How Karibu VMS handles privacy and data.
This policy explains how Karibu VMS collects, uses, protects, and shares information when facilities use the platform to manage visitor entry, guard workflows, payments, support, and administration.
Last updated: May 17, 2026
Information we collect
Karibu VMS may collect account details, facility information, guard and admin profile data, visitor check-in records, host or department details, support messages, payment references, device metadata, and usage activity needed to operate the service.
How we use information
We use information to provide visitor registration, approval, checkout, reporting, billing, support, security monitoring, troubleshooting, and product improvement.
Visitor records
Visitor data may include names, contact details, ID-related information, photos when enabled, arrival and checkout times, host destination, gate, status, and guard actions. Facilities control how this information is captured and used within their workspace.
Security
We apply technical and organizational safeguards intended to protect records from unauthorized access, misuse, loss, or alteration. No online service can guarantee absolute security, but we work to keep access limited and accountable.
Sharing information
We do not sell personal information. We may share data with service providers that help operate hosting, database, payment, analytics, communication, and support systems, or where required by law.
Contact
Questions about privacy, visitor data, correction requests, or account records can be sent through the contact page or by reaching our support team.
Data retention and access
Facilities are responsible for deciding what visitor information they collect and how long they need to keep it for operational, security, legal, or compliance reasons. Account admins can review records inside their workspace, and support can help with access or correction questions.