Privacy Policy

Effective Date: September 8, 2026  |  Last Updated: September 8, 2026

Scanner One, Inc. (“Scanner One,” “we,” “us,” or “our”) respects your privacy. This Privacy Policy explains what information we collect when you visit scannerone.com (the “Site”), place an order, request a quote, or send us equipment for service — and what we do with it.

This Policy applies to the Site and to our sales, repair, and document scanning services. It does not apply to third-party websites we link to.

1. Information We Collect

1.1 Information You Give Us

• Order and account information: name, company name, billing address, shipping address, email address, and phone number
• Payment information: card number, expiration date, and security code, entered at checkout — see Section 2
• Tax exemption information: resale or exemption certificates and the identifying details on them
• Quote, contact form, and email correspondence: whatever you choose to include, including details about your organization and its document imaging needs
• Service and repair information: equipment model and serial number, reported fault, and return shipping details
• Document scanning service materials: the physical or electronic documents you send us for conversion, and any personal information they happen to contain

1.2 Information Collected Automatically

When you visit the Site, we and our service providers automatically collect:

• IP address and approximate location derived from it
• Browser type, device type, operating system, and screen size
• Pages viewed, products viewed, referring URL, and timestamps
• Cart and session activity
• Cookie and similar identifiers — see Section 3

1.3 Information From Other Sources

We may receive information from our payment gateway (authorization results and fraud screening signals such as address verification), from shipping carriers (delivery status and tracking), and from manufacturers and authorized distributors when an order ships directly to you or a warranty claim is processed.

2. Payment Card Information

Card payments are processed by Authorize.Net, a PCI DSS compliant payment gateway. Your card details are transmitted to the gateway for authorization.

Scanner One does not store complete payment card numbers or card verification values (CVV/CVC) on our systems. What we retain in our order records is limited to what we need to service the order and handle refunds and disputes — typically the card brand, the last four digits, the authorization result, and the billing address.

3. Cookies and Similar Technologies

The Site uses cookies and similar technologies for the following purposes:

• Strictly necessary. WooCommerce and WordPress set cookies that keep your cart contents, maintain your session, and keep you logged in. The Site cannot function without these.
• Security. Our web application firewall and CDN provider (Sucuri) sets cookies and inspects request data to identify and block malicious traffic, card testing, and abusive bots.
• Analytics. We use Google Analytics (via the Google Site Kit plugin) to understand how visitors find and use the Site, which pages and products get attention, and where people run into trouble.
• Advertising. We use Google Ads conversion tracking and remarketing (via the Google for WooCommerce integration) to measure the performance of our advertising and to show Scanner One ads to people who have visited the Site. Our product catalog is also submitted to Google Merchant Center.
• Trust and verification badges. The Authorize.Net and TrustedSite seals displayed on the Site are loaded from those vendors and may set their own cookies.

You can control cookies through your browser settings, including blocking or deleting them. Blocking strictly necessary cookies will break the cart and checkout.

4. How We Use Your Information

We use the information we collect to:

• Process, fulfill, ship, and invoice your orders, including passing shipping details to carriers, manufacturers, and distributors
• Calculate and remit sales tax, and apply valid exemption certificates
• Communicate with you about orders, quotes, shipment tracking, backorders, RMAs, and service requests
• Provide repair and document scanning services
• Provide customer and technical support
• Screen for fraudulent orders and payment card testing, and protect the Site from abuse
• Understand Site usage and improve our catalog, product information, and checkout
• Measure and target our advertising — see Section 6
• Maintain business, tax, warranty, and accounting records
• Comply with legal obligations and enforce our Terms of Sale & Use

5. How We Share Your Information

We do not sell your personal information for money. We do not rent or trade our customer list, and we do not share your information with unrelated companies for their own marketing.

We share information only as needed to run the business, with:

• Payment processing: Authorize.Net, and our merchant bank, to authorize, settle, refund, and dispute transactions
• Sales tax: Avalara (AvaTax), to calculate and file sales tax
• Shipping carriers: such as UPS and FedEx, to deliver your order and provide tracking
• Manufacturers and authorized distributors: to fulfill drop-shipped orders, register products, and process warranty and RMA claims
• Technology providers: our hosting provider (GoDaddy), our security and CDN provider (Sucuri), and our email delivery provider, who process data on our behalf under contract
• Analytics and advertising providers: Google, as described in Sections 3 and 6
• Professional advisors: our accountants, auditors, and attorneys, as needed
• Legal and safety: law enforcement or others when required by law, subpoena, or court order, or to protect our rights, property, or safety, or that of our customers

6. Advertising, and How to Opt Out

We want to be straightforward about this, because privacy laws in several states treat it specifically.

Our use of Google Analytics and Google Ads means information about your visit — such as your device identifiers, cookie IDs, and the pages and products you viewed — is disclosed to Google and may be used to show you Scanner One ads on other websites. Under the California Consumer Privacy Act this may be considered “sharing” for cross-context behavioral advertising, and under the Colorado Privacy Act and similar state laws it is considered processing for “targeted advertising.” We do not receive money for it.

You have the right to opt out. You can do any of the following:

• Turn on Global Privacy Control (automatic). If your browser sends a GPC signal, we detect it on every page and opt you out of targeted advertising with no further action from you. See Section 10.
• Ask us directly. Email Sales@ScannerOne.com with the subject line “Opt Out of Targeted Advertising,” or call (888) 395-8570. We will honor the request without charge and without degrading your access to the Site.
• Use Google’s own controls. Google Ads personalization can be turned off at myadcenter.google.com, and Google Analytics collection can be blocked with the browser add-on at tools.google.com/dlpage/gaoptout.
• Use your browser. Block or delete cookies, or browse in a private window.
• Use industry opt-out tools. The Digital Advertising Alliance offers a consumer opt-out at optout.aboutads.info.

7. Data Retention

We keep personal information for as long as we need it for the purposes described in this Policy. In practice:

• Order, invoice, and payment records are retained to support warranty claims, returns, disputes, and our tax and accounting obligations
• Correspondence and quotes are retained while the customer relationship is active and for a reasonable period afterward
• Documents you send us for scanning services are returned or securely destroyed per the written arrangement for your project, and are not retained beyond it
• Analytics data is retained per the retention settings of the analytics provider

When we no longer need information, we delete it or de-identify it.

8. How We Protect Your Information

We maintain reasonable administrative, technical, and physical safeguards, including:

• TLS (HTTPS) encryption across the entire Site, including checkout
• Payment processing through a PCI DSS compliant gateway, with no storage of full card numbers or CVV on our systems
• A web application firewall and CDN that filters malicious traffic
• Access to customer records limited to personnel who need it to do their job

No method of transmission or storage is completely secure, and we cannot guarantee absolute security. If we become aware of a breach affecting your personal information, we will notify you as required by applicable law.

9. Your Privacy Rights

Depending on where you live, you may have some or all of the following rights:

• Know / Access: confirm whether we process your personal information, and get a copy of it
• Correct: fix inaccurate personal information
• Delete: ask us to delete your personal information
• Portability: receive your information in a portable, machine-readable format
• Opt out of targeted advertising, of the sale of personal information, and of profiling that produces legal or similarly significant effects
• Non-discrimination: we will not deny you products or services, charge you a different price, or provide a lesser quality of service because you exercised a privacy right

9.1 How to Submit a Request

Email Sales@ScannerOne.com or call (888) 395-8570. Tell us what you are requesting and give us enough information to locate your records — typically the name, email address, and company on your orders.

We will verify your identity before acting on a request, usually by matching the details you provide against our order records. We respond within 45 days, and may extend once by another 45 days where reasonably necessary, in which case we will tell you.

An authorized agent may submit a request on your behalf with written proof of authorization.

Certain records — completed transactions, invoices, and tax records — must be retained by law, and we may not be able to delete them.

9.2 Appeals

If we decline your request, we will explain why. You may appeal by replying to our decision or writing to Sales@ScannerOne.com with the subject line “Privacy Appeal.” We will respond to an appeal within 45 days. If your appeal is denied, Colorado residents may contact the Colorado Attorney General, and residents of other states may contact their state attorney general.

9.3 California Residents

In the 12 months preceding the date of this Policy, we have collected the following categories of personal information under the CCPA: identifiers (name, email, phone, address, IP address); customer records and commercial information (orders, products purchased, payment records); internet and network activity (browsing and interaction with the Site); geolocation approximated from IP address; and inferences drawn for advertising measurement. We collect these from you directly, automatically through the Site, and from our payment, shipping, and distribution partners, for the purposes in Section 4.

We have not sold personal information for monetary consideration. We have shared personal information for cross-context behavioral advertising as described in Section 6. We do not knowingly sell or share the personal information of consumers under 16.

We do not use or disclose sensitive personal information beyond the purposes permitted under the CCPA without offering a right to limit.

9.4 Colorado Residents

Scanner One is based in Parker, Colorado. Colorado residents have the rights listed above under the Colorado Privacy Act, including the right to opt out of targeted advertising, and the right to appeal a denied request as described in Section 9.2.

9.5 Other States

Residents of other states with comprehensive privacy laws — including Virginia, Connecticut, Utah, Texas, Oregon, and Montana — have comparable rights. Use the same contact methods in Section 9.1 and tell us your state of residence.

10. Global Privacy Control and Do Not Track

We honor the Global Privacy Control (GPC) signal. If your browser or a browser extension sends a GPC signal, we automatically treat it as a request to opt out of targeted advertising. On every page you load, we instruct Google not to set advertising cookies, not to receive your data for advertising purposes, and not to use your visit for ad personalization or remarketing.

This happens automatically. You do not need an account, you do not need to contact us, and you are not charged or given a lesser experience for using it. GPC is built into browsers such as Brave and Firefox, and is available through extensions including Privacy Badger and DuckDuckGo.

“Do Not Track” is a separate and older signal. There is no common industry standard for how websites must respond to it, and we do not act on it. Please use GPC, or any of the methods in Section 6 — a request to us by email or phone is honored exactly the same as an automated signal.

11. Children’s Privacy

The Site sells business document imaging equipment and is not directed to children. We do not knowingly collect personal information from anyone under 16, and we do not knowingly sell or share it. If you believe a child has provided us personal information, contact us and we will delete it.

12. Third-Party Links

The Site links to manufacturer driver downloads and other third-party resources. Those sites have their own privacy practices, and we are not responsible for them. Review their policies before providing information.

13. Business Contacts

Most of our customers are businesses, government agencies, and financial institutions. Information you give us in a business capacity — your work email, work phone, job title, and employer — is used to service your organization’s account and is handled under this Policy.

14. Business Transfers

If Scanner One is involved in a merger, acquisition, financing, reorganization, or sale of assets, customer information may be transferred as part of that transaction. We will require the recipient to honor the commitments in this Policy, and we will notify you of any material change in how your information is handled.

15. Changes to This Policy

We may update this Policy from time to time. When we do, we will revise the “Last Updated” date at the top of this page. Material changes will be posted here before they take effect. Please review this page periodically.

16. Contact Us

Questions about this Policy, or want to exercise a privacy right? Reach us directly — a person will answer.