Privacy FAQ: How your privacy is protected when your ID is scanned
Q: Why is my ID being scanned?
A: Your ID is being scanned for several reasons. The Scan reveals your age, which is important for those looking to rent a room. The Scan checks for false identification documents, to prevent individuals using fake ID to rent a room. Your identity is also being compared against a confidential list of banned guests. Patrons ejected, banned, or denied renting of a room may be placed on the Do-Not-Rent list. Examples of reasons to be placed on the ban list are violence, drugs, destruction of property, criminal behavior, and theft.
Q: Who has access to the information?
A: The venue owner and staff have access to limited information for a limited time. If they need to log an incident and place an individual on the Do-Not-Rent list, then they can see the photo from the ID, as well as the first name, last name, age of the patron, and the sex of the patron. This will be used to place someone on the Do-Not-Rent list, and will be cross matched against every ID scanned in a confidential manner.
Servall Biometrics Inc. creates cumulative reports from other data points, such as the postal code, age, and sex of the patrons in any one property or one region, and makes these summarized reports available to property management who are paying customers. All information is confidential and no identifying data is provided.
Police Departments may request access to the database, but only when an official investigation has been launched (eg. sexual assault). They must specify their request, by providing the name of the property, and the time frame for which they wish to review data. They have access to the first name, last name, sex, age, and photo from the identification. The police may use this to search for suspects, victims, and/or witnesses to a crime.
Q: Is the data given away or sold?
A: No. No lists are made of patrons, and no specific data is provided to any third parties outside of the Police, and property staff who may be logging an incident and placing someone on the Do-Not-Rent list.
Q: Is HotelDNR and Servall Biometrics compliant with privacy legislation?
A: Yes. We have had our privacy policies reviewed by several privacy commissioners and police authorities and have been declared compliant with all privacy policies in every jurisdiction that we operate in. Sometimes we have been asked to modify our procedures, and we have always done so.
Q: What happens to the data you collect?
A: Our data is permanently deleted in most jurisdictions once the need to maintain records, and sooner in those regions that require it to be deleted sooner. The only data that is saved beyond the deadline is specific data related to a police investigation.
Q: How do I remove myself from the Do-Not-Rent list?
A: Contact the manager at the establishment that banned you. Normally when there is a dispute regarding a ban, the patron will contact the manager of the establishment that created the ban. Please ensure to ask to speak to the manager/head of security as they are the only ones that have the access to enter/remove bans.
If this has been done, and you have not had a resolution, and you did not engage in the behavior that you were banned for, then you may start a formal investigation. Please fill out the following form and email/fax it back to Servall Biometrics Inc. Once we receive the completed form we will start an investigation on your behalf and respond within 30 business days.
Q: How do I get access to the information that has been collected about me?
A: You have the right to request what private information we have collected, used and/or disclosed for you. If you would like to request this information, you will need to fill out the following form and email/fax it back to us (instructions are on the form). Once we receive the completed form we will respond with your disclosure results within 10 business days.
Servall Biometrics Inc. is committed to protecting your privacy. Please read the Servall Biometrics Inc. Statement below for information regarding our security practices and procedures. This Servall Biometrics Inc. Privacy Statement applies to data collected by Servall Biometrics Inc. through the majority of its services and applications. Special consideration and explanation is given below for the HotelDNR application. It does not apply to those Servall Biometrics Inc. services and products that do not display or link to this statement or that have their own privacy statements.
Information about HotelDNR
HotelDNR is the security portion of the HotelDNR Suite of applications used throughout hotels, motels, inns, and special events. It is used strictly for security purposes by the establishment so that you may have a safe and enjoyable experience. The information collected is uploaded to a central database managed by Servall Biometrics Inc., and it is logically and physically separated from any other Servall Biometrics Inc. applications the establishment may be running. Your private information is not stored locally at the establishment, and cannot be accessed except as otherwise described in this statement. Collection of your Personal Information by HotelDNR, a division of Servall Biometrics Inc.
The purpose of the HotelDNR network is to provide a tool for establishments to track security incidents and those involved. We record guest information so that if an incident occurs, the parties involved can be easily identified. The personal information we collect may include your name, age, and photograph. Your personal information is collected when your identification is used on any of HotelDNR’s external devices residing at establishments running the HotelDNR application and is directly uploaded into HotelDNR’s central database. It is not stored locally or displayed to the application user unless you have an incident, at which case your personal information and incident information may be displayed to the application user. It is up to the establishment’s discretion to allow entry upon reviewing your incident information. Your personal information may also be provided to us from a law enforcement agency.
Use of your Personal Information
Your personally identifiable information will not be used for marketing purposes and will not be sold to any third party. We may provide your personal information to a government institution or part of a government institution that has made a request for the information, identified its lawful authority to obtain the information, and indicated that the disclosure is requested for the purpose of enforcing any law, carrying out an investigation relating to the enforcement of any such law, or gathering intelligence for the purpose of enforcing any such law. We may also provide your personal information to the security officer of the visited establishment that has made a request for the purpose of identifying individuals involved in an incident so that the said establishment may enter an incident and/or ban the individual from the said establishment. Your birth date may also be used for verifying your age against the legal drinking age of your location.
Use of your Business Information
Venue information will be used to produce analytics reports for the benefit of the property management using HotelDNR. No specific information from one property is provided to any other property. Anonymous, summarized data is used to provide relative benchmarks for comparison, to provide national industry totals, averages, and high performance benchmarks. Automatic Removal of your Personal Information
Your personally identifiable information is automatically and permanently deleted from our database once it is no longer required. After this period your personally identifiable information will no longer exist anywhere in our data storage. If your personal information was used to identify an incident, it may exist beyond this period in order to provide security to our clients.
Security of your Personal Information
Servall Biometrics Inc. is committed to protecting the security of your personal information. We use a variety of security technologies and procedures to help protect your personal information from unauthorized access, use, or disclosure. For example, we store the personal information we collect on computer servers with limited access that are located in controlled facilities. Additionally, when we transmit sensitive personal information (such as upload to HotelDNR central server) over the Internet, we protect it through the use of encryption, such as the Secure Socket Layer (SSL) protocol. We also encrypt all personal information on the database server.
Access to your Personal Information
Servall Biometrics Inc. is committed to keeping your private information secure and accurate. Upon request we will inform you regarding the existence, use, and disclosure of your personal information. You may be required to provide sufficient support of your identity before we can release any such information. You may challenge the accuracy and completeness of the information and have it amended as appropriate or removed completely. In certain situations we may not be able to remove your personal information if it relates to an incident and such information cannot be disclosed or removed for security reasons. To get more information regarding our privacy practices or to contact a privacy officer regarding your personal information please email us at [email protected]
Terms of Service
Last Updated: May 2016
These Terms of Service (“Terms”) govern your access to and use of our Services including our web portals, websites, SMS, APIs, email notifications, applications, buttons, widgets, ads or commerce services (the “Servall Biometrics Services”) that link to these Terms (collectively, the “Services”), and any information, text, graphics or other material posted, uploaded, downloaded or appearing on the Services (collectively referred to as “Content”). Your access to and use of the Services are conditioned on your acceptance of and compliance with these terms. By accessing or using the Services you agree to be bound by these Terms.
Servall Biometrics may, in its sole discretion, modify or revise these Terms of Service and policies at any time without prior notice to you. In addition, Servall Biometrics may stop (permanently or temporarily) providing the Services or any features within the Services to you or to users generally and may not be able to provide you with prior notice. Although we may attempt to notify you when changes have been made to our Terms of Service, you should periodically review the most up-to-date version to ensure your continued agreement and compliance.
You may use the Services only if you form a binding contract with Servall Biometrics and are not a person barred from receiving services under the laws in Canada, the United States, the United Kingdom, Australia and associated jurisdictions. If you are accepting the Terms and using the Services on behalf of a company, organization, government body or other legal entity, you represent and warrant that you are authorized to do so. You may use the Services only in compliance with these Terms and all applicable local, state, national and international laws, rules and regulations.
You are responsible for your use of the Services, for any content posted to the Services and for any consequences thereof. Some Content you submit, post or display through the Servall Biometrics Services may be public by default and will be able to be viewed by other users and through third party services and websites. You should only provide Content that you are willing to be shared under these Terms and which you warrant you are authorized to do so. You may not share or provide Content for or from third parties unless given express permission by said third party.
You are responsible for protecting the password that you use to access the Services and for any activities or actions under your password. You may designate regular or administrative users to use the Services within your personal accounts, so long as each individual user follows and complies with each of the Terms and you warrant that you are authorized to designate said users. You may not provide passwords to third parties or individuals outside of your personal account. Servall Biometrics will not be liable for any loss or damage that arises from your failure to comply with these Terms.
Servall Biometrics Rights
All rights, titles and interest in and to the Services (excluding Content provided by users) are and will remain the exclusive property of Servall Biometrics. The Services are protected under Copyright and other intellectual property rights in Canada, the United States, the United Kingdom, Australia and associated jurisdictions. You do not have permission under the Terms to use the Servall Biometrics or PatronScan logos, domain names or other distinctive brand features. You may provide feedback voluntarily to Servall Biometrics which we may be free to use as we see fit at no obligation to you.
Permissions and Restrictions
We reserve the right at all times (but with no obligation) to remove or refuse to distribute any Content on the Services or to terminate users without liability to you. We also reserve the right to access, read and disclose any information as we believe necessary to (I) satisfy any applicable law, regulation, legal process or governmental request; (II) enforce the terms, including investigation of potential violations hereof, or; (III) protect the rights, property or safety of Servall Biometrics, its users and the public.
By accessing our Services, you agree not to distribute in any medium any part of the Service or the Content without prior authorization from Servall Biometrics, unless Servall Biometrics makes the means for distribution available through functionality offered by the Service. You agree not to alter or modify any part of the Service and agree not to use the Service for commercial use unless rights are obtained from Servall Biometrics. You agree not to (I) access, tamper with or use non-public areas of the Services, Servall Biometrics computer systems or the technical delivery systems of Servall Biometrics providers; (II) probe, scan or test the vulnerability of any system or network or breach or circumvent any security or authentication measures; (III) forge any TCP/IP packet header or any part of the header information in any email or posting or in any way use the Services to send altered, deceptive or false source-identifying information; or, (IV) interfere with or disrupt the access of any user, host or network, including but without limitation, sending a virus, overloading, flooding, spamming or scripting the creation of Content in such a manner as to interfere with or create undue burden on the Services.
Servall Biometrics respects the intellectual property rights of others and will respond to notices of alleged copyright infringement that comply with applicable law and are properly provided to us. If you believe your Content has been used in a way that constitutes copyright infringement, please contact [email protected] and provide the following information: (I) Your contact information, including your address, telephone number and an email address; (II) a physical or electronic signature of the copyright owner or a person authorized to act on their behalf; (III) identification of the copyrighted work claimed to have been infringed upon; (IV) identification of the material that is claimed to be infringing or to be the subject of infringing activity and that is to be removed or access to which is to be disabled, as well as information to permit us to locate the material; (V) a statement by you that you have a good faith belief that use of the material in the manner complained of is not authorized by the copyright owner, its agent or the law; and (VI) a statement that the information in the notification is accurate and under penalty of perjury, that you are authorized to act on behalf of the copyright owner. We reserve the right to remove Content alleged to be infringing without prior notice, at our sole discretion and without liability to you. In appropriate circumstances, Servall Biometrics will also terminate a user’s account if the user is determined to be a repeat offender.
Termination of Services
We may suspend or terminate your accounts or cease providing you with all or part of the Services at any time for any or no reason, including, but not limited to, if we reasonably believe: (I) you have violated our Terms of Service; (II) you create risk or possible legal exposure for us; (III) our provision of the Services to you is no longer commercially viable. We will make reasonable efforts to notify you by the contact information associated with your account.
The Terms will continue to apply until either you or Servall Biometrics delivery 30 days’ written notice to the other party that it wishes to terminate their contractual agreement. The Terms will continue to be met until, (I) all outstanding invoices by you have been paid; (II) 30 days have passed since written termination notice was sent; and, (III) the term of the agreement has been reached in full with all payments made in good standing.
Limitation of Liability
IN NO EVENT SHALL SERVALL BIOMETRICS, ITS DIRECTORS, EMPLOYEES OR AGENTS BE LIABLE TO YOU FOR ANY DIRECT, INDIRECT, INCIDENTAL, SPECIAL, PUNITIVE OR CONSEQUENTIAL DAMAGES WHATSOEVER RESULTING FROM ANY (I) ERRORS, MISTAKES OR INACCURACIES OF CONTENT; (II) PERSONAL INJURY OR PROPERTY DAMAGE, OF ANY NATURE WHATSOEVER RESULTING FROM YOUR ACCESS TO AND USE OF OUR SERVICES; (III) ANY UNAUTHORIZED ACCESS TO OR USE OF OUR SECURE SERVERS AND/OR ANY AND ALL PERSONAL INFORMATION AND/OR FINANCIAL INFORMATION STORED THEREIN; (IV) ANY INTERRUPTION OR CESSATION OF TRANSMISSION TO OR FROM OUR SERVICES; (V) ANY BUGS, VIRUSES, TROJAN HORSES OR THE LIKE WHICH MAY BE TRANSMITTED TO OR THROUGH OUR SERVICES BY ANY THIRD PARTY; AND/OR (VI) ANY ERRORS OR OMISSIONS IN ANY CONTENT OR FOR ANY LOSS OR DAMAGE OF ANY KIND INCURRED AS A RESULT OF YOUR USE OF ANY CONTENT POSTED, EMAILED, TRANSMITTED OR OTHERWISE MADE AVAILABLE VIA THE SERVICES, WHETHER BASED ON WARRANTY, CONTRACT, TORT OR ANY OTHER LEGAL THEORY AND WHETHER OR NOT THE COMPANY IS ADVISED OF THE POSSIBILITY OF SUCH DAMAGES, THE FOREGOING LIMITATION OF LIABILITY SHALL APPLY TO THE FULLEST EXTENT PERMITTED BY LAW IN THE APPLICABLE JURISDICTION.
YOU SPECIFICALLY ACKNOWLEDGE THAT SERVALL BIOMETRICS SHALL NOT BE LIABLE FOR CONTENT OF THE DEFAMATORY, OFFENSIVE OR ILLEGAL CONDUCT OF ANY THIRD PARTY AND THAT THE RISK OF HARM OR DAMAGE FROM THE FOREGOING RESTS ENTIRELY WITH YOU.