Privacy Policy

Scaniam is a product of Red Qub Marketing Services (GSTIN: 19BJNPK5336C1Z4), a company registered in West Bengal, India. This Privacy Policy explains how we collect, use, and protect information when you use the Scaniam platform at scaniam.com.

By using Scaniam, you agree to the collection and use of information in accordance with this policy.

1. Information We Collect

Account & workspace information

When you create an account, we collect your name, email address, and company name. This is used to identify your workspace and communicate with you about the service.

Event and survey data

When your event attendees fill a Scaniam survey, the platform collects the information defined in your survey - which may include first name, last name, job title, company, work email, and phone number. You (the workspace owner) are the data controller for attendee data. We process it on your behalf as a data processor.

Payment information

Payments for Scaniam subscriptions are processed by Razorpay Software Private Limited. We do not store your card number, CVV, or UPI credentials. We retain a Razorpay subscription ID and billing status to manage your plan. Razorpay's privacy policy applies to payment data.

Usage and technical data

We collect standard server logs (IP address, browser type, pages visited, timestamps) and application error reports (via Sentry) to diagnose issues and improve the service. We do not sell this data.

2. How We Use Your Information

• To provide, operate, and maintain the Scaniam service
• To process subscription payments and manage your plan
• To send transactional emails (account confirmation, billing receipts, support)
• To diagnose errors and improve platform reliability
• To comply with applicable laws and regulations, including GST obligations

We do not use attendee survey data for advertising or share it with third parties outside the sub-processors listed below.

3. Sub-processors & Third-Party Services

We use the following services to operate the platform:

• Google Firebase (Firestore, Authentication, Cloud Functions) - database, authentication, and backend processing. Data is stored in the us-central1 (Iowa, USA) region.
• Netlify - frontend CDN hosting (United States).
• Razorpay - payment processing (India). Governed by Razorpay's own privacy policy and RBI regulations.
• Sentry - application error monitoring. Error payloads are anonymised before transmission; no PII is intentionally sent. When an error happens, Sentry also records a short replay of the screen with all text and typed input hidden.
• Anthropic (Claude AI) - AI features. For the AI event report we send the event's name, city and date, totals and percentages, the most common company names, a few of your questions with their top answer, and up to 50 answers to each open-text question, as typed. Apart from those company names, we never send answers to email or phone questions, or to questions marked as a lead field. On the Enterprise plan: company clean-up sends email domains; lead scoring sends job titles; talking points send a lead's job title, company and up to 8 of their survey answers; building your buyer profile sends your website and any links or documents you add.
• PostHog - product analytics (United States). On attendee and station pages it runs without cookies, records no sessions and receives page addresses without their query strings.
• Google Fonts and Fontshare - web fonts. A visitor's browser loads fonts from these services, which receive its IP address.
• Google Tag Manager and Google Analytics - on our marketing website only (not in the app or on attendee pages).
• Microlink - reads the colors of a website address you enter when you set up your workspace branding.
• YouTube - plays videos added to an event page. Before play, only the video's preview image loads from YouTube; the player loads when the visitor presses play.

4. Data Retention

We keep workspace, event and response data until you ask us to delete it or close your workspace. Cancelling a paid plan never deletes data.

Workspace admins can delete a response, or a lead with all of that person's responses, from the dashboard. To delete your whole workspace, or for an attendee's request, email us at support@scaniam.com. A closed workspace is switched off at once and its data is deleted 30 days later. For an attendee's data, tell us the attendee's email address and the event; we delete it, or make it anonymous, within 30 days. In both cases we keep records the law requires us to keep (for example GST records, kept for 7 years under Indian tax law).

5. Security

All data is transmitted over TLS (HTTPS). Database access is controlled by Firebase Security Rules requiring authenticated session tokens. Your attendee responses, leads and settings cannot be read publicly. What attendees need is public by design: an event's survey or registration page (its questions, branding and prize names) and, if you run a leaderboard game or a booth screen, the players on the leaderboard (first name, their company if you choose to show it, and score), the first names of recent winners with their prize, and answer totals for the questions you chart. Names are public only while the screen shows them: turning the screen off, or removing the leaderboard or winners, takes the names down. Totals with no names (play and win counts, prizes left, answer totals) may stay. Sensitive operations (survey submit, gift redemption, payments) run server-side in Cloud Functions where client code has no direct database access.

Authorised Scaniam staff can open your workspace to provide support, investigate a problem or enforce our Terms.

6. Your Rights

Depending on applicable law, you may have the right to:

• Access the personal data we hold about you
• Correct inaccurate data
• Request deletion of your data
• Export your event and response data (CSV export available in your dashboard)
• Withdraw consent, where processing is based on consent

To exercise these rights, contact us at support@scaniam.com. We will respond within 30 days.

7. Cookies

Signed-in app: your sign-in is kept in your browser's storage. PostHog product analytics use a cookie and browser storage to measure how the app is used, and may record sessions with typed input hidden.

Attendee and station pages: no cookies are used. The attendee's phone keeps, in its browser storage, the answers typed so far (so a reload loses nothing) and a random device key for the event until the survey is submitted. After submitting, it keeps their gift code and a key to reopen their own response. On a Sales Station or Host Station device, a save that could not be sent is kept in that browser's storage until it is sent, for up to 24 hours.

Marketing website: our marketing pages (not the app or attendee pages) use PostHog and may use Google Tag Manager, Google Analytics and advertising tags, which can set cookies.

8. Children's Privacy

Scaniam is intended for business use by adults. We do not knowingly collect data from anyone under 18. If you believe a minor has submitted data through a survey, contact us and we will delete it promptly.

9. International Data Transfers

Our primary database is hosted on Google Cloud in the United States. By using Scaniam, you consent to your data being processed there. Google Firebase complies with applicable international data transfer frameworks.

10. Changes to This Policy

We may update this policy from time to time. We will notify registered users by email if we make material changes. Continued use of the service after changes are posted constitutes acceptance of the updated policy.

11. Contact

For privacy-related queries, contact us at support@scaniam.com.

Red Qub Marketing Services
GSTIN: 19BJNPK5336C1Z4
West Bengal, India