Privacy Policy

Last Updated: January 31, 2026

1. Introduction

SentraCheck ("we," "our," or "us") provides AI-powered document scanning services for PII detection and ADA accessibility compliance. We offer a 3-month pilot program ($99/month) for organizations to evaluate our services through May 1st, 2026. Standard pricing begins May 1st, 2026. This Privacy Policy explains how we collect, use, and protect information when you use our services.

By using SentraCheck or participating in our pilot program, you agree to the collection and use of information in accordance with this policy.

2. Information We Do NOT Collect

Unlike many SaaS providers, we deliberately minimize data collection:

• Document Contents: We do not store, retain, or archive any documents you upload for scanning. All documents are processed in memory and permanently deleted immediately after analysis is complete.
• PII Found in Documents: The personally identifiable information detected during scans (Social Security numbers, dates of birth, addresses, etc.) is never stored in our systems. Results are delivered to you in real-time and not retained.
• Document Copies: We do not create backups, copies, or archives of your uploaded files.

3. Information We DO Collect

3.1 Account Information

When you create an account, we collect:

• Name and job title
• Email address
• Organization name
• Organization type (for pilot program eligibility)

3.2 Usage Data

We collect anonymized, aggregate usage statistics:

• Number of documents scanned (not the documents themselves)
• Types of issues detected (aggregate counts only)
• Feature usage patterns
• Service performance metrics

3.3 Technical Data

We automatically collect:

• IP address
• Browser type and version
• Device information
• Access times and dates

4. How We Use Your Information

We use the information we collect to:

• Provide and maintain our document scanning services
• Process pilot program applications and onboarding
• Send important service notifications
• Provide customer support (including 24-hour email response)
• Improve our services and develop new features
• Comply with legal obligations

5. Pilot Program Publicity

We will not use your organization's name, logo, or participation for marketing purposes without your explicit written consent.

What we will NOT do without your consent:

• List your organization as a pilot program participant
• Display your organization's name or logo in marketing materials
• Reference your participation in case studies or promotional content
• Share specific documents, scan results, or confidential information
• Imply official endorsement without explicit written approval

If you wish to be featured as a pilot participant or provide a testimonial, please contact marketing@sentracheck.com. You may revoke consent at any time by emailing privacy@sentracheck.com.

6. Data Security

We implement industry-standard security measures:

• Encryption in Transit: All data transmitted to and from our services uses TLS 1.3 encryption.
• Encryption at Rest: Account data is encrypted using AES-256 encryption.
• Secure Processing: Document analysis occurs in isolated, ephemeral processing environments.
• Access Controls: Strict role-based access controls limit employee access to customer data.
• Regular Audits: We conduct regular security assessments and penetration testing.

7. Data Retention

Account Data: Retained for the duration of your pilot program participation plus 30 days after account closure.

Usage Logs: Anonymized usage statistics retained for up to 2 years for service improvement.

8. Data Sharing

We do not sell, trade, or rent your personal information. We may share data only in these circumstances:

• Service Providers: With trusted third parties who assist in operating our service (hosting providers) under strict confidentiality agreements.
• Legal Requirements: When required by law, subpoena, or court order.
• Business Transfers: In connection with a merger, acquisition, or sale of assets, with notice to affected users.

9. Your Rights

Depending on your jurisdiction, you may have the right to:

• Access: Request a copy of personal data we hold about you.
• Correction: Request correction of inaccurate personal data.
• Deletion: Request deletion of your account and associated data.
• Portability: Receive your data in a structured, machine-readable format.
• Objection: Object to certain processing of your data.

To exercise these rights, contact us at privacy@sentracheck.com.

10. California Privacy Rights (CCPA/CPRA)

California residents have additional rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA):

• Right to know what personal information is collected
• Right to delete personal information
• Right to opt-out of the sale of personal information (we do not sell personal information)
• Right to non-discrimination for exercising privacy rights
• Right to correct inaccurate personal information
• Right to limit use of sensitive personal information

11. Pilot Program Participants

For organizations participating in our pilot program:

• Our services are designed to help organizations comply with privacy and accessibility requirements.
• We can execute Data Processing Agreements (DPAs) as needed.
• We support compliance with NIST 800-122 and other applicable security frameworks.
• Pilot program participants receive comprehensive documentation and standard operating procedures.

12. Cookies and Tracking

We use essential cookies necessary for the service to function. We do not use third-party advertising or tracking cookies. You can configure your browser to refuse cookies, but this may affect service functionality.

13. Children's Privacy

Our services are not directed to individuals under 18. We do not knowingly collect information from children. If we become aware that we have collected data from a child, we will delete it promptly.

14. International Data Transfers

Our services are hosted in the United States. If you access our services from outside the U.S., your information may be transferred to and processed in the U.S., which may have different data protection laws than your jurisdiction.

15. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of material changes by posting the new policy on this page and updating the "Last Updated" date. Continued use after changes constitutes acceptance of the revised policy.

16. Contact Us

For privacy-related questions or to exercise your rights:

Email: privacy@sentracheck.com
Mail: SentraCheck, Attn: Privacy Officer