Privacy and security for visitors

Minimal data#

HyoNova keeps only what a visit needs:

• the visitor's name, and only the reception fields your company or event asked for (email, company, phone, job title, purpose);
• the visit itself: when it was requested, admitted and ended, why it ended, its purpose, host and event, and whether a Visitor Pass was used or refunded;
• if the visitor opened the link while signed in to a HyoNova account, that account is noted on the visit.

The visitor needs no account and no password. Their link is a secret: HyoNova stores only a fingerprint of it, and once a link expires its secret is erased so it can never be used again.

Consent and disclosure#

• Visit terms. Office and Event Visitors accept the privacy notice and the visit terms at the reception before they can enter.
• Recording. Office worlds are not recorded. If a visitor joins a meeting that is being recorded, they must consent first, like every participant.
• AI. In this release every visitor is hosted by a person from your company, never by an AI employee. Each visit records what kind of host it has, so that if AI hosts are ever offered, visitors can be told before they talk to one.

What platform staff see#

HyoNova's platform team sees visitor counts and company names for operating the service — never a visitor's name, email, profile, messages or files.

How long visit history is kept#

Emergency stop#

Owners, admins and managers can stop receiving visitors at once, with a reason:

• every Office and Event Visitor inside leaves immediately, and visitors waiting at the reception are turned away;
• nobody new is admitted, and visitor links show that the company is not receiving visitors;
• members and Meeting Guests are not affected;
• history and Visitor Passes are kept.

Releasing the stop lets visitors in again. Each stop and release is recorded in the audit log, as is every change to visitor settings, zones and events.

Status#