GuestVMS

Security

Security and privacy

Visitor information is personal. GuestVMS is designed to collect little, protect it well and delete it on schedule.

Hosted on Amazon Web Services

  • Runs on managed, serverless AWS services in the United States. There are no servers to maintain at your site.
  • All application data, logs and backups stay in the AWS US East (N. Virginia) region.
  • Point-in-time recovery is on for the database and files are versioned.

Encryption

  • Data is encrypted in transit with HTTPS (HSTS on) and at rest with AWS-managed keys.
  • Visit codes, device tokens and link tokens are stored only as keyed hashes. The clear value is shown once.

Isolation and access

  • Each organization's data is kept separate. An automated suite of cross-organization checks runs on every build to prove one organization cannot see another's.
  • Levels of admin access (platform, organization, group, site). The server enforces scope on every request, not just the screens.
  • Sign-in with Microsoft Entra is available, with automatic deactivation when someone leaves.
  • Kiosks and desk tablets are paired with one-time codes and can be revoked at any time.

Audit log

  • Every change, including role changes, setting changes, exports and privacy requests, is recorded in an audit log that has no edit or delete route.
  • Logs never contain access tokens or contact details.

Data we keep, and for how long

  • Visit records keep what the visitor typed, the host's answer and the check-in and check-out times.
  • Optional visitor photos are deleted automatically after 30 days.
  • A scanned ID or business card is read once to fill in the form. The picture is not stored.
  • No biometric data is created. There is no face recognition of any kind.
  • Retention periods are set per type of data, with a scheduled deletion and tools to find, export or erase a person's data on request.

Browser protections

  • A strict content security policy with no inline scripts or styles, HSTS, frame blocking and a locked-down permissions policy.
  • Built to WCAG 2.1 AA and checked in every build.

Responsible AI

  • Every AI output is text a person reads, edits or approves. The model has no tool that changes data.
  • AI features are switched off until a site enables them.

Read the full Privacy Policy. Questions about security? See the contact page.