Privacy Policy and Cookies
Last Updated: 2026/07/03
Introduction
Patrollo (“Company,” “we,” “our,” “us”) respects your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our web application, mobile scanning interface, and related services (the “Service”), including the physical installation of scanning tags.
Please read this privacy policy carefully. If you do not agree with the terms of this privacy policy, please do not access the Service.
Who This Applies To
This policy applies to three types of users:
Account Holders: The security companies or facility managers who sign up for a subscription.
Personnel: The security guards and employees who use the mobile interface to scan tags during patrols.
Clients: The end-clients who receive reports via email or the login portal.
Data Controller and Processor Roles: For the purposes of applicable privacy law (including GDPR and CCPA), Account Holders are the data controllers for their Personnel’s data. The Account Holder decides which personnel use the system, what usernames are assigned, and which checkpoints are monitored. Patrollo acts as the data processor — we store and process that data solely on the Account Holder’s behalf and under their direction. Patrollo does not independently determine the purpose or means of processing Personnel data. If you are Personnel and have questions about how your data is used, you should contact your employer (the Account Holder) directly.
Information We Collect
We collect information in the following categories:
Account Information (Account Holders)
When you register, we collect:
Business Details: Company name, facility address, billing address.
Contact Information: Name, email address, phone number of the account administrator.
Payment Information: We collect payment details (credit card info, billing address) but this is processed and stored by our third-party payment processors. We do not store full credit card numbers on our servers.
Personnel Data (Security Guards)
To ensure the functionality of the patrol reporting system, we collect:
Name and Identifier: The username or employee ID assigned to the guard by the Account Holder. Patrollo does not independently determine the identity of personnel; the Account Holder controls how personnel are identified within the system.
Scan Data: Timestamp logs of when a guard scanned a Tag and which Tag was scanned. Each Tag is assigned a fixed location name (e.g., “Lobby,” “Gate B”) at installation time by the Account Holder. The Tag itself contains no live GPS signal — it stores only a static identifier linked to that pre-configured location name. This data constitutes indirect location data in that it records which physical checkpoint was visited and when, tied to the guard’s assigned username.
Device Geolocation (if enabled): If your device’s browser or operating system grants location permission, a GPS coordinate from the guard’s phone may be captured at the time of scan. This permission is controlled by the device and the Account Holder’s configuration, not by Patrollo. If captured, this coordinate is stored as part of the scan log.
Mobile Data: Device type and operating system may be logged to ensure compatibility.
Client Data
If you invite clients to view reports, we collect:
Contact Information: Client name and email address (to send login credentials or reports).
Technical Data (All Users)
Log Data: IP address, browser type, pages visited, time and date of access.
Cookies: As described in Section 7.
How We Use Your Information
We use the information we collect to:
Provide the Service: Track patrol scans, generate accurate reports, and send those reports to clients.
Verify Patrol Completion: Confirm to your clients that specific locations were checked at specific times by specific personnel.
Report Generation and Distribution: We use scan data — including personnel usernames and timestamps — to generate PDF patrol reports on behalf of Account Holders. Generated PDFs are stored on our secure servers and made accessible to the Account Holder through their password-protected portal. Account Holders may download these PDFs and share them with their clients at their discretion. Patrollo does not independently distribute PDF reports to third parties; the Account Holder controls who receives them.
Maintain Security: Ensure unauthorized personnel are not accessing the system.
Billing: Process subscriptions and send invoices.
Improve the Service: Analyze how the Service is used to fix bugs and improve user experience.
Communicate: Send you updates, security alerts, and support messages.
How We Share Your Information
We do not sell your personal information. We share data only in the following specific situations:
With Your Clients: If you generate a report for a client, that client will see the scan data (e.g., “Guard John Doe checked Lobby at 10:02 PM”).
Service Providers: We engage the following third-party companies to perform specific functions on our behalf. Each provider has access only to the information necessary for their function and is bound by confidentiality obligations.
Payment Processing — Stripe: Billing information (credit card details, billing address) is collected and processed by Stripe, Inc. Patrollo does not store full payment card numbers on its servers. Stripe’s privacy policy is available at stripe.com/privacy.
Web Hosting & Infrastructure — DigitalOcean: The Patrollo web application and database are hosted on DigitalOcean, LLC servers located in the United States. DigitalOcean stores the data that Patrollo’s application writes to it, including scan logs, account information, and generated PDF reports. DigitalOcean’s privacy policy is available at digitalocean.com/legal/privacy-policy.
Email Delivery — DreamHost: Transactional and notification emails (account alerts, report notifications, support messages) are sent via DreamHost, LLC. DreamHost may process your email address and the content of messages sent on your behalf. DreamHost’s privacy policy is available at dreamhost.com/legal/privacy-policy.
Legal Requirements: We may disclose information if required to do so by law or in response to valid requests by public authorities.
Data Storage and Retention
Physical Tags: The tags installed at your facility do not store or transmit personal data; they simply provide a unique location identifier when scanned.
How Records Are Created: When Personnel scan a Tag, a record is written directly to Patrollo’s application database at the moment of scan. This record contains the personnel username, the Tag’s pre-configured location name, and the timestamp. No data is routed through a third-party system before being stored — the scan goes directly from the device to Patrollo’s server.
Data Storage: Your data is stored on secure servers in the United States. The application database is hosted on the same server infrastructure as the Patrollo web application. Account Holders can access their scan records and generated PDF reports through the Patrollo portal, and may download those reports at any time. Data does not leave Patrollo’s servers unless the Account Holder downloads a report or explicitly shares access with a client.
Retention: We retain your account information for as long as your account is active. Scan logs are retained to provide historical reporting. If you terminate your account, we will delete your data within 60 days, unless we are legally obligated to retain it.
Cookies and Tracking Technologies
We use cookies and similar tracking technologies to track activity on our Service and hold certain information.
What are Cookies? Cookies are small data files sent to your browser from a website and stored on your device.
How We Use Cookies:
Essential Cookies: Required for you to log in, navigate the dashboard, and use the Service. If you disable these, the Service will not function.
Preference Cookies: Remember your settings and preferences.
Analytics Cookies: Help us understand how users interact with the dashboard (e.g., Google Analytics) so we can improve it. These do not track your guards’ scan locations.
Managing Cookies: You can set your browser to refuse all or some browser cookies. However, if you disable essential cookies, you may not be able to access the administrative portions of the Service.
Security of Your Information
We use administrative, technical, and physical security measures to protect your personal information.
Access Control: Only authorized personnel have access to scan logs.
Encryption: Data transmitted between your browser and our servers is encrypted using SSL/TLS.
Physical Tags: The tags are mounted securely; however, the physical security of the tags (preventing tampering) is the responsibility of the facility.
While we have taken reasonable steps to secure the information you provide to us, please be aware that despite our efforts, no security measures are perfect or impenetrable, and no method of data transmission can be guaranteed against any interception or other type of misuse.
Your Rights and Choices
Depending on your location (e.g., if you are in the EU/UK), you may have the following rights regarding your personal information:
Access: Request a copy of the data we hold about you.
Rectification: Correct inaccurate data.
Erasure: Request deletion of your data (subject to legal holds, e.g., we may need to keep billing records).
Objection: Object to how we process your data.
To exercise these rights, please contact us at info@patrollo.3bsystems.com.
California Residents — Your CCPA/CPRA Rights
If you are a California resident, the California Consumer Privacy Act (CCPA), as amended by the California Privacy Rights Act (CPRA), grants you the following rights:
Right to Know: You may request that we disclose the categories and specific pieces of personal information we have collected about you, the categories of sources from which it was collected, the purposes for which it is used, and the categories of third parties with whom it is shared.
Right to Delete: You may request deletion of personal information we have collected from you, subject to certain exceptions (e.g., information we are legally required to retain, such as billing records).
Right to Correct: You may request that we correct inaccurate personal information we hold about you.
Right to Opt-Out of Sale or Sharing: We do not sell your personal information, and we do not share your personal information with third parties for cross-context behavioral advertising. You do not need to opt out.
Right to Limit Use of Sensitive Personal Information: To the extent we collect sensitive personal information (such as precise geolocation from your device, if permitted), you may request that we limit its use to what is necessary to provide the Service.
Right to Non-Discrimination: We will not discriminate against you for exercising any of your CCPA/CPRA rights. We will not deny you the Service, charge you different prices, or provide a lower quality of service because you exercised a right under this section.
How to Submit a Request: To exercise any of the above rights, contact us at info@patrollo.3bsystems.com with the subject line “California Privacy Request.” We will respond within 45 days. We may need to verify your identity before processing your request.
Authorized Agent: You may designate an authorized agent to submit a request on your behalf. We may require written proof of the agent’s authorization and may verify your identity directly.
Note for Account Holders: If you are an Account Holder (security company or facility manager), your security personnel’s data is processed on your behalf. Personnel wishing to exercise their rights should contact you as the data controller; you may then relay verified requests to us.
Children’s Privacy
Our Service is not intended for anyone under the age of 18. We do not knowingly collect personally identifiable information from minors.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new policy on this page and updating the “Last Updated” date. If the changes are significant, we may provide a more prominent notice (such as an email).
Contact Us
If you have questions about this Privacy Policy, please contact us:
Email: info@patrollo.3bsystems.com