Privacy Policy

This Privacy Policy explains how this Visitor Management System ("VMS", "Application", "we", "our", or "us") collects, uses, stores, and protects personal information of visitors, employees, contractors, and other authorized users.

The Application is intended solely for managing visitor registrations, approvals, check-ins, check-outs, security verification, and related administrative activities.

Depending on your interaction with the Application, we may collect:

Visitor Information

• Full name
• Mobile number
• Email address
• Company or organization
• Photograph
• Vehicle registration number (if applicable)
• Purpose of visit
• Host information
• Visit date and time
• Identity verification details (if required)

Employee Information

• Name
• Corporate email address
• Employee identifier
• Department
• Office location
• Role and permissions
• Microsoft account information used for authentication

Technical Information

• IP address
• Device information
• Browser information
• Login timestamps
• Audit logs
• Session identifiers

Your information is used to:

• Register and manage visitor requests.
• Verify visitor identity.
• Notify hosts about visitor arrivals.
• Generate visitor badges.
• Maintain security records.
• Send email notifications and calendar invitations.
• Improve system performance and security.
• Comply with legal, regulatory, and corporate security requirements.

Employees may authenticate using Microsoft Single Sign-On (SSO). Authentication is performed through Microsoft services, and we do not store your Microsoft password.

The Application may send:

• OTP verification messages
• Visitor approval notifications
• Calendar invitations
• Visit confirmations
• Check-in and check-out notifications
• Security-related alerts

Personal information is shared only when necessary to operate the Application, including:

• Internal authorized employees
• Security and reception personnel
• Authorized IT administrators
• Trusted service providers supporting email, SMS, authentication, or infrastructure

We do not sell personal information.

Information is retained only for as long as necessary to:

• Manage visitor records
• Meet legal obligations
• Maintain security logs
• Resolve disputes
• Enforce company policies

Retention periods may vary depending on organizational policies and applicable laws.

We implement appropriate administrative, technical, and organizational safeguards including:

• Role-based access control
• Authentication and authorization
• Encrypted communications
• Audit logging
• Secure data storage
• Regular security monitoring

Although we strive to protect all information, no system can guarantee absolute security.

Subject to applicable law and organizational policies, you may request to:

• Access your personal information
• Correct inaccurate information
• Request deletion where permitted
• Withdraw consent where applicable
• Report privacy concerns

Certain information may be retained where required by law or for security purposes.

The Application may use session cookies and similar technologies to maintain authentication, improve usability, and protect against unauthorized access.

The Application may integrate with third-party services including authentication providers, email providers, SMS gateways, and calendar services. Use of those services is governed by their respective privacy policies.

The Application is not intended for individuals under the age required by applicable law without appropriate authorization.

This Privacy Policy may be updated periodically. Continued use of the Application after updates constitutes acceptance of the revised policy.

For questions regarding this Privacy Policy, please contact your organization's IT Administrator or System Administrator.