How LobbyPing handles administrator, employee, visitor, subscription, and notification data.

Effective date: August 16, 2026

Last updated: August 16, 2026

Privacy at a glance

• Visitor, delivery, employee, administrator, and configuration records are primarily stored on the kiosk device.

• When an email notification is sent, the recipient address and the message content needed for that notification are transmitted to LobbyPing’s backend and email-delivery provider.

• Subscription verification uses a pseudonymous installation identifier plus store transaction and entitlement information; LobbyPing does not receive full payment-card details.

• LobbyPing does not sell personal information and does not use visitor data for third-party advertising or cross-app advertising tracking.

1. Scope and roles

LobbyPing ("LobbyPing," "we," "us," or "our") provides a configurable reception-kiosk application for visitor check-ins, deliveries, employee directories, local records, and optional email notifications. This Privacy Policy applies to the LobbyPing iOS/iPadOS and Android application and the related backend, subscription-verification, support, and email-delivery services.

The organization that installs and operates a LobbyPing kiosk decides which visitor and employee information to request, why to request it, how long to keep local records, and who may access them. That organization is responsible for its own privacy notices, lawful basis or consent, employment obligations, and record-retention requirements. This policy does not replace a privacy notice that an organization may need to provide to its visitors, patients, students, vendors, employees, or other individuals.

2. Information LobbyPing may handle

Administrator and security information

Administrator names, profile email addresses, roles, notification preferences, and selected notification categories.
Local administrator security data, including a password salt and password hash rather than the plaintext password, and an authenticator secret if two-factor authentication is enabled.

Employee directory information

Employee first name, last name, email address, and phone number entered manually or imported by an administrator.

Visitor and delivery records

Visitor type, full name, company or organization, email address, phone number, selected host or employee, reason for visit, and check-in time when those fields are enabled or completed.
Delivery or package details entered through the delivery workflow and the associated check-in timestamp.

Optional custom and sensitive form information

LobbyPing allows administrators to configure custom check-in forms. Depending on the organization’s configuration, those forms may request additional information such as:

Signatures, dates, free-text notes, consent or policy acknowledgements, and custom questionnaire responses.
Demographic information, including race, if an organization deliberately enables that field.
Healthcare or insurance-related information, such as date of birth, insurance provider, member or group number, symptoms, medications, allergies, pain level, or other information included in a healthcare template or custom form.

LobbyPing does not require organizations to collect these sensitive categories. The organization is responsible for deciding whether collection is appropriate and lawful.

Subscription, installation, and usage information

A pseudonymous installation/company identifier generated for the app installation.
App-store platform, subscription product identifier, purchase or transaction identifiers/tokens, entitlement status, expiration or revocation information, auto-renew status, and related verification metadata.
Monthly email-usage totals used to enforce the selected plan allowance.

Payment and card information is handled by Apple or Google through their store billing systems. LobbyPing does not receive or store a customer’s full payment-card number.

Support and security communications

Support requests, including the sender’s name, email address, organization name, subject, and message.
Password-reset and password-change notification details required to deliver account-security messages.

App configuration information

Branding, button labels and order, enabled visitor types, notification settings, employee selections, custom form definitions, uploaded policy documents, language/time settings, and other administrator-configured preferences.

3. How information is used

Operate and customize the kiosk, visitor, delivery, and administrator workflows.
Store and display local visitor, delivery, employee, and administrator records on the device.
Send operational email notifications to hosts, administrators, support, or security recipients when requested.
Verify purchases, restore or refresh subscription status, enforce email allowances, and prevent subscription abuse or duplicate linking.
Respond to support requests and troubleshoot service or delivery problems.
Protect the app and backend, investigate misuse or security incidents, and comply with legal obligations.

LobbyPing does not use visitor or employee information to build advertising profiles, and does not use such information for third-party targeted advertising.

4. Local storage and data transmission

Local kiosk records

Visitor and delivery logs, employee directory data, administrator information, branding/settings data, and custom form configuration are primarily stored in the app’s local storage on the kiosk device. These records are not intended to be a cloud backup service. Anyone with authorized access to the device, device backups, or exported files may be able to access them.

Email notifications

When an administrator or kiosk workflow requests an email notification, LobbyPing sends the recipient email address and the message content needed for that notification through a Cloudflare-hosted LobbyPing backend to Resend for delivery. Message content may include visitor name, visitor type, company, host, reason or form details included in the notification, and check-in time. The current LobbyPing subscription database is designed to record subscription state and email-usage counts rather than to serve as a cloud archive of visitor logs.

Subscription verification

LobbyPing transmits store purchase information and the pseudonymous installation identifier to the LobbyPing backend for verification with Apple or Google. The backend stores subscription and usage information needed to determine whether paid email sending is active and how much of the monthly allowance has been used.

5. When information is shared

We share information only as reasonably necessary to provide requested features, operate the service, protect rights and security, or comply with law. Recipients may include:

The organization operating the kiosk, its authorized administrators, and the hosts or administrators selected to receive operational notifications.
Apple, for App Store purchases, subscription status, transaction verification, and related store services on Apple platforms.
Google, for Google Play purchases, subscription status, purchase verification, and related store services on Android.
Cloudflare, which hosts LobbyPing backend services and D1 subscription/usage storage.
Resend, which processes recipient email addresses, message content, and email-delivery metadata to send requested messages.
Authorities, courts, advisers, or other parties when disclosure is required by law or reasonably necessary to protect users, the service, or legal rights.
A successor or acquirer in a merger, reorganization, financing, sale, or transfer of all or part of the LobbyPing business, subject to applicable law.

6. No sale of personal information; no advertising tracking

LobbyPing does not sell personal information. LobbyPing does not use third-party advertising SDKs to serve personalized ads and does not track people across other companies’ apps or websites for advertising purposes.

7. Retention and deletion

On-device records

Local records remain on the device until an authorized administrator deletes or clears them through available app controls, resets LobbyPing data, or the app/device storage is otherwise removed. Employee records can be edited or deleted by administrators. Visitor/delivery logs can be cleared by an authorized administrator. Exported CSV files, copied data, device backups, screenshots, or other copies are controlled by the organization or person who created them and may remain after the app record is deleted.

Backend subscription and usage records

Subscription entitlement, transaction identifiers, and email-usage records are retained for as long as reasonably necessary to operate and verify subscriptions, enforce plan limits, address billing, fraud, security, or dispute issues, and meet legal obligations. We may retain limited records when deletion is restricted or required by applicable law or by app-store transaction requirements.

Email-provider records

Email-delivery providers may retain recipient, message, and delivery information according to their own service and data-processing terms. LobbyPing limits use of those providers to operational email and support/security messages needed for the service.

8. Your choices and privacy requests

Depending on where you live, you may have rights to request access, correction, deletion, portability, restriction, or objection regarding personal information. These rights are subject to exceptions and verification permitted by law.

If you are a visitor, delivery person, patient, student, vendor, or other person who entered information at a LobbyPing kiosk, contact the organization that operates that kiosk first. The organization controls the local kiosk records and is generally best positioned to locate, correct, export, or delete them.

Administrators may use available app controls to manage or clear local data. For questions or requests relating to LobbyPing’s backend subscription, support, or email services, contact support@lobbyping.app. We may request information reasonably necessary to verify the request and identify the relevant installation or subscription.

9. Security

LobbyPing uses administrative and technical safeguards designed to protect information, including hashed local administrator passwords, HTTPS/TLS for backend requests, and security controls provided by our hosting and email providers. No method of storage or transmission is completely secure, so absolute security cannot be guaranteed. Organizations should secure kiosk devices, limit administrator access, use strong passwords and device protections, and handle exported logs carefully.

10. Sensitive, regulated, and organization-configured data

LobbyPing is a general-purpose visitor-management and reception tool. It can be configured to collect sensitive information, but the standard service is not represented as a medical-record system or as a HIPAA Business Associate service. Unless LobbyPing separately agrees in writing, an organization should not use LobbyPing to collect protected health information or other specially regulated data unless the organization has independently confirmed that its configuration, contracts, notices, consents, and security practices satisfy all applicable requirements.

Organizations using LobbyPing in healthcare, education, employment, government, or other regulated settings are responsible for complying with laws and contractual duties that apply to their use, including any requirements concerning minors, patients, employees, accessibility, discrimination, confidentiality, consent, and record retention.

11. Children and minors

LobbyPing is intended for organizational reception and visitor-management use and is not directed to children as a consumer service. If an organization uses LobbyPing in a school or another setting involving minors, that organization is responsible for obtaining any parental, guardian, school, or other authorization required by law and for limiting collection to information appropriate for the purpose.

12. International processing

Cloud and email service providers may process information in the United States and other countries where they or their infrastructure operate. Data-protection laws may differ from those in the place where the kiosk is located. Where required, service providers and organizations are responsible for using appropriate legal safeguards for cross-border processing.

13. Changes to this Privacy Policy

We may update this Privacy Policy when LobbyPing, our service providers, or applicable requirements change. We will post the revised policy with an updated effective date. Where required, we will provide additional notice or obtain consent before materially changing how previously collected personal information is used.

14. Contact

LobbyPing

Privacy and Support

Email: support@lobbyping.app

Website: https://lobbyping.app

For local kiosk records, visitors should also contact the organization operating the LobbyPing device.