Legal
Privacy Policy
Last updated: October 18, 2026
This Privacy Policy explains how Hos-Scans ("Hos-Scans," "we," "us," or "our") collects, uses, shares, and protects information when you visit hos-scans.com, request a quote, contact us, or engage us for 3D laser scanning, as-built documentation, and related services.
Hos-Scans is a family-owned business based in Dallas, Texas. We work with property owners, architects, contractors, and facility teams across Dallas–Fort Worth, so most of the information we handle relates to businesses and buildings rather than consumers. Where it does relate to you personally, this policy explains what we do with it.
By using our website or engaging our services, you agree to the practices described in this policy. If you have signed a separate agreement or non-disclosure agreement with us, its terms also apply and control where they differ from this policy.
01Information We Collect
We collect only the information we need to quote, schedule, perform, and deliver your project, and to run our business.
Information you give us. When you submit our quote or contact form, email or call us, or book a project, we may collect:
- Identity and contact details: name, job title or role, email address, phone number, and billing or mailing address.
- Company details: business name and the type of work you do (for example architecture, construction, real estate, or facilities).
- Project details: property address, building type and approximate size, the services you are interested in, timing, and any notes you add.
- Site and access details: access instructions, gate or door codes, on-site contacts, and site conditions you share so our crew can work safely.
- Documents you share: existing plans, drawings, CAD files, photos, or reports you send us for reference.
- Billing records: invoices, payment status, and related correspondence. Card or bank details entered through a payment processor are handled by that processor, not stored by us.
02Scan & Site Data
Our work happens on-site at the buildings we document. To produce your deliverables, our crew captures LiDAR point clouds, panoramic and still photographs, and field measurements of the property. We then process that data into deliverables such as point clouds (.RCP, .E57, .LAS, .PLY), CAD drawings (.DWG), 3D models, renderings, and virtual site access.
Because scanners record everything in their line of sight, scan data can incidentally capture people, faces, vehicles, signage, screens, documents, equipment, and other contents of the space. We do not use scan data to identify or track individuals, and we use it only to deliver your project.
If there are areas, rooms, people, or items that should not be captured (for example patient areas, secure rooms, or confidential materials), please tell us before the site visit and we will plan the scan around them where we can. Where practical, we can also blur or remove incidental captures from deliverables on request.
We treat building data, including floor plans, layouts, and security-relevant features, as confidential client information. See our Security page for how we store and transfer it.
03Information Collected Automatically
Like most websites, hos-scans.com is delivered by a hosting provider that receives standard technical information with every page request, such as your IP address, browser type and version, operating system, the page requested, the referring page, and the date and time. This information is used to deliver the site, keep it secure, and diagnose problems.
When you submit a form, we also record the page it was sent from so we can route your request correctly.
If you accept analytics in our cookie banner, we also use PostHog to understand how visitors use the site. The next section explains exactly what it collects and how to turn it off. We do not use advertising or social media tracking tools.
04Website Analytics (PostHog)
We use PostHog, a product analytics service, to see how people use hos-scans.com so we can make it easier to use. PostHog only runs if you click Accept in our cookie banner. Until you choose, or if you decline, it is not loaded and collects nothing.
If you accept, PostHog collects:
- The pages you view, the page that sent you here, and when you leave a page.
- The buttons and links you click, such as a quote, phone, or email link.
- When a quote form is sent, with the service and project size you picked. It does not collect your name, email, phone number, or message.
- Your device type, browser, screen size, and approximate location (city and country) worked out from your IP address.
- An anonymous identifier, stored in a first-party cookie and local storage, so repeat visits can be counted.
05Why We Use Analytics & How to Opt Out
We use this information only to see which pages and services people look for, find pages that are confusing or broken, and improve the site. We do not use it for advertising, we do not sell it, and we do not use it to identify you personally.
The data is sent through our own domain (hos-scans.com/ingest) and stored by PostHog on its cloud servers on our behalf, as our service provider.
You can opt out at any time. In the cookie banner, choose "Sorry, I'm going to have to decline." If you already accepted, clear this site's data in your browser settings and the banner will ask again. Opting out does not change how the site works.
06How We Use Your Information
We use the information we collect to:
- Respond to your inquiries and prepare quotes.
- Schedule site visits, coordinate access, and perform scanning work safely.
- Process scan data and produce, deliver, and support your deliverables.
- Send invoices, process payments, and keep business and tax records.
- Send project updates and service-related messages.
- Send occasional industry insights or offers if you have worked with us or asked to hear from us. You can opt out at any time.
- Keep our website and systems secure, prevent spam and misuse, and improve our services.
- Comply with legal obligations and enforce our agreements.
07Quote & Contact Forms
When you submit our quote or contact form, your details are sent over an encrypted connection to Hos-Scans' own systems, where they are stored so our team can follow up on your request. We may send you a confirmation or reply by email through a transactional email provider.
We use automated checks to filter spam and limit abuse of our forms. We only use form submissions to communicate with you about your request and any resulting project.
09Portfolio & Case Studies
Unless you have signed a non-disclosure agreement with us or ask us not to, we may use non-sensitive images, point cloud excerpts, renderings, and general project descriptions in our portfolio, case studies, and marketing. We do not publish confidential building data, security-sensitive features, or personal information in these materials.
If you would like your project kept out of our marketing, tell us at any time and we will honor that going forward.
11Data Retention
We keep personal information only as long as we need it for the purposes described in this policy. Quote requests that do not become projects are kept only as long as reasonably needed to follow up on your request.
Project files, scan data, and deliverables are kept so we can support your project and handle follow-up requests such as re-exports or additional deliverables. Billing and tax records are kept as long as the law requires.
You can ask us to delete your personal information or your project data from our systems at any time, subject to records we are legally required to keep.
12Data Security
We use reasonable administrative, technical, and physical safeguards to protect your information and your project data. Our website is served over encrypted HTTPS connections, scan data and client files are stored using encrypted cloud services, and access to project files is limited to authorized Hos-Scans personnel and contractors who need it to complete your work.
No method of transmission or storage is completely secure, so we cannot guarantee absolute security. If a breach affecting your personal information occurs, we will notify you as required by applicable law.
13Your Privacy Rights
Depending on where you live, including under the Texas Data Privacy and Security Act and similar state laws, you may have the right to:
- Confirm whether we process your personal information and access a copy of it.
- Correct inaccurate personal information.
- Delete personal information you provided or that we hold about you.
- Receive your personal information in a portable format.
- Opt out of the sale of personal information, targeted advertising, and certain profiling. We do not do any of these.
- Opt out of marketing emails at any time by using the unsubscribe link or contacting us.
- Appeal our decision if we decline your request.
14How to Make a Request
To make a request, email info@hos-scans.com with the subject line "Privacy Request" or call 945-276-9626. We will verify your identity using information we already hold before acting on a request, and we will respond within 45 days. If we need more time, we will tell you why and may extend that period once by up to 45 more days where the law allows.
You may use an authorized agent to submit a request on your behalf. We may ask for proof of the agent's authority and confirm your identity directly.
If we decline your request, you may appeal by replying to our decision or emailing info@hos-scans.com with the subject line "Privacy Appeal." We will respond to appeals within 60 days. If you are unhappy with the result, you may contact the Texas Attorney General.
We will never discriminate against you for exercising your privacy rights.
15Third-Party Links
Our website may link to other websites, such as professional associations and historical societies we work with. We are not responsible for the privacy practices or content of those sites and encourage you to read their privacy policies.
16Children's Privacy
Our website and services are intended for business professionals and property owners. We do not knowingly collect personal information from children under 13. If you believe a child has provided us information, contact us and we will delete it.
17Where We Process Data
Hos-Scans is based in the United States, and we and our service providers store and process information in the United States. If you contact us from outside the U.S., your information will be transferred to and processed in the U.S.
18Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The updated version will be posted on this page with a new "Last updated" date. If we make material changes, we will take reasonable steps to let our clients know.
19Contact Us
Questions about this policy or your information? Email info@hos-scans.com, call or text 945-276-9626, or write to Hos-Scans, 18383 Preston Road #202, Dallas, TX 75252. Our office hours are Monday through Friday, 9am to 5pm Central.