Learn how we collect, use, and protect your information

Effective Date: 01/2025, Last Updated: 10/2026

EntriScan ("we", "us", or "our") respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, and share your data when you use our website and services.

1. Information We Collect

a. Information You Provide

Name, email address, organization name
Event and attendance data you submit
Account login credentials
Payment information (processed securely via third-party providers)

b. Automatically Collected

IP address, browser type, device information
Usage data, including pages visited and time spent
Location data (if enabled, for Location Verification check-in features). Location Verification is processed locally in your browser to determine whether you are within the allowed check-in area; your underlying GPS coordinates are not sent to or stored on EntriScan's servers.

2. How We Use Your Information

Provide and improve the EntriScan platform
Track attendance and manage event data
Process payments and manage subscriptions
Communicate service updates and support
Monitor usage and security
Comply with legal obligations

3. Sharing and Disclosure

We do not sell your personal data. We may share your data with:

Trusted service providers (e.g. payment processors, cloud hosting)
Law enforcement or regulatory agencies, if required by law
With your consent or upon your request

If EntriScan is involved in a merger, acquisition, restructuring, or sale of all or part of its business, customer data may be transferred as part of that transaction. We will continue to handle any transferred information according to our applicable contractual and privacy obligations.

Each member's check-in page, accessible via that member's QR code, can currently be viewed by anyone who has the link. We are working on a feature to let organizations disable access to these pages.

4. Data Storage and Security

Your data is stored securely on encrypted servers. We implement industry-standard security measures to protect your information, including HTTPS, secure passwords, and access controls.

We use third-party infrastructure and service providers to operate EntriScan, including Heroku and PostgreSQL for application and database hosting, and Netlify and Cloudflare to deliver our web application. These providers process data as necessary to provide their respective infrastructure and services. Our primary application and database infrastructure is hosted in the United States.

If we become aware of a security incident affecting customer data, we follow an incident response process that includes:

Detection and reporting — investigating incidents identified through monitoring, reports, or other security alerts
Assessment — determining the nature and scope of the incident, including whether customer data may have been affected
Containment — taking reasonable steps to contain the incident and prevent further unauthorized access
Remediation — identifying and addressing the underlying cause and restoring affected services as appropriate
Notification — notifying affected customers without unreasonable delay after confirming the incident and determining that notification is required
Documentation — maintaining records of material security incidents and the actions taken to investigate, contain, and remediate them

5. Data Retention

We retain your data for as long as your account is active or as needed to provide our services, resolve disputes, and comply with legal obligations.

When data is deleted, it is removed from our active production systems as part of the applicable account or data deletion process. We maintain a maximum backup retention period of 35 days, so deleted data will not remain in our backup systems for longer than 35 days after deletion from the active production environment, subject to unavoidable technical backup-cycle requirements.

6. Your Rights

Access and update your information
Request deletion of your account and data
Opt out of marketing communications
Withdraw consent for certain data processing

To exercise your rights, please contact us at [email protected].

7. User Information

EntriScan is a general-purpose community management platform and does not specifically collect information from anyone without consent. This description reflects how the Service is generally operated and is not a representation that EntriScan independently satisfies every obligation that may apply to a specific organization or age group under laws such as FERPA, COPPA, AB 1584, SOPIPA, or similar state or federal student-data laws. Organizations subject to such laws, such as schools, are responsible for ensuring their own use of the Service complies with those requirements, and we are happy to work with them on any additional contractual commitments they require.

8. Cookies

We use cookies to improve functionality and analyze site usage. You can disable cookies via your browser settings.

9. Third-Party Links

Our platform may contain links to other websites. We are not responsible for the privacy practices of third-party sites.

10. Changes to This Policy

We may update this policy from time to time. We will notify users of significant changes through our website or email.

11. Contact Us

If you have any questions about this Privacy Policy, please contact:

EntriScan, a product of Ibarra & Co. LLC
Email: [email protected]
Website: https://entriscan.com/
Company: ibarra.company
1021 E Lincolnway Suite #10984, Cheyenne, Wyoming 82001, United States