CALMS Kiosk Privacy Policy

Last Updated: September 25, 2026

CALMS Technologies Sdn Bhd ("CALMS", "we", "us", or "our") operates the CALMS Kiosk application ("App"). This Privacy Policy explains how information may be accessed, processed, used, stored, and protected when CALMS Kiosk is used as part of a visitor management system.

CALMS Kiosk is designed for use on organization-managed kiosk devices for visitor check-in and check-out, appointment handling, visitor registration, and related visitor management functions.

1. Information the App May Process

Depending on the configuration and features enabled by the organization operating the kiosk, CALMS Kiosk may process the following information:

• Visitor name and other registration information entered during check-in.
• Appointment and visit information, including host, meeting location, and visit time.
• Visitor photographs captured using the kiosk's camera when the feature is enabled.
• QR code or other check-in information used to validate a visit.
• Information required to issue or manage visitor credentials or smart cards where supported.
• Information required to communicate with the organization's visitor management system.
• Device and technical information required for the operation, security, and troubleshooting of the App.

The exact information processed depends on the configuration of the organization using CALMS Kiosk and the features enabled on the kiosk device.

2. Camera and Visitor Photographs

CALMS Kiosk may use the device camera to capture a visitor photograph when visitor photo functionality is enabled by the organization. The photograph is used for visitor registration, identification, security, or related visitor-management purposes.

Camera access is used only for the functionality for which it is provided. CALMS Kiosk does not use the camera for unrelated purposes.

3. How Information Is Used

Information processed through CALMS Kiosk may be used to:

• Register visitors and process visitor check-in and check-out.
• Validate appointments and scheduled visits.
• Display relevant visitor and appointment information.
• Support visitor identification and site security.
• Manage visitor credentials or smart cards where supported.
• Synchronize information with the organization's visitor management system.
• Operate, maintain, secure, and troubleshoot the App and related services.

4. Sharing and Disclosure

CALMS does not sell personal information.

Information processed by CALMS Kiosk may be transmitted to and processed by the visitor management system operated for the organization using the App. Information may also be accessible to authorized personnel of that organization according to its visitor-management procedures.

Information may be disclosed to service providers only where necessary to provide, maintain, secure, or support the relevant services, subject to applicable agreements and requirements.

5. Local Hardware and Companion Services

CALMS Kiosk may communicate with locally connected or organization-managed hardware and companion services, including cameras, printers, card dispensers, or other supported kiosk equipment. Such communication is performed to provide the kiosk functionality requested by the organization.

6. Data Security

We use reasonable technical and organizational measures intended to protect information against unauthorized access, alteration, disclosure, loss, or destruction.

Network communications used by the App are intended to be protected using appropriate security measures. Access to visitor information is restricted according to the configuration and authorization of the organization using the visitor management system.

7. Data Retention

Visitor information and related records may be retained for the period required by the organization operating the visitor management system and for legitimate operational, security, legal, or compliance purposes.

Retention periods may therefore vary between organizations and deployments. For questions about the retention period applicable to a particular visit, visitors should contact the organization or site where the visitor registration took place.

8. Data Deletion

Requests concerning deletion of visitor information should generally be directed to the organization that collected or controls the visitor information, because the organization determines the applicable visitor records and retention requirements.

Where CALMS is the applicable data controller or processor responsible for the requested information, CALMS will handle deletion requests in accordance with applicable law, contractual requirements, and legitimate retention obligations.

9. Children's Privacy

CALMS Kiosk is a business visitor-management application and is not specifically directed to children. If a child is required to register as a visitor, the applicable organization should handle the registration in accordance with its policies and applicable law.

10. Third-Party Services

CALMS Kiosk may rely on infrastructure, network services, or other service providers required to operate the visitor management solution. Any such processing is limited to the purposes necessary to provide the relevant functionality and is subject to applicable contractual, security, and privacy requirements.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to the App, services, legal requirements, or our privacy practices. The updated version will be published on this page with a revised "Last Updated" date.

12. Contact Us

If you have questions about this Privacy Policy or the privacy practices of CALMS Kiosk, please contact:

CALMS Technologies Sdn Bhd
Support: support@calms.com.my
Website: https://www.calms.com.my/

Address:
Block DC3-B, Server Farm, UPM-MTDC Technology Centre,
43400 Serdang, Malaysia