VisitEX may be provided to organizations for use at their premises. Until an organization configures and deploys VisitEX, the application may operate as a product/service platform and may not be associated with any particular premises.
This Privacy Policy explains what information VisitEX may collect, how it may be used, how it may be protected, and the choices available to users.
01User Roles
VisitEX may support different types of users depending on how an organization configures the application:
- Visitor — May register, provide visit details, book or request appointments, and present a QR pass for entry.
- Admin — May manage visitors, appointments, departments, hosts, reports, and other administrative functions.
- Security — May verify visitor information, scan QR passes, and record visitor entry and exit.
The features available to a user depend on their assigned role and the organization's configuration.
02Information We Collect
Depending on the features you use, VisitEX may collect the following information.
Account Information
- Full name
- Email address
- Mobile number
- Password or authentication credentials
- Profile photo, if voluntarily provided
- User role
Passwords are stored using appropriate security mechanisms and are not stored as plain text.
Visit and Appointment Information
- Host or person being visited
- Department
- Purpose of visit
- Visit date and time
- Appointment status
- Visitor type
- Organization or company name, where applicable
- Entry and exit timestamps
- Gate or access-point information
- QR pass information
- Method of entry or exit, such as QR scan or manual entry
- Administrative notes associated with a visit
Identification Information
Depending on the organization's requirements and the features enabled, VisitEX may allow or request:
- Government-issued identification details
- Identification document information
- Visitor photograph or selfie
The specific identification information requested may vary depending on the organization using VisitEX and its visitor-management requirements. Where identification information is collected, it is used for identity verification, visitor management, access control, security, and related legitimate purposes.
Support Information
- Messages submitted through Help Desk or support features
- Attachments submitted with support requests
- Support requests and related communication records
Device and Diagnostic Information
- Device type
- Operating system and version
- Application version
- Device-related technical information
- Crash reports
- Error logs
- Performance and diagnostic information
We use this information primarily to maintain application reliability, troubleshoot problems, and improve VisitEX.
03Camera and Identification Features
VisitEX may request access to your device camera for:
- Capturing a visitor photograph or selfie
- Scanning QR codes for visitor entry and exit
- Other visitor-management features that require camera access
Camera access is only used when a feature requiring the camera is being used.
If identification information or photographs are collected, access may be restricted according to the user's role and the organization's configuration.
04How We Use Information
- Create and manage user accounts
- Register and manage visitors
- Schedule and manage appointments
- Generate and validate QR passes
- Verify visitors at entry and exit points
- Record visitor check-in and check-out
- Manage departments, hosts, and visitor records
- Provide administrative and security functionality
- Send appointment and access-related notifications
- Respond to support requests
- Generate operational and security reports
- Detect, investigate, and prevent unauthorized access or misuse
- Diagnose application errors and crashes
- Maintain and improve VisitEX
- Comply with applicable legal and regulatory requirements
We do not use personal information for purposes unrelated to the operation of VisitEX unless permitted by applicable law or with appropriate consent.
05Device Permissions
Camera
Used for QR-code scanning and, where enabled, capturing visitor photographs or selfies.
Notifications
Used to send appointment updates, reminders, access-related notifications, and support responses.
Photos / Storage
May be used to allow users to select, save, download, or share files or images generated through the application.
VisitEX does not require background location access or contacts access unless a future feature specifically requires such permission and appropriate notice is provided.
You can manage permissions through your device settings. Disabling a permission may prevent the associated VisitEX feature from functioning.
06Sharing of Information
VisitEX does not sell personal information.
Organizations Using VisitEX
An organization that has deployed VisitEX may have access to visitor, appointment, and access information necessary to operate its visitor-management and security processes.
Hosts and Authorized Personnel
Relevant visitor and appointment information may be made available to the host or authorized personnel responsible for a visit.
Security Personnel
Security users may receive information necessary to verify visitors and manage entry and exit.
Service Providers
We may use third-party service providers for:
- Cloud hosting
- Database infrastructure
- Push notifications
- Application monitoring
- Crash reporting
- Technical support
These providers may process information only as necessary to provide services to VisitEX and are expected to maintain appropriate security and confidentiality.
Legal Requirements
We may disclose information where required by applicable law, regulation, legal process, court order, or a valid request from a government or law-enforcement authority.
07Data Retention
We retain personal information only for as long as reasonably necessary to:
- Provide VisitEX services
- Maintain account and visitor records
- Meet security and operational requirements
- Resolve disputes
- Comply with applicable legal obligations
- Enforce agreements and protect our rights
Where VisitEX is deployed by an organization, retention periods may also depend on that organization's policies and requirements.
When information is no longer required, it may be deleted, anonymized, or securely disposed of in accordance with applicable requirements.
08Account and Data Deletion
Where the account-deletion feature is available, users may request deletion of their VisitEX account through the application.
Users may also contact VisitEX support to request deletion of their personal information.
Deletion may be subject to legitimate exceptions, including information that must be retained to comply with legal, security, fraud-prevention, accounting, or other regulatory requirements.
If VisitEX is being used by an organization, certain visitor or access records may be controlled by that organization and may need to be retained according to its applicable policies or legal obligations.
09Data Security
We use reasonable technical and organizational measures designed to protect personal information against unauthorized access, alteration, disclosure, loss, or destruction.
- Encryption of data transmitted between the application and our servers
- Secure authentication mechanisms
- Password hashing
- Access controls based on user roles
- Restricted access to sensitive information
- Secure server infrastructure
- Monitoring and logging of relevant security events
No electronic system or method of transmission can be guaranteed to be completely secure. Therefore, while we take reasonable measures to protect information, we cannot guarantee absolute security.
10Children's Privacy
VisitEX is primarily intended for use by adults, employees, visitors, administrators, and security personnel.
We do not knowingly design VisitEX to independently collect personal information directly from children.
If information relating to a minor is required for a visit, it should be provided and managed by an authorized adult or organization in accordance with applicable law and organizational policies.
11Notifications
VisitEX may send notifications related to:
- Appointment requests and approvals
- Visit reminders
- Visitor access
- Check-in and check-out
- Support requests
- Important service-related information
You can disable notifications through your device settings. Disabling notifications may prevent you from receiving certain timely updates.
12Your Privacy Rights
Depending on applicable law and your relationship with the organization using VisitEX, you may have rights relating to your personal information, including the right to:
- Request access to personal information
- Request correction of inaccurate information
- Request deletion of information
- Withdraw consent where processing is based on consent
- Request information about how your personal information is processed
- Raise a privacy-related complaint or request
To exercise applicable rights, you may contact us using the details below.
Where VisitEX is deployed by an organization, you may also need to contact that organization regarding information it controls.
13International Data Processing
VisitEX may use cloud infrastructure or service providers that process information in locations outside your country.
Where personal information is transferred or processed internationally, we take reasonable steps to ensure that such processing is carried out in accordance with applicable data-protection requirements.
14Third-Party Services
VisitEX may integrate with third-party services required to provide application functionality, such as cloud hosting, notifications, analytics, crash reporting, authentication, or other infrastructure services.
Third-party services may process technical or personal information according to their own privacy policies and applicable agreements.
Where required, VisitEX will provide appropriate information about significant third-party processing.
15Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in VisitEX, applicable laws, technology, or our data-processing practices.
When material changes are made, we may update the effective date and, where appropriate, provide notice through the application or other reasonable means.
We recommend reviewing this Privacy Policy periodically.
16Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy or your personal information, please contact: