Privacy Policy

The two ways we handle data

Our website and sales process (nXio as controller). When you fill out a form on this site we collect what you type — name, company, email, phone, and your message — and use it only to respond and to set up your service. We don't sell it, share it with advertisers, or add you to third-party lists.

The Docent service (nXio as processor). When a company uses Docent to manage its visitors, that company is the controller of its visitor records — names, emails, companies, host selections, check-in times, and, where the customer enables those features, badge photos, ID-document captures, signed agreements, and screening results. We process that data solely to provide the service, under the customer's configuration and instructions. Questions about a specific visit belong to the company you visited; we support their responses.

Retention and deletion

Customers control their own retention windows, and Docent enforces them automatically — ID-document images are kept on a short fixed window (30 days), and each customer can set how long visit records live. Customers can also permanently erase an individual visitor's data on request (a right-to-erasure tool is built into the product). When a customer leaves the service, their data is deleted on request.

Cookies and site analytics

On our public marketing site we use a small number of cookies, described below. We never sell or share your data with data brokers, and non-essential cookies are set only after you Accept on the cookie notice — if you Decline, or have not chosen, none of the analytics cookies below are set.

• A signed session cookie that keeps signed-in dashboard users logged in (strictly necessary — set without consent, exempt).
• A first-party analytics identifier on our public marketing site. It is a random, opaque id — it holds no name, email, or other personal detail — that lets us understand how visitors move through the site (for example, which pages someone views before getting in touch) so we can improve the site and measure the effectiveness of our own advertising. We keep this to ourselves; it is not shared with advertising or analytics vendors. You can clear or block it at any time in your browser settings.
• Google Analytics (Google LLC), a third-party analytics service. When you Accept, we load Google Analytics 4 to measure aggregate site usage — pages viewed, general location (country/region, not precise), device and referral source — so we can see what is working and improve the site. It sets Google’s own cookies (for example _ga and _ga_<id>) to tell visits apart, and IP addresses are anonymized. Until you Accept it runs in a consent-denied mode that sets no cookies; if you Decline it is not loaded with storage at all. We do not use it to advertise to you across other sites. Google processes this data as described in its privacy policy; you can opt out for all sites with Google’s opt-out browser add-on, and you can withdraw consent here at any time by choosing Decline on the cookie notice or clearing the cookies in your browser.

Where data lives and who touches it

Docent runs on Microsoft Azure in the United States. Subprocessors are limited to the infrastructure and integrations that make the product work: Microsoft (hosting, email delivery, and — when a customer connects Microsoft 365 — directory, mail, and Teams notifications inside that customer's own tenant), Slack (only when a customer connects their workspace), Ruckus and Ubiquiti (only for guest Wi-Fi passes), and the U.S. Government's Consolidated Screening List API (name checks, only when a customer enables watchlist screening). On our public contact and sign-up forms we use Cloudflare Turnstile to block spam and automated abuse — a privacy-preserving check that does not track you across sites or set advertising cookies. On our public marketing site, and only after a visitor Accepts the cookie notice, we also use Google Analytics (Google LLC) to measure aggregate site usage, as described above. We do not use advertising or analytics vendors anywhere inside the product a customer’s visitors use (kiosks, invitations, dashboards).

Security

Data is encrypted in transit (TLS) and at rest, access is role-based and logged (every administrative change lands in a per-organization audit log), secrets live in a managed key vault, and kiosk endpoints are rate-limited with automatic lockouts. Report a security concern to sales@docentvms.com and it goes to the people who built the system.

Your rights

Wherever you are, you can ask us what we hold about you, ask for a copy, ask us to correct it, or ask us to delete it: sales@docentvms.com or 913.754.8120. If your request concerns a visit to one of our customers' sites, we'll route it to that customer and help them complete it. Docent is a workplace product and isn't directed at children.

Changes

If this policy changes materially we'll note the new effective date here and tell active customers directly.