Check-In App Privacy Policy

This addendum supplements the FormSmarts Privacy Policy and applies specifically to the FormSmarts Check-In iOS application (“the App”). In the event of any conflict between this addendum and the main FormSmarts Privacy Policy, this addendum takes precedence with respect to the App.

Effective date: October 1, 2026

What the App Does

The FormSmarts Check-In App allows FormSmarts customers and their authorized staff to check in guests who have previously registered for an event using a FormSmarts online form. Check-in is performed by scanning a QR code or reference number. The App may also be used to look up a registration by email address or phone number and to view registration details.

Data We Do Not Collect

The App does not collect, store, or transmit any personal data on its own behalf. Specifically:

  • The App does not collect analytics or usage data
  • The App does not use advertising identifiers
  • The App does not track your location
  • The App does not share any information with third parties
  • The App does not create any user profile

Data Accessed During Use

To perform its function, the App accesses registration data stored on FormSmarts servers on behalf of the FormSmarts customer operating the App. This data — such as a guest’s name, email address, or other information they submitted when registering — was collected by the FormSmarts customer through their online form and is governed by that customer’s own privacy policy and by the FormSmarts Privacy Policy.

The App retrieves this data in real time over an encrypted HTTPS connection and does not cache or persist it beyond the active session.

Camera Access

The App requests access to your device’s camera solely to scan QR codes or reference numbers for guest check-in. Camera images are processed entirely on-device and are never transmitted to FormSmarts or any third party.

Authentication

To use the App, operators log in with their FormSmarts user account credentials via a secure web-based authentication flow. The App stores an authentication token on-device using the iOS Keychain, a secure system-provided storage mechanism. This token is used to authenticate requests to FormSmarts servers and is deleted when the user logs out.

Data Retention

The App stores the following information locally on the device:

  • An authentication token in the iOS Keychain (deleted on logout)
  • Your FormSmarts email address (to show it in the app Settings), user ID and permissions
  • The FormSmarts account alias (to pre-fill the login screen)
  • History of scanned Reference Numbers, if allowed by the account administrator
  • The list of registration forms associate with the event
  • Your app settings preferences (such as audio feedback preference)

None of this information is transmitted to FormSmarts or any third party beyond what is necessary to authenticate your session.

Children’s Privacy

The App is intended for use by business operators and event staff. It is not directed at children under the age of 13 and does not knowingly collect information from children.

Contact

For questions about this privacy policy or the App, please contact FormSmarts Support.

Last updated on 2026-10-01