Privacy & Terms

Last updated: 18 October 2026

1. Who we are

ScanYaatri (scanyaatri.com) is software that hotels, lodges and dharamshalas in India use to keep their guest register, check guests' identity documents, manage rooms and print bills. Eaglez-I is the part of ScanYaatri that lets approved police officers view hotel guest registers for their own area.

2. Whose data, and our role

• Guest data (people staying at a hotel) is collected by the hotel. The hotel decides what to record and why — mainly because Indian law requires hotels to keep a guest register and to report foreign guests (Form C). For this data the hotel is the data fiduciary and ScanYaatri processes it on the hotel's behalf.
• Account data (hotel owners, staff and police officers who log in) is handled by ScanYaatri to run the service.
• Shared guest ratings (section 8): ScanYaatri decides how the average of ratings is shared between hotels, so for that shared summary ScanYaatri is the data fiduciary.

3. What is recorded about guests

Name, mobile number, address, nationality, gender and date of birth (if given), the type and number of the ID document, room, number of people, arrival and departure time, where they came from and are going, purpose of visit and — for foreign guests — visa details. Payment details of a stay are visible only to the hotel's owner and managers, never to receptionists or police.

4. Aadhaar

• ScanYaatri reads the secure QR code printed on Aadhaar and checks UIDAI's digital signature to confirm it is genuine.
• It never keeps a photocopy, photo or scan of the Aadhaar, and never stores the full Aadhaar number — only the holder's name and the last 4 digits.
• The photo inside the QR code is shown on the receptionist's screen only to match the guest's face, and is not saved.

5. Photos of other ID documents

A hotel may choose to keep a photo of a driving licence, passport, voter ID or PAN card. This is off unless the receptionist ticks it for that guest. These photos are stored privately; only that hotel's staff can open them, through links that expire within minutes, and every opening is recorded. Each photo is deleted automatically after the number of days the hotel chooses (7, 30, 90, 180 or 365 days; 90 if not changed). If the hotel turns on AI reading, the photo is sent to our AI provider only to read the details and is not stored by ScanYaatri for that purpose.

6. Police access (Eaglez-I)

• Only officers approved by ScanYaatri after checking with their police station get access.
• An officer sees guest identity only for hotels whose city and police station match the officer's own. Cancelled entries and all payment information are never shown.
• Every search by an officer is recorded and shown to the hotel owner in the activity log.

7. Bills and messages on WhatsApp

• A hotel can send a guest a welcome note, the bill or a request for a Google review from the hotel's own WhatsApp. ScanYaatri only prepares the text; the hotel sends it.
• A bill link shows the hotel's details, the guest's name, the stay and the amounts — never the guest's phone number or ID. It stops working after 180 days.
• Offers: a guest gets offer messages from a hotel only if they said yes at check-in (a separate tick, not needed for staying). Each offer ends with “Reply STOP”; when a guest says stop, the hotel marks it and that guest is removed from that hotel's offer list for good. One hotel's offer list is never shared with another hotel.

8. Guest ratings

• After check-out, a hotel's owner or manager may rate the stay from 1 to 5 stars and pick reasons from a fixed list (for example "paid on time" or "did not pay full bill"). No free text is allowed. They must confirm the rating is true and that they can show proof.
• With the stars ScanYaatri keeps only the guest's name, the ID type and the last 4 characters of the ID number — not the phone, address or full ID.
• If the guest agreed at check-in (a separate tick), other hotels checking in a guest with the same name and same last 4 characters see only the average stars, the number of ratings and hotels, and how many were bad — never the reasons, the dates or which hotel gave them. Without that agreement, only the hotel that gave the rating sees it.
• Ratings disappear after 12 months. A guest who thinks a rating is wrong can write to hello@scanyaatri.com; we ask the hotel for proof and hide the rating if it cannot be shown. ScanYaatri can switch off sharing for everyone at any time.
• A rating is the hotel's own opinion of one stay. Hotels must not refuse a guest only because of a rating, and must follow the law when they decide whom to accommodate.

9. Where data is kept and how it is protected

All data is stored on servers in Mumbai, India. Access is controlled by database rules that keep each hotel's data separate, connections are encrypted, and important actions (edits, cancellations, prints, exports, police views) are logged. Guest entries are cancelled with a reason rather than deleted, so the register cannot be quietly changed.

10. How long data is kept

Guest records are kept while the hotel uses ScanYaatri, or as long as the law requires the hotel to keep its guest register. ID photos are deleted after the hotel's chosen number of days, bill links stop after 180 days and ratings after 12 months. A hotel owner can download the register at any time and can delete the hotel's account, which permanently removes its hotels, rooms, guest records, offer lists, ratings and ID photos.

11. Guests' rights

Guests who want to see or correct their details should contact the hotel they stayed at, because the hotel controls its register. A guest can stop offers at any time by replying STOP. To dispute a rating, or for any other question, write to us at hello@scanyaatri.com — this is also our contact for grievances about personal data.

12. Terms of use

• Hotels must use ScanYaatri only to record real guests, must tell guests that their ID details are kept for the guest register, and are responsible for the accuracy of what they enter.
• Hotels must tick the offers and rating boxes only when the guest really agreed, must give only true and fair ratings, and must stop offers when a guest asks. False ratings or messages to guests who did not agree can lead to the rating being removed and the account being suspended.
• Police officers must use Eaglez-I only for official work. Misuse leads to access being switched off.
• ID scanning and check-in are free on every plan. Paid plans add rooms for a fixed period; plans and prices are shown in the app.
• Do not try to access another hotel's data, share logins, or interfere with the service. We may suspend accounts that do.
• ScanYaatri is provided as it is. We work to keep it available and accurate, but hotels remain responsible for meeting their own legal duties.
• These terms follow the laws of India.

13. Changes

We will update this page when our practices change and show the new date at the top.