Pallet Scan Privacy Policy

1. Information we handle

• Account information: your email address, name, password authentication records, email-verification and password-recovery information, and sign-in sessions.
• Company information: company names, membership roles, invitations, and the account associated with a company or scan.
• Scan content: photos, scanned documents and PDFs, shipment and label references, notes, dimensions, counts, timestamps, and employee or dock identifiers included in your records. Labels and documents may contain names, addresses, or other personal information.
• Subscription information: Apple product and transaction identifiers, company-linked purchase identifiers, subscription status, and renewal or expiration information. Apple processes App Store payments; we do not receive your full payment-card details.
• Service and support information: information you send when requesting assistance, together with technical request and error information needed to operate, secure, and troubleshoot the service.

2. Camera, LiDAR, and biometric access

The camera captures photos, labels, barcodes, text, and documents you choose to scan. On supported devices, ARKit and LiDAR assist with pallet measurements. Scan photos and derived measurements are saved with your records; the service is not designed to upload a continuous camera stream.

Optional Face ID or Touch ID unlocks a saved session through Apple's device security APIs. We do not receive or store your face image, fingerprint, or biometric template. Session credentials are stored in the device Keychain. You can control camera and biometric permissions in iOS Settings.

The app does not request GPS location access. A dock or location label you enter or photograph may still identify a physical location.

3. How information is used

We use information to authenticate users, verify email addresses, manage company access, capture and synchronize records, provide searchable history, manage storage and subscriptions, respond to support requests, and protect the service against misuse.

Where applicable law requires a legal basis, processing is based on providing the requested service, legitimate interests in security and reliable operation, legal obligations, or consent where required. Camera and biometric access are controlled through device permissions.

4. Storage, sharing, and service providers

Scan metadata is stored in PostgreSQL. Uploaded photos and PDFs are stored in private Cloudflare R2 cloud storage. Brevo provides transactional email delivery, and Apple provides in-app purchase and subscription services. Hosting and infrastructure providers process information as needed to operate the service.

Authorized members of the company that owns a scan can access its records. Company owners manage membership and cloud-record deletion. Consider your employer's policies before uploading information.

File-viewing links are temporary bearer links that expire after five minutes. Anyone holding a valid link may access the file until it expires. Downloaded or exported copies do not expire and cannot be recalled by deleting the original record.

We may disclose information when required by law, to protect rights and safety, or as part of a business transfer subject to applicable safeguards. Pallet Scan does not include third-party advertising or a model-training export pipeline. Capturing a photo does not grant permission to use it for model training.

5. Retention and deletion

Records remain in the service until an authorized owner deletes them or they are removed through an applicable support, legal, or operational process. There is no automatic 30-day deletion promise. We retain account, subscription, and security information as needed to provide the service, comply with legal obligations, resolve disputes, and protect against fraud.

Company owners can delete completed cloud scans using Manage storage. Removal includes the scan's photos and attached PDFs; failed file cleanup is retried. Authorized devices reconcile deletion records when they reconnect while the app runs. Offline or signed-out devices and copies exported outside the app may retain content. Deleting the app or signing out does not delete cloud records, your account, or an Apple subscription.

You can initiate account deletion in Settings > Delete account. Deletion requires your current password and a six-digit code emailed to your verified account address. Owners must also type their company name and confirm permanent deletion of the company and all members' records. Account access ends immediately after acceptance; failed cloud file cleanup is retried in the background.

Completed business records in companies you do not own remain with the company, linked to an anonymous creator account. Personal information embedded in those records or photos is not automatically redacted. Minimal anonymous identifiers, deletion receipts, and Apple subscription records may remain for referential integrity, deletion recovery, and billing verification. Local cleanup is performed on the initiating device; offline devices and exported copies may retain content. Deleting your account does not cancel an Apple subscription.

For access, correction, export, or other deletion requests, email info@waisystem.com. We may verify your identity and company authority. Requests involving an employer's records may need to be handled with the company owner. We will explain applicable retention requirements or limitations.

6. Your rights and choices

Depending on where you live, you may have rights to access, correct, delete, or obtain a copy of personal information, restrict or object to certain processing, withdraw consent, and complain to a privacy regulator. Contact us to exercise applicable rights. You can disable device permissions or optional biometric login, although related features may stop working.

Company records may be processed on behalf of your organization. Contact your organization as well as us if it controls the information in your request.

7. Security, international processing, and children

We use access controls, private file storage, and short-lived viewing links to help protect information. No system guarantees absolute security. Protect your device, company invitations, credentials, and exported records.

Information may be processed outside your state or country by us and our service providers, subject to applicable legal requirements. Pallet Scan is a business tool and is not intended for children under 13. Contact us if you believe a child has provided personal information.

8. Changes and contact

We may update this policy as the service changes. The effective date identifies the current version; material changes will be communicated as required by law.

WAI Labs LLC
19935 E Walnut Dr.
City of Industry, CA 91789, United States
info@waisystem.com