Terms of Service

Last updated: April 2026

These Terms of Service ("Terms") govern your access to and use of the Scanlog platform and website (collectively, the "Service"), operated by ("Scanlog", "we", "our", or "us"). By creating an account or using the Service, you agree to be bound by these Terms. If you do not agree, do not use the Service. If you are using the Service on behalf of an organization, you represent that you have the authority to bind that organization to these Terms. For questions, contact us.

1. The Service

Scanlog is a cloud-based asset tracking and booking platform that allows organizations to register equipment, generate QR codes, manage bookings, track check-outs and check-ins, and generate reports. Access to the Service is provided via a web browser. No software installation is required. The Service is available at app.scanlog.co on a per-account, subdomain basis.

2. Account Registration

2.1 To use the Service, you must create an account by providing accurate and complete information, including your name, company name, email address, and a chosen subdomain.

2.2 Each organisation may create one account. You are responsible for maintaining the security of your account credentials and for all activity that occurs under your account.

2.3 The person who creates the account becomes the account owner and has full administrative access. Account ownership cannot be transferred without contacting Scanlog support.

2.4 You must not share your login credentials with anyone outside your organisation, or allow unauthorised access to your account.

2.5 You must notify us immediately at the email provided below if you become aware of any unauthorised access to your account.

3. Acceptable Use

3.1 You agree to use the Service only for lawful purposes and in accordance with these Terms.

3.2 You must not:
a) Use the Service to track people, personal movements, or any non-asset data in a way that violates applicable privacy laws.
b) Attempt to access data belonging to another account or tenant.
c) Reverse-engineer, decompile, or attempt to extract the source code of the Service.
d) Use the Service to transmit harmful, fraudulent, abusive, or illegal content.
e) Attempt to overwhelm, disrupt, or interfere with the infrastructure of the Service (e.g. denial-of-service attacks).
f) Resell, sublicense, or white-label the Service without our prior written consent.

3.3 We reserve the right to suspend or terminate accounts that violate these acceptable use provisions.

4. Free Trial

4.1 New accounts receive a 14-day free trial with access to all Professional plan features. No credit card is required to start a trial.

4.2 The trial allows up to a certain number of assets and users. These limits are sufficient to evaluate the Service.

4.3 At the end of the trial period, you must subscribe to a paid plan to continue using the Service. If you do not subscribe, your account becomes inactive. Your data is retained for a period after the trial ends in case you choose to subscribe later.

4.4 We reserve the right to modify or discontinue the free trial offering at any time or change the number of assets and users allowed during the free trial.

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. Upgrades and Downgrades

6.1 Upgrading (e.g. Basic to Professional) takes effect immediately. You gain access to additional features straight away and are charged a prorated amount for the remainder of the current billing period.

6.2 Downgrading (e.g. Professional to Basic) takes effect at the end of your current billing period. You retain access to your current plan's features until the period ends.

7. Cancellation

7.1 You may cancel your subscription at any time from the billing page in your account.

7.2 Cancellation takes effect at the end of your current billing period. You retain access to the Service until then.

7.3 We do not offer refunds for the unused portion of a billing period, unless required by applicable law.

7.4 After cancellation, your data is retained for a period to allow for reactivation. After this period, your data is permanently deleted. See our Privacy Policy for details.

8. Cookies

8.1 You own your data. The assets, bookings, users, and other information you enter into Scanlog belong to you.

8.2 We do not sell, share, or use your data for any purpose other than operating and improving the Service, as described in our Privacy Policy.

8.3 You grant us a limited licence to store, process, and transmit your data solely for the purpose of providing the Service to you.

9. Intellectual Property

9.1 The Scanlog platform, including its code, design, features, branding, and documentation, is owned by us and protected by applicable intellectual property laws.

9.2 We grant you a limited, non-exclusive, non-transferable licence to access and use the Service during your subscription, subject to these Terms.

9.3 You may not copy, reproduce, modify, or create derivative works of the Service or any part of it without our express written permission.

10. Service Availability

10.1 We aim to maintain a high level of availability for the Service. However, we do not guarantee 100% uptime. The Service may be unavailable from time to time due to planned maintenance, unexpected outages, or circumstances beyond our control.

10.2 We will endeavour to provide advance notice of planned maintenance where possible.

10.3 We are not liable for any losses or damages resulting from unavailability of the Service, to the extent permitted by law.

11. Disclaimer of Warranties

The Service is provided "as is" and "as available" without warranties of any kind, either express or implied, including but not limited to implied warranties of merchantability, fitness for a particular purpose, or non-infringement. We do not warrant that the Service will be error-free, uninterrupted, or free of harmful components.

12. Limitation of Liability

12.1 To the fullest extent permitted by applicable law, Scanlog's total liability to you for any claim arising out of or relating to these Terms or the Service shall not exceed the amount you paid to us in the 12 months preceding the event giving rise to the claim.

12.2 We are not liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, data, or goodwill, even if we have been advised of the possibility of such damages.

12.3 Some jurisdictions do not allow the exclusion of certain warranties or limitation of liability, so some of the above may not apply to you.

13. Indemnification

You agree to indemnify and hold harmless Scanlog, its officers, directors, employees, and agents from any claims, losses, or expenses (including reasonable legal fees) arising from your use of the Service, your violation of these Terms, or your violation of any third-party rights.

14. Termination by Us

14.1 We reserve the right to suspend or terminate your account at any time, with or without notice, if:

a) You violate these Terms or our Acceptable Use policy.
b) We are required to do so by law.
c) We determine, in our sole discretion, that continued service is not commercially viable.

14.2 Where we terminate your account for reasons other than a breach of these Terms, we will provide a prorated refund for any prepaid period.

15. Changes to These Terms

15.1 We may update these Terms from time to time. When we do, we will update the "Last updated" date at the top of this page.

15.2 For material changes, we will notify account owners by email at least 14 days before the changes take effect.

15.3 Your continued use of the Service after the effective date of any changes constitutes your acceptance of the updated Terms.

15.4 If you do not agree to the updated Terms, you must stop using the Service and cancel your subscription before the changes take effect.

16. Governing Law and Disputes

16.1 These Terms are governed by the laws of Singapore, without regard to its conflict of law provisions.

16.2 Any disputes arising from or relating to these Terms or the Service shallbe subject to the exclusive jurisdiction of the courts of [Country/Jurisdiction].

16.3 Before commencing any formal legal proceedings, both parties agree to attempt to resolve any dispute informally by contacting us at the email provided below.

17. General

17.1 Entire Agreement — These Terms, together with our Privacy Policy, constitute the entire agreement between you and Scanlog regarding the Service and supersede any prior agreements.

17.2 Severability — If any provision of these Terms is found to be unenforceable, the remaining provisions will continue in full force.

17.3 Waiver — Our failure to enforce any provision of these Terms does not constitute a waiver of our right to enforce it in the future.

17.4 Assignment — You may not assign your rights or obligations under these Terms without our prior written consent. We may assign our rights to a successor in connection with a merger, acquisition, or sale of assets.

18. Contact

For any questions regarding these Terms, please contact us:

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