Vendor agreements
Guest Notification
Inform guests about data collection practices
📄 Privacy signage📄 Check-in disclosure
Employee Access Controls
Limit staff access to guest data
📄 Role-based access controls
OptionalBest Practices
Data Anonymization
Anonymize data for analytics purposes
📄 Anonymization procedures
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Building Codes
Local building and construction codes
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RequiredMandatory Requirements
Door Weight Capacity
Lock rated for actual door weight
📄 Load testing📄 Manufacturer specs
Local Electrical Codes
Wiring complies with NEC or local equivalent
📄 Electrical inspection certificate
OptionalBest Practices
Weatherproofing
Exterior doors have IP-rated locks (IP65+ recommended)
📄 IP rating certificate
Historic Building Approval
Preservation committee approval for historic properties
📄 Approval documents
Seismic Safety
Locks remain functional after seismic events (earthquake zones)
📄 Seismic testing
⚠️ Important Notes
- →Requirements vary by country, state, and local jurisdiction. Consult legal counsel for your specific location.
- →This checklist is for reference only and does not constitute legal advice.
- →Keep documentation of all compliance measures for audit purposes.
- →Compliance is ongoing – review and update regularly as regulations change.
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