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Privacy Policy

Last updated: July 12, 2026

Visitor Management System ("we", "our", "us") values the security and privacy of our visitors, hosts, and administrator users. This Privacy Policy details how we collect, store, process, and protect your personal identification records when you access our system or register a secure entry pass at participating workspace locations.

1. Information We Collect

When registering at a workspace console or visitor dashboard, we collect:

  • Personal Contact Information: Name, mobile number, personal email address, and active organization name.
  • Verification Selfie Photos: Captures made via desktop webcam to confirm guest identity and issue custom visual entry badges.
  • Evacuation & Site Tracking Logs: Check-in and check-out timestamps, host contacts, and meeting purposes.
  • Professional Resumes: Submitted base64 data for recruitment interview checks.

2. How We Process Your Records

Collected visitor data is strictly processed to:

  • Confirm guest identity and verify active meeting details with hosts in real-time.
  • Send automated arrival alerts (Twilio SMS / Resend Emails) to target workspace hosts.
  • Maintain building occupancy audits for safety compliance and emergency roll call procedures.

3. Storage & Data Protection

All records are stored securely on MongoDB Atlas cluster databases. Uploaded document files and camera selfie images are hosted on Amazon Web Services (AWS S3) or local MinIO objects using encrypted bucket protocols. We maintain absolute tenant-level data isolation, ensuring no organization can query or access records outside their own registered workspace domain.

4. Compliance & Disclosures

We do not sell, rent, or trade visitor directories with third-party marketing companies. Personal records are disclosed only to:

  • Internal security staff and company HR managers holding authorized administrative system credentials.
  • State health or civil safety compliance auditors when legally requested under search commands.

5. Contact Us

If you have questions regarding database records deletion, visitor rights, or details collection protocols, please contact our Data Protection Officer at: privacy@visitormanagementsystem.com.