1. Commitment to Data Confidentiality
Scan Services ("we", "our", or "us") operates the website scanservices.co.in and provides enterprise document scanning, OCR conversion, medical record digitization, and archival data management across India.
We recognize that physical documents—including legal case files, financial vouchers, medical records, architectural blueprints, and corporate contracts—contain sensitive, proprietary information. This Privacy Policy details our stringent data governance practices for both website visitors and corporate clients.
2. Strict Non-Disclosure Agreement (NDA)
Prior to accepting or transporting any physical paper records from client premises, Scan Services executes a legally binding Mutual Non-Disclosure Agreement (NDA). Under this agreement:
- Zero Third-Party Sharing: No scanned file, index data, or metadata is disclosed to external third parties.
- Vetted Scanning Staff: All scanning technicians and project managers undergo background verifications and sign individual confidentiality contracts.
- Physical Security: Production scanning centers in Andheri and Fort feature CCTV surveillance, bio-metric access logs, and restricted entry zones.
3. Information We Collect
A. Contact & Quote Enquiries
When you request a volume estimate or submit an inquiry via our forms, we collect personal information such as:
B. Technical Analytics & Cookies
We use cookies and analytical tracking (via Google Tag Manager `AW-11143872130` and Tawk.to live chat widget) to understand visitor traffic, measure page load performance, and enable instant chat assistance. You can disable cookies in your browser settings without affecting site navigation.
4. Physical & Digital Security Safeguards
Scan Services implements multi-layered security controls across the entire document lifecycle:
Secured Transit & Chain of Custody
Physical documents are transported in weather-proof, locked containers with barcode tracking from your location to our scanning hubs in Mumbai.
AES-256 Bit Encryption
All digitized files (PDF, TIFF, JPEG) stored on temporary staging drives during OCR processing are encrypted using AES-256 bit protocols.
Air-Gapped On-Site Mobile Scanning
For clients with strict non-removal mandates, our mobile scanning teams bring production hardware directly to your premises, processing files entirely within your local firewall.
5. Digital Purge & Physical Disposal Protocols
Once digitized output (searchable PDFs/TIFFs) is delivered to the client via encrypted hard drives or secure cloud transfer:
- 30-Day Temporary Staging: We maintain a backup copy for 30 days solely to facilitate secondary quality checks or client re-downloads.
- Automated Permanent Purge: On the 31st day, temporary staging copies are permanently wiped using DoD-standard magnetic/digital overwrite routines.
- Certified Shredding: Upon written request, original paper records can undergo cross-cut industrial shredding with a Certificate of Destruction issued.
6. Privacy Inquiries & Data Rights
You have the right to request access to, correction of, or deletion of your personal contact records stored in our systems. For any privacy-related inquiries, contact our compliance team:
Scan Services Compliance & Privacy Desk
Head Office: 704, Church Road, Marol, Bori Colony, Andheri (East), Mumbai 400059
South Mumbai Hub: 2A - 1st Floor, Jesia House, 137/139 Modi Street, Fort, Mumbai 400001
Phone Hotline: +91-9324304578 / +91-8097277501
Official Privacy Email: info@scanservices.in
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