Privacy Policy
Xentra – Modern Visitor & Access Management System
Introduction & Scope
TechXLNS ("we", "our", or "us") respects personal privacy and is committed to protecting the integrity of personal information processed across all digital and physical entry touchpoints. This Privacy Policy outlines our procedures and policies concerning the collection, storage, processing, transfer, and safeguarding of data collected through the Xentra platform, including kiosk software, web portals, mobile interfaces, and digital reception terminals.
Information We Collect
Depending on how an individual or partner organization interacts with Xentra, we process the following categories of data:
- Visitor Identification Details: Full name, official email address, phone number, corporate affiliation, host contact person, check-in timestamp, exit time, and badge credentials.
- Facial Verification & Biometrics: Facial geometry vectors and photo captures recorded at interactive kiosks solely for real-time authentication, security verification, and badge printing.
- Delivery & Parcel Records: Courier vendor name, parcel consignment tracking numbers, optical capture of shipping labels, recipient department, parcel condition images, and digital sign-off receipts.
- Device & Technical Telemetry: Kiosk hardware identifier, device IP address, operating system status, check-in logs, and QR code access event logs.
Purpose and Legal Basis of Processing
We process personal data under legitimate business interests, contractual necessity, and statutory workplace compliance for the following purposes:
- Frictionless On-Site Registration: Facilitating advance pre-registration, automated on-arrival recognition, visitor pass generation, and turnstile/barrier integration.
- Workplace Security & Safety: Ensuring authorized facility entry, live roll-call auditing during emergency evacuations, and maintaining auditable visitor historical logs.
- Real-Time Host Alerts: Dispatching instant notification alerts to hosts via SMS, email, or enterprise collaboration platforms upon visitor arrival.
- Chain of Custody for Deliveries: Automating optical scan verification, parcel notification, secure pickup validation, and damaged package logging.
Data Roles: Controller vs. Processor
For all on-premise check-in and visitor activities, the client enterprise deploying Xentra acts as the Data Controller responsible for defining log retention schedules and access permissions. TechXLNS functions strictly as a Data Processor handling data pursuant to documented instructions and master services agreements.
Biometric Data Handling & Retention
Biometric data (including facial vectors) is strictly utilized for identity match-up and facility entry authorization. All biometric representations are encrypted in transit and at rest using AES-256 standard encryption. Biometric information is never monetized, rented, or traded, and is scheduled for automatic deletion upon checkout or in accordance with facility retention rules.
Data Sharing and Disclosures
Data collected through Xentra is only disclosed under strict operational protocols:
- Authorized Personnel: Designated security administrators, reception managers, and department hosts within the deploying organization.
- Infrastructure Providers: Secure enterprise cloud service providers and messaging carriers operating under compliant data processing agreements.
- Statutory Authorities: Regulatory or law enforcement agencies only where required under binding court orders, warrants, or applicable statutory mandates.
Individual Rights & Contact
Subject to applicable jurisdictional privacy laws, visitors and users may request access, rectification, or erasure of their personal information. Inquiries may be addressed to your host organization or directed to TechXLNS Data Protection at enquiries@techxlns.com.