Privacy Policy

1. Information We Collect

We collect the following categories of information:

• Account information: full name, email address, and company name provided at registration.
• Device information: device identifiers and names used to activate your license.
• Payment references: transaction reference numbers returned by the payment gateway. We do not collect or store card numbers, bank account details, or mobile money PINs.
• Usage data: subscription plan, activation dates, and license key activity for billing and support purposes.
• Legal acceptance: timestamp of Terms of Service acceptance for audit and compliance purposes.

2. How We Use Your Information

We use the information we collect to:

• Create and manage your account and subscription.
• Deliver your license key and device activations.
• Send transactional emails (verification, password reset, subscription confirmation).
• Process payments and maintain billing records.
• Ensure the security and integrity of the service.
• Improve the product based on aggregated, anonymised usage patterns.
• Comply with legal obligations.

We do not use your data for advertising or sell it to data brokers.

3. Data Sharing

We do not sell or rent your personal information to third parties. We share data only in the following limited circumstances:

• Payment gateway: We share transaction reference numbers with our payment gateway provider solely to confirm and reconcile payments. No additional personal data is shared.
• Legal compliance: We may disclose information when required by law, court order, or to protect the rights and safety of ScanZed and its users.
• Business transfer: In the event of a merger, acquisition, or sale of assets, your information may be transferred. We will notify you before your data is transferred and becomes subject to a different privacy policy.

4. Data Retention

We retain your personal data for as long as your account is active. Upon account deletion, we will delete or anonymise your personal data within 90 days, except where we are required to retain it for legal or regulatory purposes (e.g., financial records), in which case we retain the minimum necessary data for up to one year after account closure.

5. Security

We take reasonable technical and organisational measures to protect your data, including:

• All data in transit is encrypted using TLS/HTTPS.
• Passwords are hashed using bcrypt and are never stored in plain text.
• API access is protected by short-lived JWT tokens.
• Database access is restricted to application-level credentials.

No method of transmission over the internet is 100% secure. While we strive to use commercially acceptable means to protect your data, we cannot guarantee absolute security.

6. Your Rights

You have the right to:

• Access the personal data we hold about you.
• Correct inaccurate or incomplete data via your account settings.
• Delete your account and associated personal data.
• Object to processing of your data in certain circumstances.

To exercise any of these rights, please contact us at the email address in the Contact section below. We will respond within 30 days.

7. Cookies

ScanZed uses only strictly necessary session cookies to maintain your authenticated session after login. We do not use tracking cookies, analytics cookies, or advertising cookies. Session cookies are deleted when you close your browser or log out.

8. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by email and by updating the "Last updated" date at the top of this page. We encourage you to review this policy periodically.

9. Contact

For privacy-related enquiries or to exercise your data rights, please contact:

ScanZed
Email: privacy@mail.scanzed.com