Privacy Policy

1. Overview and Website Operator

This Privacy Policy describes how the EZ-Scan Solutions website (the “Site”) handles personal information you may provide. The Site is primarily a historical product-information resource for EZ-SCAN, EZ-REG, Imaging Made Simple (IMS), and related software applications developed by Imminent Technologies for Xerox multifunction equipment. Current product availability, licensing, compatibility, and support are not confirmed; see our Product Status page for details.

The Site is operated by Imminent Technologies, a sole proprietorship operated by Chad Everett Cohrs. Imminent Technologies is not currently incorporated and has no legal connection to Reliance Outsourcing and Consulting, LLC. Historical references to a previously incorporated Imminent Technologies entity should not be interpreted as describing the current legal structure.

The preferred method of contacting Imminent Technologies is the Site’s Contact Us form. Postal correspondence may be directed to:

2. Information We Collect Through Forms

The Site offers a contact / inquiry form that may collect the following information when you voluntarily submit it:

• Name (split into first and last name for processing)
• Email address
• Telephone number (optional)
• Organization or business name
• Application area of interest (selected from a list)
• Xerox copier / MFP model, if known (optional)
• Free-text inquiry message describing your questions or workflow needs

The Site may also process technical information necessary for website functionality, security, and communications, including the page URL, page title, URL path, browser user-agent string, an approximate device type (mobile or desktop), and a session identifier.

3. How Submissions Are Processed

When you submit the inquiry form, your information is transmitted to a server-side handler that calls the connected marketing/CRM platform’s Contacts API. The handler creates or updates a contact record using your name, email, phone, and organization, and stores your application area of interest and Xerox copier model as registered custom fields on that contact. Your inquiry message, interest area, copier model, and the page you submitted from are also attached as a note to the contact record.

The Site’s own code also dispatches a separate form-tracking event to the connected CRM/tracking platform for submission history and attribution. This tracking event is supplementary; the primary record of your inquiry is the contact record and attached note described above.

The CRM API credentials used for contact creation are stored securely on the server and are read only inside the server-side handler at the time your submission is processed. They are not included in the browser-accessible code bundle and are not exposed to website visitors.

4. Cookies, Local Identifiers, and Session Information

The Site’s own code does not set advertising or tracking cookies. A session identifier may be read from a cookie if one is present; otherwise a random session identifier is generated in your browser for the purpose of attributing the form submission to your visit. This identifier is sent only as part of an inquiry submission.

The connected CRM/tracking platform may set its own cookies or local storage identifiers when its services operate. Embedded YouTube videos use YouTube’s privacy-enhanced mode (youtube-nocookie.com), which does not set tracking cookies on a visitor’s browser until the video is played; once played, YouTube/Google may set cookies. The Site owner anticipates potentially using analytics and advertising technologies in the future (see Section 5); if and when such technologies are activated, they may set additional cookies.

5. Analytics and Advertising Technologies

At the time of this review, no analytics scripts, advertising pixels, or remarketing tags (such as Google Analytics, Meta/Facebook Pixel, or LinkedIn Insight Tag) were found installed in the website source code. The site owner anticipates potentially using such services in the future for website traffic measurement, visitor activity analysis, advertising performance measurement, conversion tracking, audience measurement, remarketing, and website improvement.

This Privacy Policy is prepared to accommodate those possibilities. However, no analytics or advertising technology should be described as active unless it has been verified as installed. If such services are added before publication, this section must be updated to disclose them, and any consent or notice required by applicable law must be provided before nonessential tracking operates. A Privacy Policy alone does not satisfy all cookie-consent or advertising privacy requirements.

6. Third-Party Services

The Site uses and may use the following categories of third-party service providers to operate and improve the website and to process inquiries:

• CRM / inquiry processing: The connected marketing/CRM platform (LeadConnector/HighLevel) receives and stores submitted inquiry information and creates or updates contact records.
• Website hosting and technical providers: Services that host and serve the website and support its technical operation.
• Embedded video: YouTube (a Google service) is used to embed video demonstrations.
• Analytics and advertising providers: When activated, services such as Google Analytics, Meta/Facebook, LinkedIn, or similar providers may process visitor data as described in Section 5.

Information you provide — including form submissions and data collected by embedded video providers — may be shared with and processed by these service providers in order to process your submission, display embedded content, and operate the Site. The Site does not claim that visitor information is never shared with third parties. No absolute guarantee of data security is made; information is processed subject to applicable privacy requirements and each provider’s own practices.

7. Third-Party Embedded Content

The Site embeds YouTube video demonstrations using YouTube’s privacy-enhanced mode (youtube-nocookie.com). In this mode, YouTube does not set cookies on a visitor’s browser until the video is played, and viewing data is not used to personalize the YouTube experience unless the visitor interacts with the video. When a video is played, YouTube/Google may collect information and may set cookies, subject to Google’s own privacy policy and the visitor’s YouTube account settings. Embedded videos are loaded from YouTube’s servers and are governed by YouTube’s terms and privacy practices.

Brochure PDFs are hosted on the historical ez-scansolutions.com domain and are linked directly. Downloading or viewing them opens content hosted outside this Site. These historical materials may contain outdated contact addresses, logos, device configurations, or software capabilities.

8. Data Retention

Imminent Technologies does not maintain a fixed deletion schedule for all customer inquiries or historical business correspondence. We may retain contact information, customer inquiries, correspondence, and related business records for extended periods when reasonably necessary for customer service, ongoing business relationships, technical support, historical business records, legal obligations, or other legitimate business purposes.

We do not maintain a fixed retention period for all inquiries. Records may be reviewed, deleted, or archived when they are no longer needed, subject to applicable legal requirements. No automatic deletion after a specified number of months or years is promised, and information is not retained indefinitely regardless of applicable legal requirements.

9. Your Privacy Rights and Requests

You may choose not to submit the inquiry form. If you have already submitted information and wish to submit a privacy question, or to request access to, correction of, or deletion of your personal information, please contact us through the Contact Us form. Requests will be handled in accordance with applicable law.

Certain records may need to be retained for legitimate legal or business reasons, and not every deletion request can result in immediate or complete deletion regardless of legal exceptions. Where a request cannot be fully honored, we will explain the reason to the extent permitted.

10. Security

The Site takes reasonable measures to protect submitted information, including keeping CRM API credentials server-side and out of browser-accessible code. However, no method of transmission over the internet or electronic storage is completely secure. The Site does not make unsupported promises of absolute data security.

11. Changes to This Policy

This Privacy Policy may be updated as the Site’s data-handling practices are confirmed or changed, or as analytics or advertising technologies are activated. The “Last updated” date above reflects the most recent revision.