Terms of service
Version 2026-08-01.
What you accept at signup
I confirm I am responsible for informing every worker on my sites that their location, working hours and photograph are recorded for payroll and site safety purposes, and for obtaining any consent this requires.
Who is responsible for what
Scan2Site provides the software. You are the employer, and under the Protection of Personal Information Act you are the responsible party for the personal information of your workers. We process it on your instruction and for no other purpose.
Telling your workers that they are being tracked for payroll — before they scan, not after — is your obligation, not ours. The gate shows every worker a plain-language notice and records their agreement, but that supports your duty; it does not replace it.
What we do with the data
Working hours, locations and photographs are stored so that you can run payroll and demonstrate site attendance. We do not sell it, share it with third parties, or use it to train anything.
Photographs are held in private storage and destroyed automatically at the end of the retention period you set — 90 days unless you change it. Hours are kept, because they are your payroll record.
A worker may ask you to delete their photographs at any time, and you can do so from the Workers screen without affecting their pay record.
Accuracy and payroll
The figures Scan2Site produces are derived from scans and from the rates you configure. Checking that those rates match your workers’ contracts and any bargaining council agreement is your responsibility, and so is the final payroll you run from them.
Corrections are always attributable: every manual change keeps a record of who made it, when, and what the values were before.
Availability
The gate is built to keep working when the network does not — scans are queued on the device and reconciled later. We cannot guarantee uninterrupted service, and you should keep a means of recording attendance by hand for the days nothing works.