HeritageOS Cloud
Hosted on Google Cloud
Privacy Policy & Data Governance
HeritageOS ("we," "our," or "us") is committed to protecting the privacy of museum visitors, curators, and institutional partners. This Privacy Policy explains how data is handled across our platform.
1. Visitor Privacy: Zero Personal Data Required
Our audio guide platform is designed to provide location-based exhibit information without creating individual visitor profiles. For general visitors accessing audio guides via QR codes, NFC taps, or physical trigger buttons:
- No Mobile App Required: Visitors do not need to download an application or create an account to listen to audio guides.
- Zero Personal Data Collection: We do not collect or store personal details such as phone numbers, names, or device identification numbers from general audio guide users.
- Anonymous Visitor Analytics: Analytics capture basic, aggregated information (such as total exhibit scans, language selections, and peak visiting hours) to help museums understand visitor flow without tracking individuals.
2. Digital Ticketing, Messaging & Automatic Data Deletion
When institutions use HeritageOS for digital ticketing or optional post-tour information, data is handled with clear retention limits:
- Integrated Ticketing & Automatic Data Scrubbing: Phone numbers provided to receive ticket QR codes (via WhatsApp or SMS) are used exclusively to deliver the entry pass. These records are automatically deleted and anonymized within 72 hours after the visit, unless the visitor explicitly opts in to receive future communications.
- Standalone Audio Guide Access: Accessing audio guides on site requires zero personal information. Individual group members can listen independently without logging in.
- Optional Updates & Security Verification: Visitors who choose to subscribe to museum newsletters, exhibition guides, or event passes complete a quick verification check (OTP) before their contact details are added to the subscriber list.
- Third-Party Messaging Services: We use Meta (WhatsApp API) and verified SMS providers solely to deliver operational messages and passcodes. Contact information is never sold, shared, or used for advertising.
- One-Tap Unsubscribe: Every update email or message includes a clear "Unsubscribe" button or quick reply link that immediately removes the user from future mailings.
3. Account Data for Museum Staff
For authorized museum staff, curators, and administrators logging into the HeritageOS Management Console:
- Account Information: We store workspace names, staff names, business email addresses, and secure login credentials to maintain console access.
- Activity Logs: System logs track content edits, exhibit updates, and configuration changes made by authorized users for account security.
4. Global Data Residency & Regional Storage
To comply with local privacy standards (such as GDPR in Europe, the DPDP Act in India, GCC regulations in the Middle East, and CCPA in the United States), HeritageOS stores institutional data within primary cloud datacenters in the site's home region.
Key Data Residency Principles:
- 1. In-Country Storage by Default: Operational logs, analytics, and subscriber records are pinned to primary Google Cloud server regions located within the institution's legal jurisdiction or region.
- 2. Protected Regional Boundaries: Museum database records and backup files remain within the designated region and are not transferred across international borders without authorization.
Regional Datacenter Mapping:
| Region / Jurisdiction | Cloud Storage Region | Compliance Alignment |
|---|---|---|
| India & South Asia | In-country servers (asia-south1 / asia-south2) |
Digital Personal Data Protection (DPDP) Act |
| European Union & Europe | European Union servers (e.g., europe-west9 Paris, europe-west3 Frankfurt) |
EU GDPR Directives |
| United States & Americas | United States servers (e.g., us-central1, us-east4) |
CCPA, CPRA, and State Privacy Acts |
| Middle East & GCC | Middle East servers (e.g., me-central1, me-west1) |
GCC & Regional Data Protection Laws |
| Asia-Pacific | Regional Asia-Pacific servers (e.g., asia-east1, asia-southeast1) |
APPI (Japan), Privacy Act (Australia), PDPA (Singapore) |
5. Data Retention Period
Anonymous visitor statistics are retained solely for museum operational reports. Contact details submitted for digital exhibition downloads are stored securely until deletion is requested. Staff administrator account data is maintained for the duration of the institution's platform subscription.
6. Contact Information
If you have questions regarding privacy, data handling, or system compliance, please contact our team at: privacy@heritageos.cloud.