Privacy Policy

1. Information we collect

Information you provide

• Account details. When you create an account we collect your name, email address, and password (or the identifier returned by a third-party sign-in provider if you choose social login), and any profile details you add such as a photo, organisation name, or contact information.
• Documents and scans. The images, pages, and documents you capture or upload, along with any titles, tags, fields, customers, catalogues, signatures, and notes you attach to them.
• Team and sharing data. Teams you create or join, members you invite, the roles you assign, and the documents or product catalogues you share.
• Support and communications. Information you send us when you contact support or otherwise communicate with us.

Information collected automatically

• Usage and device data. Basic information about how you use the Service and the device and app version you use, which helps us keep the Service secure and working reliably.
• How you found us. If you arrive from a link with campaign tags (for example utm_source) or from another website, your browser keeps that campaign and referring page for the visit, and we store them with your account if you sign up. This is first-party, used only to learn which channels bring customers, and is not shared with advertisers.
• Extracted text. When you scan a document, the Service uses optical character recognition and automatic extraction to read text and identify structured fields, so your scans become searchable and your data can be auto-filled. This extracted text is stored with the corresponding document.

Purchases

You can buy a subscription inside the mobile apps, where the Google Play Store or the Apple App Store processes the payment, or on our website, where our payment partner Razorpay processes it. We receive confirmation of your purchase and subscription status from the store or from Razorpay so we can grant the entitlements you paid for. We do not collect or store your full payment card details. For website payments, Razorpay shares limited details with us, such as the payment method type, the card network and the last four digits, so you can recognise the payment method on your account.

Analytics & cookies

On our public website we can use Google Analytics 4 to understand how visitors find and use our pages (for example, which pages are viewed and whether a visitor starts a sign-up). We only do this if you accept analytics cookies on the cookie banner, which every visitor sees, wherever they are. Until you accept, and if you reject, the Google Analytics script is not loaded, no analytics cookies are set and nothing is sent to Google. If you accept, GA4 sets cookies such as _ga and _ga_* to distinguish visitors; we do not use them for advertising. You can change your choice at any time with the Cookie settings link at the bottom of any page on our website; if you withdraw consent, we stop analytics and remove those cookies. Your choice is stored in your browser and asked again after a year. We do not apply analytics to your in-app dashboard, shared documents, or PDF/share pages, and we do not send your document contents or personal account data to Google. You can also use the Google Analytics Opt-out Browser Add-on.

Separately, when someone opens a catalogue link a seller has shared, we count that view with our own first-party analyticsso the seller can see how their catalogue performs. We store only a daily-rotating, non-reversible hash — never your raw IP address or browser details — plus a coarse device type. These counts are visible only to the catalogue’s owner, are not used for advertising, and cannot be linked across days.

2. How we use your information

• Provide, operate, and maintain the Service and your account.
• Capture, process, store, and sync your documents across your devices and the web.
• Run text and field extraction so your scans are searchable and organised.
• Enable teams, roles, sharing, and collaboration features.
• Process subscriptions and purchases, in the apps and on our website, and apply your entitlements.
• Respond to your requests and provide customer support.
• Protect the Service against fraud, abuse, and security threats, and comply with law.

3. How we share information

We do not sell your personal information. We share information only as needed to run the Service:

• Service providers. We use trusted providers to host and run the Service, including DigitalOcean (the servers and database that run the Service), Amazon Web Services (storage and delivery of your documents and images), Vercel (hosting for our website and web app), Cloudflare (network security and delivery), Google Firebase (sign-in, push notifications, database services, app crash reports and in-app usage analytics), providers that deliver our emails, and automated processing used for text and field extraction. These providers process data on our behalf under appropriate confidentiality and security obligations.
• Analytics.On our website, Google Analytics processes usage data from our public pages only, and only if you accept analytics cookies (see “Analytics & cookies” above); it is not used in the signed-in web app. Versions of our iOS app before 1.5 record in-app usage events (such as which features are used), linked to your account ID, with Google Analytics for Firebase; version 1.5 and later do not record these events, so updating the app stops them. We use these events only to improve ScanPix, and we never sell your data.
• Sellers you order from.If you place an order or enquiry through a catalogue link shared by a ScanPix user (a seller), the details you submit — your name, phone number, the items you chose and any note — are delivered to that seller so they can respond to you. The seller is responsible for how they use your details after that; ScanPix does not use them for marketing and does not sell them.
• Payment processors. The Google Play Store and Apple App Store process purchases made in the apps, and Razorpay processes payments made on our website.
• People you share with. Documents, catalogues, and team content are visible to the team members and recipients you choose to share them with.
• Legal and safety. We may disclose information if required by law or to protect the rights, property, or safety of ScanPix, our users, or others.
• Business transfers. If GTS Infosoft LLP is involved in a merger, acquisition, or sale of assets, information may be transferred as part of that transaction.

4. Data storage and security

Your documents and account data are stored on secured cloud infrastructure and synced so you can access them from your devices and the web. We use industry-standard safeguards, including encryption in transit, to protect your information. No method of transmission or storage is completely secure, so we cannot guarantee absolute security, but we work to protect your data and limit access to it.

5. Data retention and deletion

We keep your information for as long as your account is active or as needed to provide the Service. You can delete individual documents at any time, and you can delete your entire account yourself (see below) or by contacting us at the email below.

Deleting your account

You can permanently delete your account from the web dashboard at Settings → Account → Danger Zone → Delete Account. After you confirm your identity, deletion is immediate — there is no recovery period. The following is permanently deleted:

• All documents, pages, and their stored images and extracted text.
• Catalogues, share links, orders, and quotations — public links stop working.
• Tags, categories, contacts, signatures, letterheads, and settings.
• Your profile details (name, email, phone, photo, sign-in identifiers) and all active sessions on every device.

What we retain: records of past payments and subscriptions are kept as required for legal, tax, and accounting purposes. These records are unlinked from your personal details once your account is deleted. We may also retain information where necessary to comply with legal obligations, resolve disputes, or enforce our agreements.

Store subscriptions: if you subscribed through the Google Play Store or the Apple App Store, deleting your ScanPix account does not cancel that store subscription — please also cancel it in your Google or Apple account settings.

If you own a team with other active members, you must remove the members or transfer ownership before your account can be deleted.

6. Your rights and choices

Depending on where you live, you may have rights to access, correct, export, or delete your personal information, and to object to or restrict certain processing. You can update your profile in the app at any time, and you can exercise these rights by contacting us using the details in the “Contact us” section. You may also manage subscriptions directly through your Google Play or Apple App Store account.

7. Children's privacy

The Service is not directed to children under the age of 13 (or the minimum age required in your jurisdiction), and we do not knowingly collect personal information from them. If you believe a child has provided us with personal information, please contact us and we will take steps to delete it.

8. International users

ScanPix is operated from India. If you use the Service from outside India, your information may be processed and stored in India and in the locations where our service providers operate, which may have different data protection laws than your country.

9. Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will revise the “Last updated” date above. Your continued use of the Service after changes take effect means you accept the updated policy.

10. Contact us

If you have questions about this Privacy Policy or how we handle your information, contact us at:

For grievances or requests concerning your personal data (including under India’s Digital Personal Data Protection Act), write to the same address with the subject “Data Grievance”. We acknowledge grievances promptly and aim to resolve them within the timelines required by applicable law.