Privacy Policy

_Version 1.0 — effective on first sign-in of every team member._

This Privacy Policy describes how Frontdesk ("we", "us", "our") collects,
uses, and protects personal information in connection with the visitor
management service provided to your employer or inviting entity ("Organization").
This policy is provided on behalf of the Organization, which is the
controller of the personal information processed through the service.

Please read this policy carefully. If you do not agree, do not use the service.

1. Personal information we collect

From team members

• Identity: full name, work email address
• Profile: phone number, avatar photo, job title, department, office
• location, direct manager, timezone, working hours
• Authentication: magic-link tokens (hashed), session identifiers,
• device user-agent, IP address at sign-in
• Consent records: cookie preferences, Terms of Use and Privacy Policy
• acceptance (version, timestamp, IP, user-agent)

From visitors

• Full name, company, phone number, city (if provided)
• Photo captured at the kiosk (facial image)
• Signed non-disclosure agreement (NDA), if applicable
• Arrival and departure timestamps

Automatically

• Application logs (route, status code, timing)
• Audit log entries (role grants, sign-ins, session revocations)
• Realtime alert delivery metadata

2. Why we process this information

• To identify and authenticate you (Article 6(1)(b) GDPR — necessary for
• performance of a contract, i.e. the employment relationship)
• To route visitors to the correct host and notify hosts of arrivals
• (Art. 6(1)(b) GDPR)
• To comply with security and safety obligations, including watchlist and
• blocklist screening (Art. 6(1)(f) GDPR — legitimate interests)
• To provide realtime notifications on your device (Art. 6(1)(a) GDPR —
• consent, revocable via cookie preferences)
• To maintain an audit trail for accountability (Art. 6(1)(c) GDPR —
• legal obligation and Art. 6(1)(f) — legitimate interests)

3. Where information is stored

• Postgres database — all relational records (users, visitors, invites,
• audit log). Hosted by the Organization or its chosen provider.
• Object storage (S3-compatible) — signature images and photo uploads.
• Cloudinary — avatar images and captured visitor photos.
• SendGrid — outbound transactional email delivery.
• Ably — realtime message transport for staff alerts. Messages are
• ephemeral and are not persisted by Ably beyond delivery.

Data is encrypted in transit (TLS) and at rest where the underlying provider
supports it. Session cookies are HTTP-only, `secure` in production, and
`SameSite=Lax`.

4. Sub-processors

The Organization engages the following sub-processors to deliver the service:

• SendGrid — email delivery
• Ably — realtime messaging
• Cloudinary — image storage and delivery
• Postgres provider (as chosen by the Organization) — primary datastore
• S3-compatible object storage provider — signature and photo storage

Each sub-processor is contractually bound to appropriate confidentiality and
security standards.

5. How long we keep information

• Active user profiles: for as long as your account is active.
• Login tokens: 15 minutes (welcome links: 24 hours).
• Sessions: 30 days from creation, revoked on sign-out or privilege
• escalation.
• Visitor records (name, arrival, departure): as required by the
• Organization's retention policy (typically 12 months for compliance).
• Photos + signatures: as required by the Organization's retention policy.
• Audit log: 24 months minimum (compliance requirement).
• Cookie consent records: minimum 2 years (GDPR proof-of-consent).

Retention periods may be extended where required by law or ongoing legal
proceedings.

6. Your rights

You have the right, subject to applicable law, to:

• Access the personal information we hold about you
• Correct inaccurate information
• Request deletion of your information ("right to erasure")
• Object to or restrict processing based on legitimate interests
• Withdraw consent for optional processing (analytics, marketing) at any time
• Lodge a complaint with your local data protection authority

To exercise these rights, contact your Organization's Administrator or Data
Protection Officer. We will respond within one month.

7. Cookies

We use three categories of cookies:

• Essential (always on): session cookie (`fd_session`), CSRF token, cookie
• consent record (`fd_cookie_consent_v1`). Required to sign in and use the
• service.
• Analytics (opt-in): usage metrics that help us improve the product.
• Off by default.
• Marketing (opt-in): only relevant if the Organization runs marketing
• campaigns; not typically enabled for internal users. Off by default.

You can change your choice at any time via the "Cookie preferences" link in
the footer.

8. International transfers

If personal information is transferred outside your country, we ensure
appropriate safeguards are in place, such as Standard Contractual Clauses
approved by the European Commission where applicable.

9. Security

We follow industry-standard security practices, including:

• TLS encryption in transit
• Encrypted secrets (AES-256-GCM) for OAuth refresh tokens
• Hashed magic-link tokens (SHA-256)
• Session invalidation on privilege escalation
• Role-based access control with least-privilege defaults
• Audit logging of all privilege changes

We rely on the security postures of our sub-processors. In the event of a
security incident that affects your personal information, we will notify the
Organization without undue delay and, where required by law, the relevant
supervisory authority within 72 hours.

10. Children

Frontdesk is not intended for use by anyone under 16 years of age.

11. Changes to this policy

We may revise this policy from time to time. Material changes require you to
re-accept the new version on your next sign-in. Non-material changes take
effect on the effective date shown at the top of the policy.

12. Contact

For questions or requests concerning your personal information, contact your
Organization's Data Protection Officer at the address provided by your
Administrator.

**By signing in, you confirm that you have read and understood this Privacy
Policy.**