Last updated: Feb 2025
1. Introduction and Our Commitment to Your Privacy
CCEntry (“we”, “our”) is committed to safeguarding your privacy and ensuring the security and confidentiality of your personal information. This Privacy Policy explains how we collect, use, store, and protect your data in connection with our visitor management platform. Our services include a public website—through which you may contact us—and our visitor management product comprising a web portal and mobile applications (Android and iOS) used for visitor sign in/out, capturing photos, recording vehicle registrations, and more.
This Privacy Policy applies to all our services and may be updated periodically. We encourage you to review it regularly.
2. Information We Collect
a) Website Contact Form
When you visit our public website and use our contact form, we may collect personal information such as:
- Your name
- Email address
- Telephone number
- Any additional information you choose to provide
b) Visitor Management Product
Our visitor management product (web portal and mobile apps) collects information when visitors register or check in. This may include:
- Personal details (e.g., name, company affiliation)
- Photographs
- Vehicle registration numbers
- Check-in and check-out times
- Other details provided during the sign-in/out process
c) Account Registration
If you register for an account on our web portal, we may ask you to provide additional details (e.g., your name, company name, email address) necessary for accessing and using our services.
d) Cookies and Device Data
We use cookies and similar technologies on our website to improve your experience. For more information on our use of cookies and your preferences, please see our Cookies Policy. Additionally, our mobile apps may collect device-specific data (such as device model and operating system) solely to enhance functionality. This data is not used to identify you personally.
e) Visitor Data at Customer Premises
In instances where our platform is deployed by a customer for managing visitors on their premises, please note that:
- The customer acts as the “data controller” for the visitor data collected on their site.
- CCEntry functions solely as a “data processor” in those cases.
For any questions regarding the processing of your data in such environments, please refer to the privacy notice provided by the relevant customer.
3. Purpose of Data Processing
We process your personal data for purposes that include:
- Providing and maintaining our visitor management services
- Responding to inquiries submitted through our website or app
- Enabling account creation and service access
- Enhancing and personalizing our services
- Complying with legal and regulatory obligations
- Conducting internal reporting, analytics, and service improvements
Your data is processed only for these specified, explicit, and legitimate purposes.
4. Legal Basis for Processing
Our legal bases for processing your personal data include:
- Performance of a Contract: Processing is necessary to deliver our services to you.
- Legitimate Interests: We may process your data to improve our services, manage inquiries, and ensure system security.
- Consent: Where required, we will ask for your explicit consent before processing your data for specific purposes.
We will always inform you at the point of data collection if providing your information is mandatory or optional.
5. Data Storage and Security
- EU Data Centres: All data collected is stored in secure data centres located within the European Union.
- Encryption: Data is encrypted in transit using industry-standard protocols. In addition, visitor data is encrypted at rest.
- Security Measures: We employ physical, technical, and organizational measures to prevent unauthorized access, disclosure, or alteration of your personal information. Regular audits and testing help ensure our systems remain secure.
6. Data Sharing and Third Parties
We do not sell, lease, or distribute your personal data to third parties without your consent. We may share your data with trusted third-party service providers (e.g., payment processors, hosting providers, customer relationship systems) only when necessary to deliver our services and strictly under contractual agreements that require them to protect your data.
7. Data Retention
We retain your personal data only for as long as necessary to fulfill the purposes outlined in this Policy, to meet our contractual and legal obligations, or as otherwise required. For example:
- Data from our website contact form may be retained for up to 12 months after the inquiry is closed unless you request its deletion.
- Visitor data retained via our management product will be kept only as long as necessary to provide our services and comply with applicable laws.
8. Your Rights as a Data Subject
You have rights regarding your personal data, including:
- Access: Request a copy of the personal data we hold about you.
- Correction: Ask for corrections or updates to your data.
- Deletion/Restriction: Request that we delete or restrict the processing of your data.
- Objection: Object to our processing of your data.
- Data Portability: Where applicable, request the transfer of your data to another service provider.
- Withdrawal of Consent: Withdraw any consent you have provided for data processing.
To exercise these rights, please contact us using the details provided in Section 9.
9. Contact Information
For any questions about this Privacy Policy or requests regarding your personal data, please contact our Data Protection Officer:
CCEntry Data Protection Officer
Email: privacy@ccentry.com
Address: [Insert Company Address]
10. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. Any changes will be posted on our website along with an updated “Last Updated” date. We recommend reviewing this Policy periodically.
11. Marketing Communications
If you have opted in to receive marketing communications from us, you may unsubscribe at any time using the unsubscribe link provided in the emails or by contacting us directly at privacy@ccentry.com. We will never lease, distribute, or sell your personal data for marketing purposes without your explicit consent.