Privacy Policy

WebChekin ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our digital check-in management platform.

By using our Service, you consent to the data practices described in this policy. If you do not agree with the practices described, please do not use the Service.

2.1 Information from Organizations

When organizations register, we collect:

• Organization name, type, and address
• Contact information (email, phone)
• Administrator details (name, email, mobile)
• GST number and business details
• Logo and banner images
• Payment and billing information

2.2 Information from Visitors

During check-in, we collect:

• Personal identification (name, date of birth, gender)
• Contact information (email, mobile number)
• Identification documents (ID proof, passport, etc.)
• Vehicle information (if applicable)
• Purpose of visit
• Location data (if location tracking is enabled)
• Check-in and check-out timestamps

2.3 Automatically Collected Information

We automatically collect:

• Device information (browser type, operating system)
• IP address and location data
• Usage patterns and preferences
• Log files and analytics data

We use collected information to:

• Provide and maintain the Service
• Process check-ins and manage visitor records
• Verify identity and ensure security
• Send notifications and updates
• Process payments and manage subscriptions
• Generate reports and analytics
• Comply with legal obligations
• Improve and optimize the Service
• Respond to customer support requests

4.1 With Organizations: Visitor data is shared with the organization where the check-in occurs, as this is necessary for the Service to function.

4.2 Service Providers: We may share data with third-party service providers who assist in operating our Service, including payment processors, cloud storage providers, and analytics services.

4.3 Legal Requirements: We may disclose information if required by law, court order, or government regulation, or to protect our rights and safety.

4.4 Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity.

4.5 With Consent: We may share information with your explicit consent or as otherwise described in this policy.

We implement appropriate technical and organizational measures to protect your information:

• Encryption of data in transit and at rest
• Secure document storage with watermarks
• Access controls and authentication
• Regular security audits and updates
• Limited access to personal data on a need-to-know basis
• Secure payment processing

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

6.1 Retention Period: We retain visitor data and documents for 180 days from the date of check-in, unless a different retention period is required by law or requested by the organization.

6.2 Automatic Deletion: After the retention period expires, documents are automatically deleted. Summary records may be retained for longer periods for reporting and legal compliance.

6.3 Organization Data: Organization account data is retained as long as the account is active and for a reasonable period after account closure for legal and business purposes.

Depending on your location, you may have the following rights:

• Right to Access: Request a copy of your personal data
• Right to Rectification: Correct inaccurate or incomplete data
• Right to Erasure: Request deletion of your data ("right to be forgotten")
• Right to Restrict Processing: Limit how we use your data
• Right to Data Portability: Receive your data in a structured format
• Right to Object: Object to certain types of processing
• Right to Withdraw Consent: Withdraw consent at any time
• Right to Grievance Redressal: File complaints with data protection authorities

To exercise these rights, please contact us at support@webchekin.com. We will respond to your request within 30 days.

Our Service is not intended for children under the age of 18. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

Your information may be transferred to and processed in countries other than your country of residence. We ensure appropriate safeguards are in place to protect your data in accordance with this Privacy Policy.

Currently, we do not use cookies for tracking purposes. We use localStorage to store authentication tokens and user preferences. For more information, please refer to our Terms of Service.

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. You are advised to review this Privacy Policy periodically for any changes.

If you have questions, concerns, or wish to exercise your rights regarding this Privacy Policy, please contact us:

Email: support@webchekin.com
Phone: +91 81779 79779
Data Protection Officer: dpo@hostedminds.com