1. Who We Are
SnelScan (“we”, “our”, “us”) operates the SnelScan attendance management platform. We are committed to protecting the personal data of our customers, their employees, and all users of our Service.
Contact: privacy@snelscan.com
2. Data We Collect
We collect the following categories of data:
- Account data: company name, administrator name, email address, phone number
- Billing data: subscription plan, billing cycle, payment records (payment card details are processed by our payment provider and not stored by us)
- Employee data: names, email addresses, employee IDs, work schedules, attendance records
- Biometric templates: fingerprint templates generated and stored on ESP32 hardware devices and our servers solely for attendance matching
- Usage data: login timestamps, IP addresses, device identifiers, feature usage logs
- Legal records: Terms of Service acceptance timestamp and IP address
3. How We Use Your Data
- To provide and operate the attendance management Service
- To verify identity and process clock-in/out events
- To generate payroll reports and timesheets
- To send transactional emails (account approval, invitations, password resets)
- To enforce subscription plan limits and billing
- To comply with legal obligations and audit requirements
- To improve and develop the Service
4. Biometric Data
Biometric fingerprint templates are particularly sensitive. We only collect biometric data with the explicit, informed consent of each employee. Biometric templates are:
- Stored encrypted in our database and on hardware devices
- Used solely to match attendance check-ins — never for identification in other contexts
- Deleted upon employee termination or account cancellation upon request
- Never sold or shared with third parties
5. Data Sharing
We share data only with:
- Neon (database hosting) — cloud PostgreSQL provider, EU-compliant
- Resend — transactional email provider
- Google Cloud Platform — application hosting
- Legal authorities — when required by law or valid legal process
We do not sell personal data to any third party.
6. Data Retention
We retain account data for the duration of your subscription plus 6 months after cancellation. Attendance records may be retained for up to 7 years to support payroll audits. Biometric templates are deleted within 30 days of an employee's termination or upon your written request.
7. Your Rights
Depending on your jurisdiction, you may have the right to:
- Access a copy of the personal data we hold about you
- Correct inaccurate data
- Request deletion of your data (“right to be forgotten”)
- Object to or restrict processing of your data
- Data portability (receive your data in a machine-readable format)
- Withdraw consent at any time where processing is based on consent
To exercise these rights, contact us at privacy@snelscan.com.
8. Security
We implement industry-standard security measures including TLS encryption in transit, AES encryption at rest for sensitive data, JWT-based authentication, role-based access control, and audit logging of all administrative actions. However, no system is completely secure; you use the Service at your own risk.
9. Cookies
We use only strictly necessary session cookies to keep you logged in. We do not use tracking or advertising cookies.
10. Changes to This Policy
We may update this Privacy Policy periodically. We will notify you by email at least 14 days before material changes take effect. Your continued use of the Service after the effective date constitutes acceptance of the updated policy.