Privacy Policy
MeterBeam™ is a printer and copier fleet monitoring service operated by Copier Dynamics, Inc. ("we", "us"). This policy explains what data the MeterBeam agent and portal collect, what they deliberately do not collect, and how that data is handled.
The short version: MeterBeam reads page counters, toner levels, and status codes from printers using SNMP. It never sees what you print, copy, scan, or fax. There is no document content, no job names, no images, and no per-user print tracking anywhere in the product.
1. What the MeterBeam agent collects
The MeterBeam agent is installed on a computer inside your network. It queries printers and copiers over SNMP and reports the following to the MeterBeam portal:
| Category | Fields |
|---|---|
| Device identity | Serial number, IP address, MAC address, make and model, SNMP system name, location and notes you enter |
| Meter reads | Total page count, black-and-white count, color count, and where supported, copy/scan/fax/duplex counters |
| Supplies | Toner, drum, and waste container levels and capacities, and part numbers you configure |
| Status | Device status, error and jam codes, uptime, last-seen timestamp |
| Agent health | Agent hostname, agent version, check-in times |
What the agent never collects
This is a product design decision, not a configuration option. The agent has no code path to read any of the following:
- Document, image, or file content of any kind
- Print, copy, scan, or fax job names or job history
- Scanned or faxed images, or anything stored on a device's internal hard drive
- The identity of the person who sent a job — MeterBeam does not do per-user print accounting
- Device address books, stored destinations, or saved credentials
- General network traffic, files, or activity on any computer
Because of this, MeterBeam does not receive protected health information, financial account data, or the contents of your business records. See our Security Overview for how this affects HIPAA and similar obligations.
2. Account and customer data
To operate the service we also store information you provide:
- Account data: name, email address, a hashed password, role and organization, and if you enable two-factor authentication, an encrypted TOTP secret and hashed recovery codes.
- Customer/site records: site name, service address, and the contact name, phone, and email you enter for that site.
- Security and audit records: sign-in attempts, session activity, administrative actions, IP address, and browser user-agent. We derive an approximate city/country from the IP address using an offline database stored on our own server — this lookup does not send your IP address to any third party.
Passwords are stored using bcrypt hashing and are never recoverable in plain text. When a password is checked against known-breached password lists, only a short partial hash prefix is transmitted, using the k-anonymity method — your actual password and full hash never leave our server.
3. How we use data
We use the data above only to provide and support the service, specifically to:
- Display fleet dashboards, meter history, and supply levels
- Generate low-toner, service, and device-offline alerts
- Forecast supply consumption and produce shipment and usage reports
- Calculate meter-based billing for customers under a service or cost-per-page agreement
- Authenticate users, secure accounts, and investigate suspicious sign-in activity
- Provide technical support, and maintain and improve the product
We do not sell, rent, or share your data for advertising, marketing, or profiling by anyone. We do not use customer fleet data to train third-party AI models.
4. Where data is stored
MeterBeam is hosted on servers operated by Copier Dynamics, Inc. in the United States. Data is stored in a PostgreSQL database that is not directly reachable from the public internet. Encrypted backups are retained on private storage under our control.
All connections between the agent, your browser, and the portal use HTTPS with TLS 1.2 or higher.
5. Service providers
We keep third-party involvement deliberately minimal. The only external services that may receive limited data are:
| Provider | Purpose | Data involved |
|---|---|---|
| Email (SMTP) provider | Sending alerts, reports, and password-reset messages | Recipient address and message content |
| Telegram | Optional alert delivery, only if your organization enables it | Alert text sent to the chat you configure |
| Have I Been Pwned | Checking passwords against breach lists | A five-character partial hash prefix only |
| Let's Encrypt | TLS certificates | Domain name only |
Our public marketing website additionally loads fonts from Google Fonts and uses a self-hosted analytics tool that records page views without cookies or cross-site tracking. The MeterBeam portal itself uses no third-party analytics, advertising, or tracking scripts.
6. Cookies
The MeterBeam portal sets a single essential session cookie to keep you signed in. It is marked HttpOnly, Secure, and SameSite. We use no advertising, marketing, or third-party tracking cookies, so no cookie-consent banner is required for the portal.
7. Data retention
- Meter reads and supply history are retained for the life of the account, because they support billing accuracy, warranty claims, and equipment history.
- Security and audit records are retained for at least 12 months.
- Account records are deleted within 30 days of a written deletion request, except where we must keep billing records to meet legal and tax obligations.
Customers may request an export of their data, or deletion of a device and its full history, at any time.
8. Your rights
You may request access to, correction of, or deletion of your personal data, and may ask for a copy in a portable format. Email info@meterbeam.com and we will respond within 30 days. We do not sell personal information, and we do not discriminate against anyone for exercising these rights.
9. Children
MeterBeam is a business product and is not directed to children. We do not knowingly collect personal information from anyone under 16.
10. Security incidents
If we become aware of a breach affecting your data, we will notify affected customers without undue delay and, where feasible, within 72 hours of confirming the incident. Our security practices are described in the Security Overview.
11. Changes to this policy
We may update this policy as the product evolves. Material changes will be announced by email to account administrators and reflected in the "last updated" date above.
12. Contact
Copier Dynamics, Inc.
info@meterbeam.com