Privacy
About this page
ScanNLog is a service of Creetos, of Ontario, Canada. This page explains, in plain language, what ScanNLog records, why, who can see it, how long it is kept, and how to ask for a copy, a correction or removal. It describes what the service does today.
Who is responsible
Businesses and organizations (“subscribers”) use ScanNLog to keep a record of visits to their sites and equipment. For the records of a visit, the subscriber whose code was scanned decides what is collected and how long it is kept; ScanNLog stores the records on the subscriber’s behalf. For a subscriber’s own account, ScanNLog is responsible.
If you scan a code
When you scan a code, the subscriber’s record of your visit holds: your name, your email address and, if you give one, your company; the time of each scan; the reason for the visit, whether the work was completed, why it was not, and any note you write; your phone’s internet (IP) address and browser; and, when the point asks for them, your location at the moment of the scan and the photos you take, with the time each photo was taken. Location is read only when you scan, never in the background. Photos are stored without their other hidden details, including any location saved in the file.
On a point used for attendance, the record shows when you arrived, when you left and the time in between, so the subscriber knows who was on site. It is a record of presence, not of your work. Your location is read only at the moment you scan in or out, never in between.
On a scan page you can confirm your email with Google or Microsoft instead of a sign-in code. That service then sends us your name, your email address and its identifier for you, and we keep the identifier to recognise you next time. The record of a visit is the same either way.
Your phone is remembered with a cookie, so you do not need a new sign-in code by email at each scan. It lasts up to a year, or 180 days without a scan. “Not you?” on the scan page makes the phone forget you.
The next person who scans the same code may see that the last visit was not completed, and on which day. On points open only to approved people, they also see the reason given, shortened to 140 characters. They never see your name, your email, your company or your note.
The subscriber’s users see the records of visits to their points. Alert emails the subscriber chooses to receive can contain your name, your company, the reason and your note. ScanNLog’s staff can see names, email addresses and companies when they need to, for support or for a legal reason; the admin tools do not show them notes, positions or photos.
A copy, a correction or removal
To get a copy of your records, or to have them removed, ask the subscriber whose code you scanned: they can do both from their account. You can also write to ScanNLog at the address at the end of this page; we answer within 30 days.
Records of visits are never edited, so a record shows what was recorded at the time. You can update your name for future scans: tap “Not you?” on the scan page and enter your details again with the same email address. To add context to a past record, ask the subscriber, or write to us.
What removal does
Removal is done for one subscriber, or for every subscriber when you ask ScanNLog. Your name, email address, company, notes, reasons, photos, positions, internet address and browser are deleted from those records. The visits themselves are kept, anonymised, because the subscriber needs to know that a visit took place: the time, the point, the reason for the work, whether it was completed, and the results of the checks. In a very small team, a person may still be recognisable from that context. Removal cannot reach emails already sent, files already downloaded, or notes the subscriber wrote themselves.
How long records are kept
Each subscriber chooses how long visit records are kept, from 6 months to 7 years; older visits, with their photos, alerts and reports, are then deleted automatically. Lists that are not visits stay until they are changed or removed: approvals, company memberships, and the fact that you accepted the notice. Positions used to learn where a point is are deleted after 30 days.
If you have an account
For an account, we keep the owner’s name, email address and language, the account’s name and country, when the terms were accepted and which version, the addresses that receive alerts, and a record of the changes made in the account. Signing in uses a sign-in code sent by email; there is no password. Each session keeps the internet address and browser it started from.
You can also sign in with Google or Microsoft instead of a sign-in code. If you do, that service sends us your name, your email address and its identifier for you; we keep the identifier, the address and the date, to recognise you next time. We receive no password and nothing else from that account. You can unlink it in Settings; the emailed sign-in code always works.
Payments are handled by our payment processor. We send it the owner’s email address and the account’s name and language; it collects the card, the billing address and any tax number itself. We keep the plan, the processor’s references and the billing country. We never see or store card numbers.
When you set a point’s location by searching for an address or opening the map, your browser sends what you type to our maps provider. The location you place or confirm on the map is stored as your own data. The pages that workers open never contact the maps provider.
To close your account, or to change its email address, write to us at the address at the end of this page; it is done within 30 days. Closing cancels the subscription, deletes the account’s points, visits, photos and reports, and anonymises the owner. The billing records the law requires us to keep are kept.
Cookies
ScanNLog uses only the cookies it needs to work: your session when you sign in (up to 90 days), the remembered phone on scan pages (up to a year), the language you chose (a year), and short-lived ones during a sign-in or an invitation. There is no advertising, analytics or tracking cookie.
On our public pages we count visits with analytics software we run ourselves. It sets no cookie, stores nothing on your device and is not used to identify you. The pages used to scan a code and the signed-in app are not counted.
Service providers, and where your data is
ScanNLog keeps files and backups with a storage provider in Canada, and uses service providers in the United States for hosting, email delivery and maps. Payments go through a payment processor, which may handle data in the countries where it operates. Each receives only what it needs for its part of the service.
Your information is therefore stored and handled outside your province or country: the application, email delivery and maps are in the United States, where the law may differ, and photos, files and backups are kept in Canada. We chose providers that protect it by contract and by technical means, and we assessed these transfers before launch.
Security
Photos and files are kept in private storage and shown through links that expire within minutes. Each subscriber’s records are kept apart in the database itself. Photos are saved again without their hidden details. Connections to the site are encrypted.
Backups and logs
Backups are kept for 30 days, so removed data can remain in a backup for up to 30 days before it is gone. Server logs are rotated automatically and normally kept no longer than 30 days.
If something goes wrong
If a security incident puts personal information at risk of serious harm, we tell the people affected and the authorities as the law requires, including the Office of the Privacy Commissioner of Canada, Quebec’s Commission d’accès à l’information and the Office of the Australian Information Commissioner, and we keep a register of incidents.
Canada and Quebec
In Canada, ScanNLog follows the Personal Information Protection and Electronic Documents Act (PIPEDA) and, for people in Quebec, the Act respecting the protection of personal information in the private sector. The person in charge of protecting personal information is our Privacy Officer, whom you can reach at the address at the end of this page. You can ask to see, correct or remove your information, and you can complain to the Office of the Privacy Commissioner of Canada or, in Quebec, to the Commission d’accès à l’information.
Australia
For people in Australia, ScanNLog handles personal information as the Australian Privacy Principles of the Privacy Act 1988 require. You can ask for access or correction, and complain to us first; if our answer does not satisfy you, you can complain to the Office of the Australian Information Commissioner (OAIC).
Other countries
Wherever you are, you can ask us for a copy of your information, a correction or removal, and we will answer within 30 days.
Changes to this page
When this page changes, the version and effective date at its top change.
Contact
Privacy Officer, ScanNLog: support@scannlog.com