Privacy Policy

Kahrbon, Inc. ("Kahrbon," "we," "us," or "our") is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our visitor management platform, website, mobile applications, and related services (collectively, the "Services").

By accessing or using our Services, you agree to the terms of this Privacy Policy. If you do not agree with our policies and practices, please do not use our Services.

This policy applies to information we collect through our Services, in email, text, and other electronic messages between you and our Services, and when you interact with our advertising and applications on third-party websites and services.

We collect information you provide directly to us, including:

• Account Information: Name, email address, phone number, company name, job title, and password when you create an account.
• Visitor Information: Names, email addresses, phone numbers, company affiliations, government-issued ID information, photographs, and signatures collected during the visitor check-in process.
• Payment Information: Credit card numbers, billing addresses, and other payment details processed through our third-party payment processors.
• Communications: Information you provide when you contact our support team, participate in surveys, or communicate with us.
• User Content: Custom visitor questions, company logos, legal documents (NDAs, waivers), and other content you upload to the Services.

When you use our Services, we automatically collect certain information, including:

• Device Information: Hardware model, operating system, unique device identifiers, mobile network information, and browser type.
• Log Information: Access times, pages viewed, IP address, and the page you visited before navigating to our Services.
• Location Information: General location based on IP address and, with your consent, precise GPS location from mobile devices.
• Usage Data: Features used, actions taken, time spent on pages, and interaction patterns within the Services.

We may receive information about you from third parties, including:

• Identity Verification Services: ID verification results, watchlist screening outcomes, and background check information.
• Integration Partners: Directory information from Microsoft 365, Google Workspace, Okta, and other identity providers.
• Business Partners: Contact information from partners who refer customers to us.

We use the information we collect for various purposes, including:

3.1 Service Delivery

• Providing, maintaining, and improving our visitor management Services
• Processing visitor check-ins and check-outs
• Sending visitor notifications to hosts via email or Microsoft Teams
• Generating visitor badges and access credentials
• Managing visitor pre-registration and appointments
• Conducting identity verification and watchlist screening

3.2 Communications

• Sending transactional messages related to your use of the Services
• Providing customer support and responding to inquiries
• Sending promotional communications (with your consent)
• Notifying you of product updates, security alerts, and policy changes

3.3 Analytics and Improvement

• Analyzing usage patterns to improve our Services
• Generating aggregated, anonymized analytics and reports
• Developing new features and functionality
• Conducting research and testing

3.4 Security and Compliance

• Detecting, preventing, and addressing fraud, security breaches, and technical issues
• Enforcing our Terms of Service and other policies
• Complying with legal obligations and regulatory requirements
• Protecting the rights, property, and safety of Kahrbon, our customers, and others

We may share your information in the following circumstances:

5.1 With Our Customers

When you check in as a visitor using Kahrbon, your visitor information is shared with the organization you are visiting (our customer). They control how your visitor data is used in accordance with their own privacy policies.

5.2 With Service Providers

We share information with third-party vendors who perform services on our behalf, including:

• Cloud hosting providers (e.g., Amazon Web Services, Digital Ocean)
• Payment processors (e.g., Stripe)
• Email delivery services (e.g., SendGrid)
• SMS providers (e.g., Twilio)
• Identity verification services
• Customer support platforms
• Analytics providers

These service providers are contractually obligated to protect your information and may only use it to provide services to us.

5.3 For Legal Reasons

We may disclose your information if required to do so by law or in response to:

• Subpoenas, court orders, or other legal processes
• Requests from law enforcement or government agencies
• To protect the rights, property, or safety of Kahrbon, our customers, or others
• To investigate potential violations of our Terms of Service

5.4 Business Transfers

If Kahrbon is involved in a merger, acquisition, bankruptcy, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any change in ownership or use of your personal information.

5.5 With Your Consent

We may share your information with third parties when you have given us explicit consent to do so.

We retain your information for as long as necessary to fulfill the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by law.

• Account Data: Retained for the duration of your account and for a reasonable period afterward for legal and business purposes.
• Visitor Records: Retained according to our customers' configured retention policies, which can range from 30 days to 7 years depending on regulatory requirements.
• SMS Opt-Out Records: Maintained indefinitely to honor your opt-out preferences.
• Audit Logs: Retained for 7 years for compliance and security purposes.

Our customers may configure their own data retention policies within the Kahrbon platform. We honor these configurations and automatically delete data according to the specified schedules.

We implement comprehensive security measures to protect your personal information:

• Encryption: All data is encrypted in transit (TLS 1.3) and at rest (AES-256).
• Access Controls: Role-based access controls and multi-factor authentication for all administrative access.
• Regular Audits: Annual penetration testing and security audits by independent third parties.
• Employee Training: All employees undergo security awareness training.
• Incident Response: Documented incident response procedures with 24-hour breach notification.

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

Depending on your location, you may have certain rights regarding your personal information:

8.1 Access and Portability

You can request access to the personal information we hold about you and receive a copy in a commonly used format.

8.2 Correction

You can request that we correct inaccurate or incomplete personal information.

8.3 Deletion

You can request that we delete your personal information, subject to certain legal exceptions.

8.4 Opt-Out of Marketing

You can opt out of receiving promotional emails by clicking the "unsubscribe" link in any email. You can opt out of SMS messages by replying "STOP."

8.5 Do Not Sell My Personal Information

Kahrbon does not sell personal information to third parties. If you are a California resident, you may submit a "Do Not Sell" request, although we do not engage in such sales.

To exercise any of these rights, please contact us at [email protected].

Kahrbon is based in the United States. If you are accessing our Services from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States and other countries where our servers are located.

For transfers from the European Economic Area (EEA), United Kingdom, or Switzerland, we use Standard Contractual Clauses approved by the European Commission to ensure adequate protection of your personal data.

We also maintain data processing facilities in the European Union for customers who require data residency within the EU.

Our Services are not intended for children under the age of 16. We do not knowingly collect personal information from children under 16. If we learn that we have collected personal information from a child under 16, we will promptly delete that information.

If you believe a child under 16 has provided us with personal information, please contact us at [email protected].

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA):

• Right to Know: Request disclosure of the categories and specific pieces of personal information we have collected about you.
• Right to Delete: Request deletion of your personal information, subject to certain exceptions.
• Right to Correct: Request correction of inaccurate personal information.
• Right to Opt-Out: Opt out of the sale or sharing of your personal information (Kahrbon does not sell personal information).
• Right to Limit: Limit the use of sensitive personal information.
• Right to Non-Discrimination: Exercise your rights without discrimination.

To submit a request, contact us at [email protected] or call us at 1-888-KAHRBON. We will verify your identity before processing your request.

We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. We will notify you of any material changes by:

• Posting the updated policy on our website with a new "Last Updated" date
• Sending you an email notification (for material changes)
• Displaying a prominent notice within the Services

We encourage you to review this Privacy Policy periodically to stay informed about our privacy practices.