Meeting-room calendar displays
When your administrator connects a resource calendar, Arrivane reads reservations to display room availability. Room screens are shared devices: titles and host names may be visible to people nearby when enabled and permitted. Private meetings and unverified Microsoft privacy states are redacted before delivery to the tablet. Google availability-only access displays reserved intervals without event details. Administrators control default and per-room visibility and can revoke a device.
Calendar projections are encrypted on the server, expire after 15 minutes and are removed by subsequent housekeeping. A tablet stops presenting availability as confirmed after two minutes without a successful update. These short-lived projections are separate from visit-record retention. Bookings remain managed in Microsoft or Google; room displays do not create or change meetings.
Optional analytics and diagnostics
Where configured, Arrivane uses the existing LEVRTEK PostHog service for anonymous usage counts and Sentry for fixed operational error codes. Optional browser collection starts only when you choose Allow optional collection. Use Privacy choices to decline or withdraw on each website; the marketing website and application remember choices separately. Do Not Track and Global Privacy Control keep optional collection off.
Events contain fixed page or action categories, a random identifier kept only for that page session, product, website/application, environment and release metadata. We do not send names, email addresses, workplace or attendance records, form contents, private links, raw URLs, exception text, screenshots or session replays. Our server relays these events without forwarding your browser address. Limited server operational error codes support service reliability independently of optional browser collection. Providers may process this information overseas, including the United States or Europe according to the configured project. Provider retention is separate from workplace record retention.
Your workplace and Arrivane
If your employer, host or another organisation uses Arrivane to manage a site, that organisation decides what information its arrival process asks for, who may access it and how it uses the records. Read its collection notice and site privacy information as well as this policy. Contact the organisation first about its attendance records; you can also contact us for help.
Information we handle
- Accounts: name, email, account credentials, profile and sharing choices, workplace memberships and access roles.
- Arrivals: the details your workplace collects, which may include name, company, contact information, host, visit purpose, arrival and departure times, invitations and induction acknowledgements.
- Optional site requirements: answers, documents, photos, agreements, induction quiz responses, screening results and staff reviews where the site enables those features. Your site should explain what it requires and why.
- Optional device features: camera access to scan codes, notification preferences and location information when you choose to use a feature that requests it. Camera permission is requested when you start scanning. Location requires a site-enabled feature and your permission.
- Billing: the workspace and subscription information needed to manage your purchase. The payment provider handles payment-card details.
- Enquiries and service operation: information you enter into our contact form, messages you send us, device and request information, security events and activity needed to operate the service.
Optional RE Technologies marketing
During check-in, you can separately choose to receive RE Technologies news, product updates and offers by email or phone using the contact details you provide. This choice starts unchecked, appears with a valid email address or phone number and does not affect attendance or access to workplace services. We keep each opted-in contact, consent wording version and consent time in a private Arrivane subscription record, separately from workplace visit records. Email and phone preferences are recorded separately. Existing email-only consent does not authorise phone marketing. Active subscriptions remain until you opt out. The preference links shown after check-in let you opt out of each contact method; confirming an opt-out removes that contact from its active list immediately. We retain a hashed suppression reference and consent/withdrawal timestamps so a later visit does not subscribe you automatically. A new subscription requires a new explicit opt-in. Providing contact details or scanning a QR code alone is not marketing consent. The separate one-time introduction email remains a one-time request.
Optional visitor welcome email
After a confirmed check-in, you may choose to receive one email introducing Arrivane for your workplace. This is optional and does not affect your visit or access to guest Wi-Fi. We use the email you confirm only to send that requested message through our configured email delivery provider; this choice does not create an account or an ongoing marketing subscription. The email provider processes the recipient address and message for delivery. A receipt records the consent wording version, time, a hashed email address and delivery status against your visit, and follows the workplace’s existing visit-record retention and deletion controls. Temporary hashed abuse-control counters expire daily. Contact arrivane@retechnologies.com.au about this email or privacy@levrtek.com for privacy requests.
Why we use information
We use information to provide accounts and workplace arrival workflows, carry out your sharing choices, deliver requested notifications, manage subscriptions, answer enquiries, support customers, prevent misuse and meet legal obligations. We do not sell personal information. Sending a contact enquiry does not subscribe you to a marketing list.
Some information is required to create an account or complete a site’s process. If you do not provide it, that feature may not be available. Ask the workplace about an alternative arrival process if you have concerns about its requirements.
Who may receive it
Workplace records are available to authorised members according to their roles and site access. Hosts may receive arrival details needed for their visitors. Information you deliberately share through Connect is used for that selected sharing action.
We use service providers for hosting, email, payments and operational support. An organisation may also connect its own directory, calendar or notification services. Those connections send and receive the information needed for the enabled feature. We may disclose information when required by law or to respond to a security incident.
Overseas processing
Our providers may process information outside Australia. This includes the United States for email and payment services. Payment and hosting providers may also use other countries within their international operations, including India for payment infrastructure. We do not promise Australia-only data storage. Use the contact form to ask about the providers relevant to your organisation before supplying information where location is important.
Keeping and deleting records
Workplace administrators manage their visit-record retention settings. Eligible closed visits and related records can be removed under that policy; open visits and unresolved departures are preserved for follow-up. Account, directory, billing, enquiry and security information have different purposes and are not all removed by visit-history cleanup.
We retain information for the purposes described here, including legal and dispute-handling needs. Exports, recipient inboxes and copies held by connected providers or backups have separate lifecycles. Contact us about account information or an enquiry, and contact your workplace about its site records.
Security, cookies and choices
Arrivane uses account and site access controls and records relevant activity. No online service can remove every security risk. Keep your account and shared-device access secure, and tell us if you suspect misuse.
The service uses essential account sessions and browser storage for device or workspace preferences and paired reception devices. You can manage browser storage and device permissions in your browser. Blocking essential storage may stop some features working. Links to social networks and other websites open services with their own privacy practices.
Access, correction and privacy concerns
You can ask for access to or correction of your personal information, raise a privacy concern or request help contacting the organisation that holds your workplace records through our contact form. Select a message such as “Privacy request” and include enough context to locate the relevant account or site. Do not send identity documents in your first message. We may need to verify your authority before disclosing or changing records.
We will consider your request and explain the outcome and any applicable limits. If a concern is not resolved, you may be able to contact the Office of the Australian Information Commissioner or another relevant privacy regulator.
Updates and contact
We may update this policy to reflect changes to the service or our information handling. The date on this page identifies this version. Contact RE Technologies through the Arrivane contact form for questions or a copy in another accessible format.