Privacy notice

Last updated 4 October 2026

This notice explains what happens to your information when you sign up after scanning an event QR code, when you receive emails afterwards, and when you use the Kinetiq console as a member of an organization.

Who is responsible

The organization that ran the event or activation decides why your information is collected and how it is used. It is the controller of your information. Kinetiq is the software that organization uses, and it processes your information on the organization's behalf and on its instructions.

What is collected when you sign up at a scan

Opening the scan page does not create a record of you. A scan is recorded only when you submit the form.

• Your email address. Your profile holds an encrypted copy of it and a keyed hash used to recognize you when you scan again. The address also travels in the messages queued for the organization's own systems (see below) and in a copy of your information prepared at your request. The application never writes it to its logs.
• Your first name, last name or postal code, only if the activation asks for them and you fill them in.
• Your choices. That you agreed to the consent wording shown, kept with that exact wording and its policy version; that you confirmed you are 18 or older; and whether you asked not to have your personal information sold or shared. A Global Privacy Control signal sent by your browser counts as that request.
• About the scan. When it happened, which QR code and placement you scanned, and two coarse signals: whether your device is a phone, a computer or something else, and your preferred language (for example “fr”). The application does not store or log your full browser identification string.
• Your IP address and a random device identifier. They are used to ignore accidental repeat scans and to flag unusual bursts of scans. The application stores them on the scan record only, does not log them, and does not show them in the console or send them to other systems.
• Offers. If an offer is issued to you, when it was issued and whether and when it was redeemed.

The organization can also add records from its own systems, such as a purchase, a ticket or a sign-up, and link them to you by your email address.

The hosting provider's access logs may record your IP address and browser type for security and operations.

Emails you receive

• A welcome email after you sign up, at most one a day, with a link to your privacy preferences.
• An offer email, only when the activation offers one by email, you agreed to hear from that sponsor, and you have not opted out of sale or sharing.

Every email carries a link to your privacy preferences. Each new email's link replaces the one before it, so use the link in your most recent email. The emails contain only the event, sponsor and offer details set by the organization.

Who sees your information

• The organization's staff, in its console. Your email address and details are shown only to roles allowed to see personal information.
• Sponsors. A sponsor whose activation you signed up at sees your email address and the details its activations asked for, as long as you have not opted out of sale or sharing and have not withdrawn your consent for that sponsor.
• The organization's own systems, if it has connected them. They receive events about scans, offers and your privacy choices. Your email address and details are included only if you have not opted out of sale or sharing.
• Service providers. The service runs on its operator's hosting provider, which stores the information, and emails are sent through the operator's email delivery service.

How long it is kept

The organization sets a retention period between 30 days and 10 years (two years unless it changes it). When no activity has been recorded for you for that long, meaning no scan and no other interaction the organization recorded for you through its own systems, your profile is erased automatically. Purchases, tickets and sign-ups on their own do not reset that clock. Records of offers and outcomes older than that period are deleted.

When your profile is erased, the encrypted email address and its hash, your name, postal code, consent records and preference link are removed for good. Stored messages about you for the organization's own systems are stripped of your email address and details, and those not yet sent are never sent, except a message already being delivered at that moment. A copy of your information prepared at your request is replaced by a note that it was erased.

What remains has no email address attached:

• records of when and where each scan happened: the time, QR code and placement, device type, language and whether your browser sent a Global Privacy Control signal, linked to each other by a random key so that you are counted once, but without your IP address or device identifier;
• any extra details the organization attached to records it added from its own systems;
• records of outcomes (type, value and which activation they are credited to) and of offers issued and redeemed;
• whether you had opted out of sale or sharing;
• the keyed hash of the email address on any privacy request you made, as the record that it was handled.

If the organization has connected its own systems, they are told that your profile was erased, by its identifier. Information they had already received is held by the organization.

Short-lived records used to stop abuse, which can hold your IP address or device identifier, expire within a day.

Your choices

• The privacy preferences link in your emails opens a page where you can opt out of sale or sharing (and opt back in), stop marketing from every sponsor, or withdraw your consent for one sponsor. Withdrawing for a sponsor removes you from that sponsor's list at once. A withdrawal holds until you sign up again: a later scan where you agree to the consent wording records a new consent.
• To get a copy of your information, correct your email address, or have your information erased, contact the organization that ran the event. It can record your request in its console and carry it out there.

Cookies and local storage

• The scan, offer and preference pages and this notice set no cookies, and use no tracking or advertising cookies.
• The scan page keeps the random device identifier described above in your browser's local storage, so a repeat scan from the same browser can be recognized as a duplicate.
• Console members get a session cookie that keeps them signed in. It cannot be read by page scripts, and it ends after 12 hours, or after 60 minutes without activity. Signing in with single sign-on also sets a cookie that lasts at most 10 minutes. The console remembers your light or dark theme choice in local storage.

If you use the console

The service keeps your email address, a hash of your password if you sign in with one (never the password itself), when you last signed in, and your sessions. The actions you take in the console are recorded in the organization's audit trail; your sign-ins and sign-outs are recorded there with your IP address, which the organization's administrators can see.

Contact

For questions about your information or to make a request, contact the organization that ran the event. If you use the console, contact your organization's administrator.