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ScanPrint

Privacy Policy

Last updated: October 2026

1. Who we are

ScanPrint is a QR based document upload service that connects customers with local print shops. This policy explains what data we collect, why we collect it, and how we protect it.

2. Data we collect

Customers (people uploading documents)

  • › The document file you upload
  • › Your name and phone number, only if you choose to give them
  • › If you send files on WhatsApp: your WhatsApp number and profile name, which are saved with your job as your name and phone number, and your conversation with ScanPrint (the shop you chose and your print settings), which we delete 24 hours after your last message
  • › Your print options (colour, copies, paper size, sides, page range, binding, lamination)
  • › When you submitted the job, its progress, and whether the shop has opened or downloaded your document

Shop owners and staff

  • › The owner's email address and password (stored only as a secure hash, never in plain text)
  • › Shop name, URL slug, and location, including the shop's exact position, which is shown on the public shop finder map once the owner has verified their email
  • › Names and passwords (also hashed) for staff accounts the owner creates
  • › Which account accepted, printed, or completed each job

Everyone who visits

  • › Your IP address and, when you sign in, sign up or reset a password, your email address. We use these to block abuse such as repeated attempts, and keep them for up to about two hours
  • › Usage data collected by Google Analytics: the pages you visit (the page itself, never the private codes in links such as password resets), your device and browser type, and your approximate location
  • › On public pages only (the home page, the shop finder, the app's home, scan and convert screens, and these policies), data collected by the Meta Pixel: that you visited, your device and browser, and Meta's cookies, which can link the visit to a Facebook or Instagram account
  • › If you press “Shops near me” on the shop finder, your browser gives that page your location so it can sort shops by distance. This happens on your device only: your location is never sent to or stored by ScanPrint

3. How we use your data

  • › To send your document to the print shop you chose
  • › To let the shop identify and manage your print job
  • › To show you live status updates while you wait
  • › If you gave a phone number, to text you when your document is ready or can't be printed (where text alerts are available)
  • › To send shop owners account emails, such as email verification and password resets
  • › To see how the site is used, through Google Analytics, so we can improve it
  • › To measure our Facebook and Instagram ads, through the Meta Pixel on public pages only. It never runs on a shop's upload page, sign-in pages, the dashboard or your history, so it never sees your documents, name or phone number
  • › We do not sell your data

4. File storage and automatic deletion

Uploaded files are stored on Vercel Blob, a cloud storage service. Files uploaded before we moved to Vercel Blob were stored on Cloudinary. If you upload a file a web browser can't display (Word, PowerPoint, Excel, or an iPhone photo), we also store a PDF copy of it so the shop can see it without downloading it; that copy is deleted together with your file, on the same schedule.

  • › Your file is deleted as soon as the shop rejects the job, or as soon as you delete it yourself
  • › Otherwise it is deleted automatically after the job expires, 24 hours after you upload it. The shop can extend this a day at a time if it needs longer. Our cleanup runs once a day, so a file can remain for up to a day after the job expires
  • › The job record (your name and phone number, the file name, your options and the job status) is deleted automatically two days after the job expires
  • › Shops keep daily print counts for their records. These contain no customer details

5. Data sharing

We do not sell your personal data. We share it only with:

  • › The print shop you uploaded to, which sees your file, your name and phone number (if given), and your print options. The shop views and prints your file only in the ScanPrint app, which blocks screenshots; it can download a copy to its own computer (as it is, or as a Word file to correct a mistake) only if you allow it, and only for an hour
  • › Vercel, which hosts ScanPrint and stores uploaded files
  • › MongoDB Atlas, which hosts the database of jobs, shops and accounts
  • › CloudConvert, which turns a file a browser can't display into a PDF when you upload it. CloudConvert processes the file only to convert it, and we delete it from CloudConvert as soon as the conversion is done
  • › Our SMS provider, which receives your phone number and a short message about your job, if you gave a number and text alerts are available
  • › WhatsApp (Meta), if you send your files on WhatsApp: your messages and files travel through WhatsApp, under WhatsApp's own terms and privacy policy, and our replies to you are sent through it
  • › Our email provider, which sends account emails to shop owners
  • › Google Analytics, which receives the usage data described above
  • › Meta (Facebook and Instagram), which receives the Meta Pixel data described above
  • › OpenStreetMap, which supplies the map images on the shop finder and Setup pages, and so receives your IP address and the area of the map you look at. When a shop owner places their shop's pin, it also receives any place they search for and the pin's position, to show the address nearby
  • › Your browser's push service (Google, Mozilla, Apple or Microsoft, depending on your browser), if you turn on notifications. It delivers our notifications to your phone, encrypted so it cannot read them. The link to your device is deleted along with your job

6. Your rights

  • › Delete: You can delete your document from the status page while it is waiting for approval, and again once it has been printed. On WhatsApp, send DELETE to do the same
  • › Access: You can see the status of your job on the page shown after you upload
  • › Downloads: The shop has to ask before it can download your document, for example to edit it. You're asked on your upload page, and by WhatsApp or text message with a private link if you gave a number. If you allow it, the shop can download it for one hour, and you can take the permission back before then. We show you when the shop has downloaded it
  • › Shop owners: You can permanently delete your account, shop, staff accounts and all related data from the Setup page
  • › Automatic deletion: Files and job records are removed on the schedule in section 4, even if you do nothing

7. Cookies and storage on your device

  • › Sign-in cookies: Shop owners and staff who sign in get secure session cookies that keep them signed in
  • › Analytics cookies: Google Analytics sets cookies to count visits and tell new visitors from returning ones
  • › Advertising cookies: On public pages, the Meta Pixel sets cookies so Meta can count visits that came from our ads
  • › Your browser's storage: The upload page keeps your recent jobs and your light or dark mode choice in your browser, so your status page still works if you reload. This stays on your device
  • › Notifications: If you tap “Notify me on this phone”, your browser installs a small ScanPrint service worker that only shows our notifications. You can turn notifications off at any time in your browser's settings

8. Security

Passwords are hashed using bcrypt before storage. All connections are encrypted via HTTPS. We follow standard security practices to prevent unauthorised access to your data.

9. Contact

If you have questions about this policy or your data, please speak to the print shop you submitted your job to, or contact the ScanPrint administrator.