Vilcom VMS

Visitor Management System

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Privacy & Security Policy

Our commitment to protecting your data and ensuring secure visitor management

Last Updated: March 15, 2024
Effective: March 1, 2024

Privacy Policy

How we collect and protect your information

Information We Collect

  • Personal identification information (Name, email, phone number, organization)
  • Visitor details including purpose of visit, host information, and visit timestamps
  • Device and location information for security purposes
  • Photographs for visitor badges and security records
  • Communication preferences and feedback

How We Use Your Information

Manage visitor access and security
Communicate about appointments and visits
Improve our services and user experience
Comply with legal obligations
Generate anonymized analytics
Prevent fraudulent activities

Security Measures

Protecting your data with enterprise-grade security

Encryption

256-bit SSL/TLS encryption for all data in transit. AES-256 for data at rest.

Access Control

Multi-factor authentication, role-based access, and regular access audits.

Monitoring

24/7 security monitoring, intrusion detection, and real-time threat prevention.

Backup & Recovery

Automated daily backups with 30-day retention and tested disaster recovery.

Data Handling

How we manage and protect your information

Data Retention

Visitor records are retained for 3 years as required by security regulations. You may request deletion of your data at any time.

Data Sharing

We never sell your personal data. Information is shared only with authorized personnel within your organization and as required by law.

Your Rights

  • Right to access your personal data
  • Right to correct inaccurate data
  • Right to request deletion of your data
  • Right to opt-out of communications

Compliance

Regulatory compliance and certifications

GDPR
European Union data protection
CCPA
California Consumer Privacy Act
ISO 27001
Information security management
SOC 2 Type II
Security, availability, confidentiality
HIPAA
Healthcare data compliance
PCI DSS
Payment card industry standards

Visitor Policy

Guidelines for visitors and hosts

Visitor Requirements

All visitors must present a valid government-issued ID and be pre-registered by a host. Visitor badges must be worn at all times.

Host Responsibilities

Hosts are responsible for their visitors throughout the visit, including escorting them through secure areas and ensuring check-out procedures.

Non-Disclosure

Visitors may be required to sign non-disclosure agreements before accessing sensitive areas or information.

Terms of Use

Acceptable use and legal agreements

By accessing and using Vilcom VMS, you agree to comply with these terms. The system is provided for authorized visitor management purposes only.

Key Terms:

  • Account credentials must be kept secure and confidential
  • System access is monitored and logged
  • Prohibited activities include unauthorized access, data scraping, and sharing credentials
  • We reserve the right to terminate accounts that violate these terms
  • Service availability is provided on an "as-is" basis with 99.9% uptime target

Questions About Our Policies?

Our data protection officer is available to address any concerns

privacy@vilcomvms.comPrint Policy