Privacy Policy & GDPR Notice (Public Website Only)

Last updated: 2026-02-02

1. Scope of This Policy

This Privacy Policy applies only to the public-facing pages of our website (including the homepage).

Authenticated areas of our platform (pages accessed after login) are not tracked, monitored, or used for marketing or analytics, in order to comply with HIPAA and other healthcare privacy requirements.

2. Who We Are

Check In Systems Inc. (“we,” “us,” or “our”) provides electronic check-in and visitor management software for healthcare and professional environments.

Contact: Email: support@ checkinsystems.com
Company: Check In Systems Inc.
Hosting: DigitalOcean (United States)

3. Information Collected on Public Pages

On our public website only, we may collect limited information:

Automatically collected information:

• IP address
• Browser and device type
• Pages visited and referral source

General interaction and usage data

This information is collected using cookies or similar technologies.

4. Marketing & Analytics Tools

We use the following tools only on public-facing pages of our website:

• Adobe Launch – tag management and analytics deployment
• Flashlights – marketing and campaign tracking

These tools may process:

• IP address
• Device identifiers
• Page views and interaction events

These tools are never used on logged-in areas of the platform.

5. No Tracking in HIPAA-Covered Areas

Once a user logs in:

• No analytics, marketing, or tracking tags are executed
• No third-party marketing tools are loaded
• No cookies are used for advertising or behavioral tracking

Protected Health Information (PHI) is never used for marketing, analytics, or tracking purposes.

6. Legal Basis for Processing (GDPR)

For visitors in the European Economic Area (EEA), our legal basis for processing public-page data includes:

• Consent (marketing and analytics cookies)
• Legitimate interests (security and basic website performance)

Where required, cookies are deployed only after consent is provided.

7. Cookies

We use cookies on public pages only: Essential cookies – required for basic website functionality Analytics cookies – to understand website usage Marketing cookies – to evaluate campaign performance You may manage or withdraw cookie consent at any time via your browser settings or cookie banner.

8. Data Sharing

We do not sell personal data. Limited data collected on public pages may be shared with: Analytics and marketing service providers Hosting and infrastructure providers Legal or regulatory authorities if required All vendors are required to safeguard data and use it only for authorized purposes.

9. International Data Transfers

Public website data may be processed or stored in the United States. Where required by law, appropriate safeguards are used to protect personal data.

10. Data Retention

Data collected on public pages is retained only as long as necessary for:

• Website performance analysis
• Marketing campaign evaluation
• Legal and security obligations

11. Your Rights (GDPR)

If you are located in the EEA or UK, you have the right to:

• Access your personal data
• Request correction or deletion
• Object to or restrict processing
• Withdraw consent at any time
• File a complaint with a supervisory authority
• Requests can be made by contacting us using the information above.

12. Security

We implement reasonable technical and organizational measures to protect information collected on public pages.

13. Changes to This Policy

We may update this notice from time to time. Updates will be posted on this page with a revised “Last updated” date.

14. Contact

For privacy questions or requests:
Email: support@ checkinsystems.com