Privacy Policy

Last updated: November 29, 2025

This Privacy Policy explains how Scanit Labs ("we", "us", or "our") collects, uses, and protects your information when you use our website and services.

Information We Collect

• Account data: name, email, password hash, plan details, support communications.
• Service configuration: QR code metadata, collection settings, custom text, and workflow preferences you define.
• Usage and telemetry: QR scan events (time, IP address, user agent, referrer, approximate location based on IP, device details), feature usage, performance diagnostics.
• Participant inputs: Form answers, check‑ins, ratings, or other fields you choose to collect from scanners.
• Files and media: Images, PDFs, audio, video, or other attachments uploaded to power QR destinations. These may contain personal data if you choose to include it.

How We Use Information

• Provide, maintain, and improve QR generation, hosting, analytics, file storage, and related features.
• Authenticate users, secure accounts, and investigate fraud, abuse, or suspicious activity.
• Generate dashboards, audit logs, and analytics you request.
• Fulfill legal obligations and enforce our agreements.

QR Scan & Participant Data

When someone scans a QR code hosted by us, we log telemetry noted above plus any information the scanner voluntarily submits (e.g., form fields, photos, documents). We process that data on your behalf and surface it inside your account. You are responsible for providing any required notices or consent mechanisms to those individuals and for honoring deletion or export requests you receive from them.

Files & Uploaded Media

Files you upload (such as menus, trail maps, instructions, or photos) are stored on our cloud infrastructure and delivered via HTTPS. We scan for viruses and abuse patterns but do not review every file. Avoid storing sensitive or regulated data unless we have a separate written agreement allowing it.

Legal Basis

We process personal data to perform our contract with you, based on your consent (where applicable), and for legitimate interests like security and service improvement.

Data Sharing

We do not sell personal information. We share data with service providers (hosting, storage, analytics, email delivery, payment processing) bound by confidentiality and data-processing agreements, or when required by law, to respond to emergencies, or to protect our rights.

Security

We employ administrative, technical, and physical safeguards appropriate to the nature of the data, including encryption in transit and access controls.

Data Retention

We retain account data while your subscription is active and for a reasonable period afterward to comply with law, defend legal claims, or maintain backups. QR scan logs, form responses, and uploaded files follow your in-app retention settings when available; otherwise they are retained until you delete them or your account is closed. You may request deletion of specific data by contacting us or using built-in tools.

Your Choices

• Access, update, export, or delete account information from your profile or by contacting support.
• Configure collections, forms, and retention policies to limit what you collect from scanners.
• Delete uploaded files or QR destinations at any time; deletion may take up to 30 days to propagate across backups.

International Transfers

We operate from the United States and may store data there or in other countries where our service providers are located. When transferring personal data internationally we rely on appropriate safeguards such as standard contractual clauses.

Children’s Privacy

Our services are not directed to children under 13. If we learn we have collected personal data from a child, we will take steps to delete it.

Contact Us

Questions? Contact support at privacy@scanitlabs.com.