Privacy Policy

Visitvite provides software to businesses, schools, property managers, and other organizations (our "Customers"). Our Customers use the Services to manage visitors, contractors, and deliveries at their locations.

Visitor and delivery data. When a Customer uses Visitvite to check you in, the Customer decides why and how your information is collected and used. In this case, the Customer is the "data controller" (or "business"), and Visitvite acts as a "service provider" or "processor" that handles the information on the Customer's behalf and under its instructions.

Website, account, and billing data. For information about people who visit our website, contact us, or manage Customer accounts, Visitvite is the controller.

If you are a visitor and have questions about how your information is used at a particular location, please contact the organization you visited. We will also help route your request (see Section 9).

a. Visitor and delivery information

Depending on how a Customer configures the Services, we may collect and store:

• Full name, phone number, and email address
• Home or business address
• Date of birth
• Photograph (taken at check-in or uploaded)
• Government-issued ID information, including ID number, issuing state or country, expiration date, and an image or scan of the ID
• Vehicle information, including license plate number, make, and model
• Company or organization you represent
• The person or department you are visiting and the purpose of your visit
• Check-in and check-out times, location, and visit history
• Signatures and acknowledgments of agreements, such as NDAs or safety rules
• Delivery details, such as carrier, package information, and recipient
• Access credentials, such as QR codes, badges, or pre-registration approvals
• Watchlist or screening results, if the Customer enables that feature

b. Customer account information

Name, work email, phone number, job title, organization, login credentials, user roles, and settings for administrators and staff who use the Services.

c. Billing information

Billing name and address, and subscription and payment details. Payment card data is processed by our third-party payment processor, and we do not store full card numbers.

d. Technical and usage information

IP address, browser type, device type, operating system, pages viewed, referring URLs, log data, and information collected through cookies and similar technologies.

e. Communications

Messages you send us, support requests, and your preferences for receiving communications.

We use personal information to:

• Provide, operate, and maintain the Services, including checking in visitors, verifying identity, notifying hosts, and issuing and managing access credentials
• Store visitor records so returning visitors can check in faster and Customers can maintain a visit history
• Support security, safety, emergency response, and compliance functions chosen by our Customers
• Process payments and manage subscriptions
• Provide customer support and respond to inquiries
• Monitor, secure, and improve the Services, and detect and prevent fraud, abuse, and security incidents
• Send service-related and administrative messages
• Send marketing communications to Customer contacts and website visitors, where permitted, with an option to opt out
• Comply with legal obligations and enforce our agreements

We do not sell visitor or delivery data, and we do not use it for advertising or to build marketing profiles. We use visitor data only to provide the Services to the Customer that collected it, except as described in this policy.

Some information we process is sensitive, including government ID numbers and images, date of birth, and photographs.

• We collect this information only when a Customer has enabled these features.
• ID data and images are encrypted in transit and at rest.
• Access is limited to authorized Customer users and to Visitvite personnel who need access to provide support or maintain security.
• Visitvite does not use facial recognition or create biometric templates from photographs. Photos are used for visual identification by Customer staff only.

We share personal information only as described below:

• With the Customer. Visitor and delivery data is made available to the Customer (and its authorized users) that collected it.
• Service providers and sub-processors. We use trusted vendors for cloud hosting, data storage, payment processing, email and SMS delivery, analytics, customer support, and security. They may access personal information only to perform services for us and are bound by confidentiality and data protection obligations.
• Legal and safety reasons. We may disclose information if required by law, subpoena, or court order, or if we believe disclosure is necessary to protect the rights, property, or safety of Visitvite, our Customers, visitors, or others.
• Business transfers. If Visitvite is involved in a merger, acquisition, financing, or sale of assets, personal information may be transferred as part of that transaction, subject to this policy or a successor policy that provides equivalent protection.
• With your consent. We may share information for other purposes when you direct us or consent to it.
• Aggregated or de-identified data. We may use data that cannot reasonably identify any individual to analyze and improve the Services.

Visitvite stores visitor records so that returning visitors can be recognized and so Customers can maintain access history.

Customer-controlled retention. Customers decide how long visitor data is kept and can delete individual records or configure automatic deletion. [Default retention period, if any: e.g., "If no retention period is set, visitor records are retained for the duration of the Customer's subscription."]

After termination. When a Customer's subscription ends, we delete or return Customer data within [30–90] days, unless we are required to keep it longer by law. Backups are overwritten on a regular cycle.

Other data. We keep account, billing, and website data for as long as needed for the purposes described in this policy, to meet legal, tax, and accounting requirements, to resolve disputes, and to enforce our agreements.

We use administrative, technical, and physical safeguards designed to protect personal information, including encryption in transit and at rest, access controls, role-based permissions, logging, and regular security reviews. No system is completely secure, and we cannot guarantee absolute security. If we become aware of a breach affecting personal information, we will notify affected Customers and, where required, regulators and individuals, in accordance with applicable law.

Our website uses cookies and similar technologies to keep you signed in, remember preferences, understand how the site is used, and improve performance. You can control cookies through your browser settings. Blocking some cookies may affect how the website works. Where required by law, we will ask for your consent before using non-essential cookies. We do not respond to "Do Not Track" signals, but we honor the Global Privacy Control signal where required by law.

Depending on where you live, you may have the right to:

• Know what personal information is collected about you and how it is used and shared
• Access or receive a copy of your personal information
• Correct inaccurate information
• Delete your personal information
• Restrict or object to certain processing
• Data portability
• Opt out of the sale or sharing of personal information (we do not sell or share personal information for cross-context behavioral advertising)
• Limit the use of sensitive personal information
• Not be discriminated against for exercising your rights
• Withdraw consent where processing is based on consent
• Lodge a complaint with your local data protection authority

How to exercise your rights. Email [contact@visitvite.com]. If your information was collected at a Customer's location, we may refer your request to that Customer, because they control the data, and we will assist them in responding. We may need to verify your identity before acting on a request. You may use an authorized agent to submit a request on your behalf, subject to verification.

California residents. In the past 12 months, we have collected the categories of information described in Section 2 and disclosed them for business purposes to the recipients described in Section 5. We have not sold or shared personal information for advertising purposes.

EEA, UK, and Swiss residents. Where we act as a controller, our legal bases for processing are: performance of a contract, our legitimate interests (such as security, service improvement, and fraud prevention), compliance with legal obligations, and consent where required. Where we act as a processor, the Customer determines the legal basis. If we transfer personal data outside your country, we use appropriate safeguards such as Standard Contractual Clauses.

The Services are designed for business use and are not directed to children under 13 (or under 16 in some jurisdictions). We do not knowingly collect personal information from children for our own purposes. Customers such as schools may use the Services to check in minors as visitors or students under their own authority and responsibility. If you believe we have collected a child's information improperly, contact us at [privacy@visitvite.com].

Customers are responsible for giving visitors required notices, obtaining any required consents (including for photos, ID scans, and any biometric processing), setting appropriate retention periods, and using the Services in compliance with applicable laws. Customers should post or display their own privacy notice at check-in.

The Services may link to third-party sites or integrate with third-party tools. We are not responsible for the privacy practices of those third parties, and we encourage you to review their policies.

We may update this Privacy Policy from time to time. We will post the updated version with a new "Last Updated" date and, for material changes, provide additional notice such as an email or an in-product message.

Email: contact@visitvite.com