Privacy Policy
Last updated: July 21, 2026
Sentinels Kiosk ("Sentinels Kiosk", "we", "us", "our") is a visitor management service operated by SentinelsIT. This policy explains what information we collect when an organization uses our service and when visitors check in at a location running our kiosk, how we use it, and the choices you have.
1. Information we collect
- Account information — names, work email addresses, and roles of the people an organization adds to its account (admins, receptionists).
- Visitor information — name, email, phone number, company, visit purpose, host, vehicle plate, and any custom fields an organization configures, collected during check-in.
- Visit records — check-in/check-out times, badge numbers, and sign-in method.
- Photos — optional visitor or host photos when an organization enables photo capture.
- Signatures and documents — where an organization requires an NDA, the signed document text and signature image are stored with the visit.
- Device and usage data — kiosk device identifiers, heartbeat timestamps, and basic technical logs used to operate and secure the service.
2. How we use information
- To operate the check-in/check-out experience and maintain visit records for the organization.
- To notify hosts when their visitor arrives (by email and, if enabled, SMS).
- To provide evacuation lists, reports, and compliance records to the organization.
- To secure the service, prevent abuse, and troubleshoot issues.
3. SMS / text messaging
Our text message program
Sentinels Kiosk sends transactional text messages only — for example, notifying a host that their visitor has arrived, or an administrator that a kiosk went offline. We do not send marketing or promotional text messages.
How you opt in
You only receive text messages from us if you opted in in one of these ways:
- Your employer or organization adds you as a host/user in their Sentinels Kiosk account and enables SMS notifications for you; or
- You provide your mobile number during visitor check-in at a kiosk operated by an organization using our service, where SMS notifications are enabled; or
- You opt in directly on our public preferences page at sentinelskiosk.com/sms-opt-in (an explicit "yes, text me" choice — declining is equally one click and the service works fully without SMS); or
- You optionally enter your mobile number and check the optional, unchecked-by-default SMS box in the trial request form on our home page.
Consent to receive text messages is not a condition of purchasing any goods or services. By opting in, you agree to receive recurring transactional text messages from Sentinels Kiosk. Message frequency varies. Message and data rates may apply. Reply STOP to unsubscribe.
Our commitments
- Non-sharing: We do not share, sell, or otherwise provide your mobile phone number or messaging consent information to any third parties or affiliates for marketing or promotional purposes.
- Message frequency: Message frequency varies based on visitor activity at the organization (typically a few messages per day at most, only when events you opted into occur).
- Rates: Message and data rates may apply, depending on your mobile carrier and plan.
- Opt-out: You can stop SMS at any time by replying STOP to any message, or by disabling SMS notifications in the app settings. After opting out you will receive one confirmation text and no further messages.
- Help: Reply HELP for help, or contact us at support@sentinelskiosk.com.
4. How information is stored and shared
Data is stored on cloud infrastructure provided by Render (PostgreSQL databases hosted in the United States). We share information only with the service providers needed to operate the product:
- Render — application hosting and databases.
- SendGrid — delivery of notification emails.
- Twilio — delivery of text messages (phone numbers are transmitted to Twilio solely to deliver the message).
- Vercel — hosting of the web application.
We do not sell personal information. Visitor data belongs to the organization that collected it; that organization acts as the data controller for its visitors and determines retention.
5. Data retention
Visit records, photos, and signed documents are kept while the organization's account is active and are deleted when the organization deletes them or closes its account, unless a longer retention period is required by law.
6. Your rights
Depending on your location, you may have rights to access, correct, export, or delete your personal information. Visitors should contact the organization they visited (the data controller). Account holders can contact us directly at support@sentinelskiosk.com and we will respond within 30 days.
7. Security
We use encryption in transit (TLS), hashed password storage, token-based authentication, and role-based access controls. No method of transmission or storage is 100% secure, but we work to protect your information using commercially reasonable measures.
8. Changes to this policy
We may update this policy from time to time. Material changes will be posted on this page with an updated revision date.
9. Contact
SentinelsIT · support@sentinelskiosk.com · www.sentinelskiosk.com