1. Who we are
GuestVMS is the visitor management service of Pratt Industries, Inc., 4004 Summit Blvd NE, Suite 1000, Atlanta, GA 30319 (the “Operator”, “we”). This policy explains what we collect when you visit a location, host a visitor, use the GuestVMS web pages or sign up for text alerts.
2. What we collect
About visitors
- Name, company, the person visited, and optionally your email address and mobile number.
- Check-in and check-out times, the entrance used, and the answers you give to site safety and screening questions.
- Your drawn signature when you accept site rules or a confidentiality agreement.
- An optional photo, if the site uses photo badges. It is deleted automatically after 30 days. We do not run face recognition on it.
- If you use “scan ID or business card”, the picture is read once by an AI service in the operator's own AWS account to fill in your name and contact details. The picture and the text read from it are not stored by that step.
- For contractors: company, documents such as insurance and training (with expiry dates), permit and work-order numbers.
- For drivers: carrier, truck or plate details, and parcel details.
- If you use the front-desk intercom, sound and video connect only after you accept. Nothing is recorded.
About hosts and staff
- Name, work email, and optionally mobile number and phone, used to tell you when a visitor arrives and, in an emergency, to reach you.
- Your Microsoft sign-in identity, your role and your notification choices.
- Whether you allowed or denied a visit, and notes you typed.
About text messages
- Your mobile number, your name, the date and the exact wording you agreed to, and records that a message was sent and whether it was delivered or you opted out.
On these web pages
- We use no advertising or analytics trackers and no third-party scripts. Our servers keep ordinary technical logs, such as the page requested and the time.
3. How we use it
- To check you in, tell your host, print your badge and let you check out.
- To keep an accurate list of who is on site, including for evacuations and head counts.
- To send the text messages you signed up for, and to answer questions you send us.
- To produce reports for the organization that runs a site about site traffic and safety. Scheduled reports omit visitor names.
- To protect our sites and systems, and to meet legal obligations.
4. Text messaging and your mobile number
We use mobile numbers only to send the messages described in the SMS Terms. No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties, except the service providers that deliver the messages. Reply STOP to any message to cancel at any time.
5. Who we share information with
We do not sell personal information. We share it only with personnel of the organization that runs the site who need it (for example, the host and the front desk), and with service providers that process it for us under contract, such as Amazon Web Services, which hosts the system, and the providers that deliver email, text and phone messages. We may disclose information if the law requires it or to protect safety, for example to emergency responders during an emergency.
6. How long we keep it
- Visitor photos: 30 days.
- Visit and visitor records, and text message consent records: kept for the period set in the retention schedule of the organization that runs the site, then deleted automatically. The audit log has its own retention.
- Scanned ID and business-card images: not kept.
- Backups expire on a fixed schedule.
7. How we protect it
Data is hosted on Amazon Web Services in the United States, encrypted in transit and at rest, kept separate for each organization, and reachable only by people whose role allows it. Every change is written to an audit log. See Security and privacy. No system is perfectly secure, but we work to keep your information safe.
8. Your choices and rights
You can ask to see, correct, export or delete the information we hold about you, and you can opt out of text messages by replying STOP. Send privacy requests to reply@prattvms.com. We will confirm who you are and reply within a reasonable time. Where state law gives you additional rights we will honor them.
9. Children
GuestVMS is not directed to children under 13 and text alerts are for adults 18 and over.
10. Changes
We will post changes on this page with a new date.
11. Contact
Pratt Industries, Inc., 4004 Summit Blvd NE, Suite 1000, Atlanta, GA 30319. reply@prattvms.com, 470-704-6986.