Especially Digital provides facility access services for utility sites, including temporary access codes requested by text message. This policy explains what we collect, how we use it, and how long we keep it.
What we collect
When you request facility access by scanning a QR code or texting our number, we collect:
- Your phone number, name, company name, and email address
- Photos you send us: a photo of yourself and a photo showing your company affiliation (such as a badge, business card, or company vehicle)
- The facility or lock identifier for your request, and the date and time
- The content of text messages you exchange with us
How we use it
We use this information only to:
- Verify your identity and company affiliation before issuing a facility access code
- Deliver access codes and status updates about your request
- Maintain records of facility access requests for security and audit purposes
- Set up ongoing access if you request it
Automated photo checks
We use automated software to check the content of submitted photos — for example, that a person is visible and that a company name is legible. We do not use facial recognition. We do not create, extract, or store biometric identifiers such as face geometry, fingerprints, or voiceprints.
Please do not send photos of government-issued identification (such as a driver’s license). If one is submitted, it is rejected and not retained.
Text messaging terms
- We do not share your mobile phone number or opt-in information with third parties for their marketing purposes.
- Messages are sent only in connection with access requests you initiate. Typical frequency is a small number of messages per visit.
- Message and data rates may apply.
- Reply STOP at any time to opt out of messages. Reply HELP for help, or call (936) 223-3700.
Service providers
We use trusted service providers to operate this service, including Twilio (text message delivery) and cloud hosting and automation providers. These providers process data on our behalf and are not permitted to use it for their own purposes.
Retention
- Verification photos and request records are retained for up to 12 months after your last access activity, then deleted.
- If ongoing access is removed or expires, associated photos are deleted within 30 days.
- Records of denied requests are retained for up to 12 months for security purposes.
We may retain records longer where required by law or a legal hold.
Your choices
You may request a copy of the information we hold about you, ask us to correct it, or ask us to delete it (subject to our security and legal obligations) by contacting [EMAIL] or calling (936) 223-3700.
Changes
We may update this policy from time to time. The current version will always be posted at this page.
Effective date: July 13, 2026