Privacy Policy

1. Who operates ScanToVault

ScanToVault is a product of The Collective Trading Co. References to “ScanToVault,” “we,” “us,” or “our” in this policy refer to the ScanToVault product operated by The Collective Trading Co.

2. Information we collect

Beta applications

When you apply for beta access, we collect the information you submit, which may include your name, email address, shop or company name, intended use case, signup timestamp, source or campaign information, and beta review status.

Approved beta use

If you are approved for product access, ScanToVault may process account and workspace information, card images, card-identification data, inventory records, batch state, corrections, usage activity, support reports, and operational audit information needed to provide and secure the service.

Technical information

Our hosting and application infrastructure may create normal server logs such as request timestamps, IP addresses, browser or device information, error details, and security events.

3. How we use information

• Review beta applications and manage invitations and product access.
• Provide scanner intake, identification review, durable batches, and inventory functions.
• Maintain security, reliability, troubleshooting, auditability, and abuse prevention.
• Respond to support, privacy, and product questions.
• Improve ScanToVault based on beta use and feedback.
• Meet legal, accounting, security, or compliance obligations when applicable.

4. Cookies and analytics

The current public beta-recruitment site does not intentionally use advertising cookies or a non-essential analytics stack. Normal hosting and security mechanisms may still use technical information required to operate the service. If we introduce non-essential analytics, advertising technologies, or other cookies that require notice or consent, we will update this policy and the site controls before relying on them.

5. Service providers and third-party services

We use infrastructure and service providers to host, secure, operate, and communicate about ScanToVault. Approved product features may also connect to third-party services at a user’s direction. Those third parties may process information under their own terms and privacy policies. We do not ask beta applicants to provide third-party marketplace passwords through the public website.

6. Data retention

We retain beta-application and product information for as long as reasonably needed to administer the beta, operate the service, maintain security and audit records, resolve disputes, and meet legal obligations. Retention periods may vary by record type and may change as the beta matures.

7. Security

We use administrative and technical safeguards intended to protect ScanToVault information. No online service can guarantee absolute security, so beta users should avoid uploading information that is not needed for the card-inventory workflow.

8. Your choices

You may ask us to review, correct, or delete beta-application information, subject to records we must retain for security, audit, legal, or operational reasons. Approved beta users may also have product controls for correcting inventory information. See the Contact page for the current support path.

9. Children

The private beta is intended for adults or users participating with the involvement and permission of a parent or legal guardian where required. Do not submit a beta application on behalf of a minor without appropriate authorization.

10. Changes to this policy

ScanToVault is in beta and its workflows will change. We may update this policy as the product, service providers, or legal requirements change. The “Last updated” date above will identify the current version.