Privacy Policy for Scan-IT to Office (as of March 2024)
1. Introduction
Welcome to Scan-IT to Office (hereinafter referred to as the "Solution"), developed by TEC-IT Datenverarbeitung GmbH (hereinafter referred to as "TEC-IT", “We”, “Us”, or “Our”).
This Privacy Policy outlines how TEC-IT collects, utilizes, maintains, and discloses information obtained from users (hereinafter referred to as "User", "Users", "You", or "Your") of the Solution.
2. Description
The Solution is designed for scanning and remote data collection, enabling Users to scan barcodes, QR codes, 2D codes, NFC tags, and text in images, or to complete data entry forms using a mobile app. Sensor or User-provided data collected with the mobile app is hereinafter referred to as the “Payload Data” and is transferred to target systems, such as databases, in real-time. To fulfill this purpose, the Solution comprises four components:
- The mobile app “Scan-IT to Office” (hereinafter referred to as the “Scan-IT to Office App”):
The Scan-IT to Office App is available for Android and iOS.
- Scan-IT to Office cloud services (hereinafter referred to as “Cloud Services”):
Cloud Services are not utilized in all use cases.
- Receiving software, also known as “Add-Ins” or “Connectors” (hereinafter referred to as “Receiving Software”):
Receiving Software provides connectivity between the Scan-IT to Office App and the target system. Receiving Software is not utilized in all use cases.
- A license service for license management (hereinafter referred to as “License Service”).
The License Service is only utilized by the volume-license version of the Scan-IT to Office App.
3. Preamble
TEC-IT prioritizes the privacy and security of Your data. The Solution is designed to collect only the essential personal information required to fulfill its intended purpose and to enable TEC-IT to communicate with You, provide support, and perform business-related tasks like payment processing, invoicing, licensing, bookkeeping, and accounting.
TEC-IT does not share collected data with third parties except for the entities mentioned in this Privacy Policy.
The Solution is free of third-party ads, ensuring a seamless user experience without interruptions.
4. Data Processing Agreement
A data processing agreement (DPA) according to the EU General Data Protection Regulation (GDPR) is available on request by mail to office@tec-it.com.
5. Required Permissions
The Scan-IT to Office App requires specific permissions to function properly and fulfill its intended purpose:
- Camera permission: This permission is required for scanning text in images, barcodes, QR codes, 2D codes, and for taking photos with the mobile device's camera.
- Location permission: This permission is required to determine the location of the mobile device. This permission needs only to be granted if You utilize data entry forms querying the geographic location of the mobile device.
- Storage permission: This permission is required on certain Android versions for accessing Scan-IT to Office App configuration files on the mobile device and for volume-licensing purposes.
- Phone permission: This permission is required on certain Android versions by the volume-license enabled version of the Scan-IT to Office App available on tec-it.com for querying the device's serial number or the IMEI for licensing purposes.
- Get accounts permission (contacts): This permission is required on certain Android versions for signing in to Google Drive. This permission needs only to be granted if You utilize this feature.
- Accessibility: This permission is required on Android for starting the Scan-IT to Office App with a hardware key. This permission needs only to be granted if You utilize this feature.
6. Collected Personal Information
TEC-IT collects various types of personal information based on Your interactions with the Solution:
- Business information: Personal information such as Your name, email, phone number, IP address, mobile device identifier, and address may be collected when You download or install Solution components, register on the Scan-IT to Office App, subscribe to or use TEC-IT’s services, purchase a subscription or permanent license, fill out forms, or engage with the Solution in other ways. TEC-IT’s general Terms of Use, available on https://www.tec-it.com/en/website/legalconditions/Default.aspx#TERMS, may also apply.
- Crash and usage Information: TEC-IT may collect data about Your device, operating system, IP address, crash reports, and usage patterns to improve and analyze the Scan-IT to Office App.
- Accessing Google APIs: The data TEC-IT collects about You is what You have provided to Us, including Google profile data and names of spreadsheet on Google Drive.
- Communication: Personal information like name and email address may be collected when You contact TEC-IT for support or inquiries.
7. Use of Personal Information
TEC-IT utilizes the collected personal information for the following purposes:
- Functionality: Delivering the features and functionality of the Solution, including processing scans and transmitting or processing data according to Your instructions.
- Business-related tasks: Performing business-related tasks like payment processing, invoicing, licensing, bookkeeping, and accounting.
- Support: Responding to Your inquiries, providing technical support, and addressing any issues You may encounter.
- Improving the Solution: Enhancing stability, performance, and conducting crash and usage analysis to optimize the Solution.
- Accessing Google APIs: The Scan-IT to Office App may be configured to use Google APIs like Google OAuth, Google Sheets API, and Google Drive API. TEC-IT will use Your data only to provide You with the services You requested. The use of information received from Google APIs will adhere to Google API Services User Data Policy, including the Limited Use requirements.
For more information, visit https://developers.google.com/terms/api-services-user-data-policy#additional_requirements_for_specific_api_scopes.
- Google OAuth: The Scan-IT to Office App may utilize Google OAuth for providing certain functionality. When Users choose to sign in or authenticate using Google OAuth, they grant the Scan-IT to Office App access to their Google account information, including their Google profile data. By using Google OAuth in the Scan-IT to Office App, Users acknowledge and consent to the use and processing of their Google account information for authentication purposes. For more information, visit https://policies.google.com/privacy.
- Google Drive/Sheets API: The Scan-IT to Office App may utilize Google Drive/Google Sheets APIs for providing certain functionality. By utilizing the Google Drive/Google Sheets integration, Users grant the Scan-IT to Office App access to their Google Drive, and allowing it to create, read, and write spreadsheets. For more information, visit https://policies.google.com/privacy.
- Marketing: Communicating with You regarding product updates, promotions, and offers that may be of interest. You must opt-in to receive these communications and can opt-out at any time.
8. Disclosure of Personal Information
TEC-IT neither sells, trades, nor rents Your personal information to others, nor does it transfer or disclose it to third parties for purposes other than those outlined:
- Technical Service Providers: TEC-IT may engage third-party service providers to assist with various aspects of development, hosting, analytics, and customer support. These providers are bound by confidentiality agreements and only have access to information necessary to perform their services. TEC-IT ensures that Your data processed through these services is handled securely and in compliance with the respective service provider's privacy practices and policies.
- Microsoft Azure: The Solution utilizes Cloud Service instances hosted on Microsoft Azure™ in Texas/USA, and alternatively in Western Europe, to proxy data between the Scan-IT to Office App and the Receiving Software. Users can select their preferred location for data processing in the Scan-IT to Office App and the Receiving Software. For more information, visit https://azure.microsoft.com/en-us/support/legal/.
- Google Firebase Crashlytics: The Scan-IT to Office App integrates with Google Firebase Crashlytics services, provided by Google in the USA, to enhance stability, performance, and to conduct crash and usage analysis. Google Firebase Crashlytics may collect and process anonymized and aggregated data about Scan-IT to Office App usage, device information, and crash reports. You should be aware that data may be processed by Google Firebase servers located in the United States or other countries outside the European Economic Area (EEA). For more information, visit https://firebase.google.com/support/privacy.
- Mailchimp: TEC-IT may utilize Mailchimp for email communication and marketing purposes (opt-in by the User is required). TEC-IT has entered a data processing agreement with Mailchimp under which Mailchimp pledges to protect the data of TEC-IT’s Users, to process it in accordance with its privacy policy on TEC-IT’s behalf and, in particular, not to disclose it to third parties. Mailchimp's Privacy Policy, available at https://mailchimp.com/legal/privacy/, applies. Users should be aware that their personal information may be transferred to Mailchimp servers located in the United States or other countries outside the European Economic Area (EEA).
- Business Service Providers: TEC-IT may engage third-party business service providers, such as tax advisors, banks, transport companies, legal advisors, or document shredder companies. These service providers are bound by suitable data processing and confidentiality agreements or by legal requirements and only have access to information necessary to perform their services.
- Legal Compliance: TEC-IT may disclose information when required by law or to comply with legal processes, enforce TEC-IT’s policies, or protect the rights of TEC-IT or others.
9. Retention and Deletion
TEC-IT takes appropriate measures to ensure the security and confidentiality of stored data during its retention period.
- Personal information collected from Users with a contractual relationship with TEC-IT is stored at least for the legally required retention period to comply with regulatory obligations (currently seven years according to Austrian Laws).
- Personal information collected from Users may be stored indefinitely for certain business purposes, such as license management.
- Personal information of Users with whom there is no contractual relationship is stored for up to three years for following-up support requests or addressing issues.
- For more information on the retention policy of Google Firebase Crashlytics, visit https://firebase.google.com/support/privacy.
10. Data Security
Security procedures are in place to protect the confidentiality of Your data.
TEC-IT adopts appropriate data collection, storage, and processing practices and security measures to protect against unauthorized access, alteration, disclosure, or destruction of Your personal information and data stored or processed by the Solution.
- Communication: Communication between the Solutions’ components is secured using Transport Layer Security (TLS).
- End-to-end encryption (E2EE): By default, data collected with the Scan-IT to Office App is end-to-end encrypted before being transmitted to the Receiving Software. This ensures that only You can access the unencrypted data.
- Payload Data: The Solution is designed to store Payload Data only on systems under the User's exclusive control, either in the Scan-IT to Office App or in the Receiving Software. Cloud Service instances do not store Payload Data.
11. Changes to This Privacy Policy
TEC-IT may update this Privacy Policy from time to time to reflect changes in TEC-IT’s practices or applicable laws. TEC-IT will notify You of any material changes by posting the updated policy on TEC-IT’s website, notifying the User in the Scan-IT to Office App, or through other communication channels. You acknowledge and agree that it is Your responsibility to review this Privacy Policy periodically and become aware of modifications.
12. Your Acceptance of This Privacy Policy
By using the Solution, You signify Your acceptance of this Privacy Policy. If You do not agree to this Privacy Policy, please do not use the Solution. Your continued use of the Solution following the posting of changes to this Privacy Policy will be deemed Your acceptance of those changes.
13. Your Rights
You are entitled to information, correction, deletion, restriction, data portability, revocation, and opposition subject to legal requirements and legitimate business needs. If You believe that the processing of Your data violates data protection law or Your privacy claims have otherwise been violated in any way, You can contact the relevant supervisory authority (Data Protection Authority https://www.dsb.gv.at) for a complaint.
To execute Your rights, please contact office@tec-it.com.
14. Contact Information
If You have any questions, concerns, or requests about this Privacy Policy, the practices of the Solution, or Your dealings with the Solution, please contact office@tec-it.com.
Thank You for using Scan-IT to Office!
TEC-IT Datenverarbeitung GmbH
Hans-Wagner-Str. 6
A-4400 Steyr, Austria
t: [+43] (0)7252 / 72 720, e: office@tec-it.com, w: www.tec-it.com
This document was last updated on 03/26/2024.