How Facility Managers Use Occupancy Sensors in the UK 2026: Camera-Free Strategies

Privacy and regulatory considerations in the UK

Camera-free sensors reduce some privacy risks but do not remove legal obligations. Facility managers should remain mindful of data protection requirements and design systems to minimise identification risks.

• GDPR still applies when data can be linked to identifiable individuals; collect only what is necessary and avoid persistent identifiers.
• Document lawful basis for processing and perform Data Protection Impact Assessments where required.
• Prefer edge-processing and aggregation to anonymise or aggregate data at source so raw individual-level signals are not stored centrally.
• Communicate transparently with occupants via signage and policies that explain what is being measured and why.
• Retention limits: keep only aggregated, non-identifiable analytics and set clear deletion schedules.

Choosing camera-free thermal platforms with built-in privacy features such as no image storage and onboard anonymisation simplifies compliance and builds occupant confidence.

Integration and systems thinking

Occupancy sensors are most powerful when integrated into building management systems, CAFM and workplace apps. Consider data flows, control latency and interoperability when designing deployments.

• Data formats and interoperability: prefer systems offering standard APIs or MQTT streams and open data models for analytics.
• Real-time control vs analytics: route immediate control signals locally while sending aggregated data to cloud analytics for trend analysis.
• Cybersecurity: ensure encrypted communications, secure device provisioning and firmware update processes.
• Scalability: choose sensors and platforms that can scale from single floors to multi-site portfolios without extensive reconfiguration.

A phased approach pilot, integrate and scale helps validate benefits and smooth integration with existing BMS or CAFM platforms.

Choosing the right technology and vendor

Evaluate vendors on sensing modality, privacy features, integration and support to ensure the solution meets operational needs and compliance requirements.

• Sensing modality and accuracy: ensure the sensor meets accuracy needs for headcounts, dwell time or presence detection.
• Privacy-first design: edge processing, no-image capture, automatic anonymisation and clear data retention policies.
• Ease of installation and maintenance: consider mounting options, battery life and wireless mesh capabilities.
• Integration capabilities: APIs, connectors for BMS/CAFM and support for common enterprise systems.
• Analytics and actionable outputs: dashboards, alerts, forecasting and exportable reports.
• Support and SLAs: installation support, training and post-deployment service levels.

Vendors with a privacy-first approach typically focus on delivering occupancy and flow metrics rather than imagery; for example, some companies specialise in thermal camera-free sensing and spatial intelligence to provide anonymised people sensing for buildings.

Practical rollout steps for facility managers

A structured deployment increases success and stakeholder buy-in. Use a clear plan with objectives, pilot validation and phased scaling.

1. Define objectives

• Clarify top goals: energy savings, utilisation insight, safety or workplace experience.
• Set measurable KPIs such as percentage reduction in meeting room underutilisation or HVAC energy savings.

2. Pilot

• Start with a representative floor or zone for 6–12 weeks.
• Test sensor coverage, accuracy and integrations.

3. Evaluate results

• Compare sensor outputs to manual counts or badge data to validate accuracy.
• Gather user feedback and adjust placement or analytics thresholds.

4. Scale and integrate

• Plan roll-out phases, network architecture and integration with BMS/CAFM.
• Roll out dashboards and workplace tools to stakeholders.

5. Policy and communications

• Publish a privacy notice, run staff briefings and provide in-building signage.
• Document data retention and access controls.

6. Continuous improvement

• Monitor KPIs, iterate on analytics and expand use cases as confidence grows.

ROI and business case considerations

Typical benefits that fund sensor deployments include energy savings, lower space costs and reduced cleaning and maintenance expenses. Improved employee experience can also support retention and productivity.

• Reduced energy bills through demand-driven HVAC and lighting control.
• Lower space costs via real estate optimisation and shedding underused space.
• Reduced cleaning and maintenance costs via usage-triggered services.
• Improved employee experience driving retention and productivity.

Measure ROI by quantifying baseline consumption and occupancy, then tracking changes post-deployment. Many organisations see payback within 12–24 months depending on energy prices, scale and operational changes.

Deployment tips and common pitfalls

• Don't over-sensor: aim for representative coverage rather than excessive density; strategic placement often suffices.
• Avoid treating sensors as single-purpose: plan for multi-use data across energy, space and safety.
• Validate with mixed methods: combine sensor data with occasional manual checks and user surveys.
• Anticipate network and power needs: plan for connectivity and maintenance access.
• Train operations staff and building occupants to understand new workflows and benefits.

Conclusion

In 2026 UK facilities, camera-free occupancy sensors provide a practical, privacy-conscious foundation for smarter building operations. They enable energy savings, smarter space planning and better workplace experiences without the privacy and compliance friction of camera-based systems. By defining clear objectives, piloting thoughtfully, integrating with existing systems and maintaining transparent privacy practices, facility managers can unlock measurable benefits while protecting occupant privacy.