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Business Card Processing Policy

Seedicon Events & Seedicon CRM | Effective Date: 1 June 2026 | Version 1.0

This policy describes how Seedicon India Private Limited processes business card images and the personal data extracted from them through the Platform's scanning feature. It applies to all users who use the card scanning functionality and governs the handling of both the image files and the extracted data.

1. How the Scanning Feature Works

When you scan a business card using the Platform:

  • The camera captures an image of the card
  • The image is transmitted securely (TLS 1.2+) to our OCR processing service (Google Cloud Vision or AWS Textract)
  • The OCR service extracts text fields including name, company, job title, email, phone, and website
  • Extracted fields are presented to you for review and editing before saving
  • The original image is deleted within 24 hours of successful extraction
  • The extracted text data is stored in your CRM account

2. What Data is Extracted

The OCR process extracts only the data visible on the physical business card, which may include:

  • Full name
  • Job title and department
  • Company or organisation name
  • Email address(es)
  • Phone number(s)
  • Physical address
  • Website or social media handles

No data beyond what is printed on the card is extracted from the image. The Platform does not infer or derive additional personal data from card images.

3. Context Data Added at Time of Scan

In addition to extracted card data, the Platform automatically captures context data at the time of scanning:

  • Date and time of scan
  • GPS coordinates / location (if location permission is granted)
  • Event name and identifier (if scanning during an active event session)

This context data is associated with the contact record to help you recall where and when you met the individual. Location data is only captured if you have granted location permission in your device settings.

4. Voice Notes

After scanning, you may attach a voice note to the contact. Voice note audio files are:

  • Transmitted securely for transcription via Whisper (OpenAI) or Deepgram
  • Transcribed to text and attached to the contact record
  • The original audio file is deleted within 72 hours of successful transcription
  • Transcription text is stored as part of the contact record and is subject to the Data Retention Policy

5. Your Responsibility for Scanning Third-Party Cards

By scanning another individual's business card, you confirm:

  • You have received the card directly from the individual in a professional context and have a legitimate business reason to store their data
  • You understand you are acting as the data controller for the scanned individual's personal data
  • You will use the extracted data only for lawful business relationship management purposes
  • You will not scan cards of individuals without their knowledge outside of normal business card exchange conventions

The individual whose card is scanned has not directly consented to your processing through the Platform. You must rely on legitimate interests or another lawful basis, and you must respect any request from that individual to have their data deleted from your records.

6. OCR Accuracy and Your Obligations

OCR extraction accuracy depends on card quality, font, and language. The Platform supports English and 10 major languages at launch. You are responsible for reviewing extracted data for accuracy before saving. Inaccurate data held in your CRM is your responsibility to correct. The Company is not liable for errors arising from OCR misreads.

7. Image Security

Business card images are:

  • Transmitted using TLS 1.2+ encryption
  • Processed in an isolated, ephemeral compute environment
  • Not retained by the OCR provider beyond processing
  • Deleted from Platform storage within 24 hours of extraction
  • Never used to train AI models or shared with any party other than the OCR sub-processor

8. Offline Scanning

The Platform supports offline scanning (scan without internet connection). In offline mode:

  • The card image is stored locally on your device only
  • OCR processing occurs when connectivity is restored
  • Local storage is protected by your device's security (you should use device encryption)
  • Offline-queued images are processed and the image deleted on the same schedule as online scans once connectivity is restored

9. QR Code Sharing

Your personal Seedicon profile can be shared as a QR code. When another user scans your QR code:

  • Only the data you have chosen to include in your public profile is shared
  • You control which fields are visible in your profile via Profile Settings
  • Scanning your QR creates a contact entry in the scanning user's CRM — you consent to this by sharing your QR code

10. Data Subject Rights for Scanned Individuals

If an individual whose business card you have scanned contacts the Company to request access to or deletion of their data, we will direct them to you as the data controller. You are responsible for handling such requests. You may delete individual contact records at any time from your CRM dashboard.

11. Retention and Deletion

Card images: deleted within 24 hours of extraction. Voice audio: deleted within 72 hours of transcription. Extracted contact data: retained per the Data Retention Policy, or deleted upon your instruction or account deletion.

12. Policy Changes

We will notify users of material changes to this policy via email or in-app notification with 14 days' advance notice.

13. Contact

For questions about business card processing: legal@seedicon.com