Privacy Policy

Last updated: April 2026

This Privacy Policy explains how Scanlog ("we", "our", or "us") collects, uses, stores, and protects information about you when you use our website at scanlog.co and our asset tracking and booking platform at app.scanlog.co (collectively, the "Service"). Please read this policy carefully. By using the Service, you agree to the practices described here.

1. Who We Are

Scanlog is a cloud-based asset tracking and booking platform.

2. Who This Policy Applies To

This policy applies to:

• Account owners — the individuals or organisations who create a Scanlog account and agree to our Terms of Service.
• Users — people who are invited to use a Scanlog account by an account owner.
• Visitors — anyone who visits our marketing website at scanlog.co.

3. Information We Collect

We collect information in the following ways:

a) Information you provide directly

• Account registration: company name, your name, email address, and subdomain.
• User profile: full name, email address, and timezone.
• Asset data: names, codes, brand, model, serial numbers, categories, locations, and photos of equipment your organisation enters into the system.
• Booking data: booking details, purposes, remarks, dates, times, and check-out/check-in records.
• Communications: emails or messages you send to us directly.

b) Information collected automatically

• Log data: IP address, browser type and version, pages visited, timestamps, and referring URLs when you access the Service.
• Cookies and session data: we use cookies to manage your login session and remember your preferences. See Section 8 for details.

c) Payment information

Payments are processed by our third-party payment provider. Scanlog does not store your credit card numbers, bank details, or other payment credentials. We only receive confirmation that a payment was processed and summary billing information such as the last four digits of your card.

4. How We Use Your Information

We use the information we collect to:

• Provide and operate the Service — including managing accounts, assets, bookings, users, and email notifications.
• Send transactional emails — booking confirmations, check-out/check-in confirmations, reminders, and no-show alerts.
• Send billing communications — payment receipts, subscription updates, trial expiry reminders, and invoices.
• Improve the Service — analysing how the platform is used to identify areas for improvement and develop new features.
• Respond to support requests — when you contact us for help.
• Comply with legal obligations — where required by applicable law.

We do not sell your personal information to third parties. We do not use your data for advertising purposes.

5. Data Storage and Security

Your data is stored on servers located in [Region/Country — e.g. the European Union / United States]. We take reasonable technical organisational measures to protect your data, including:

• Encryption of data in transit using TLS (HTTPS).
• Encryption of sensitive data at rest.
• Access controls that restrict who can access customer data internally.
• Regular security reviews of our infrastructure and codebase.

No method of transmission or storage is 100% secure. While we work hard to protect your information, we cannot guarantee absolute security.

6. Multi-Tenancy and Data Separation

Scanlog is a multi-tenant platform. Each customer account's data is logically isolated from all other accounts. Users in one account cannot view, access, or search data belonging to any other account. Our architecture and access controls are designed to enforce this separation at every layer.

7. Third-Party Services

We use the following third-party services to operate Scanlog:

• SendGrid (Twilio) — email delivery. We share recipient email addresses, subject lines, and email content with SendGrid for the purpose of delivering emails you have triggered within the Service.
• [Payment Provider — e.g. Stripe] — payment processing. We share the minimum information necessary to process subscription payments.
• [Hosting Provider — e.g. Microsoft Azure / AWS] — cloud infrastructure. Your data is stored and processed on their servers.

These providers are bound by their own privacy policies and data processing agreements. We select providers that meet appropriate data protection standards.

8. Cookies

We use the following types of cookies:

• Session cookies — required for you to stay logged in while using the Service. These expire when you close your browser (unless you tick "Remember me", in which case a persistent cookie is set for 30 days).
• Preference cookies — to remember settings such as your preferred calendar view.

We do not use advertising cookies or third-party tracking cookies on our platform. Our marketing website (scanlog.co) may use basic analytics cookies to understand visitor behaviour in aggregate. You can opt out of these via your browser settings.

9. Data Retention

We retain your data for as long as your account is active. If you cancel your subscription or your account becomes inactive:

• We retain your data for [X days/months] after cancellation to allow for reactivation.
• After this retention period, your data is permanently deleted from our systems.
• Some data may be retained for longer periods where required by law, such as billing records for tax compliance purposes.

You may request deletion of your data at any time by contacting us at the email provided below.

10. Your Rights

Depending on where you are located, you may have the following rights regarding your personal data:

• Access — request a copy of the personal data we hold about you.
• Correction — request that inaccurate or incomplete data be corrected.
• Deletion — request that your personal data be deleted ("right to be forgotten").
• Portability — request your data in a structured, commonly used format.
• Objection — object to certain types of processing, such as direct marketing.
• Restriction — request that we limit how we process your data in certain circumstances.

To exercise any of these rights, contact us at the email provided below. We will respond within the timeframe required by applicable law (typically 30 days). If you are located in the European Economic Area or the United Kingdom, you also have the right to lodge a complaint with your local data protection authority.

11. Children's Privacy

The Scanlog Service is intended for use by organisations and their adult employees. We do not knowingly collect personal data from children under the age of 16. If you believe a child has provided us with personal data, please contact us at the email provided below and we will delete it promptly.

12. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will update the "Last updated" date at the top of this page. If the changes are material, we will notify account owners by email or by displaying a notice within the Service before the changes take effect. Your continued use of the Service after any changes constitutes your acceptance of the updated policy.

13. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your data, please contact us:

Email: support [at] scanlog [dot] co
Website: scanlog.co