Data Security and Barcode Handling
Gift cards and key tags rely on unique numbers and encoded data to function properly. That data must be handled carefully throughout the printing process.
This page explains how Scan-Cards manages barcode numbers, magnetic stripe data, and order information to help protect your business and reduce risk.
Why Data Handling Matters
Barcode numbers and magnetic stripe data are not just visual elements. They are functional identifiers used by POS systems to load value, track usage, or associate accounts.
Risks of Improper Data Handling
Duplicate Numbers
If the same barcode number is used on multiple cards across different orders, POS systems cannot distinguish between them. This creates conflicts when cards are loaded with value or linked to customer accounts.
Duplicate numbers may cause value from one card to appear on another, transactions to be assigned to the wrong account, or POS systems to reject cards entirely because the number is already in use.
Unauthorized Reuse
Barcode numbers or magnetic stripe data from one business should not be reused for another business. Each business needs unique number ranges that do not overlap with other organizations.
Reusing numbers across unrelated businesses creates confusion, makes troubleshooting difficult, and increases the risk of cross-contamination if data is mishandled during processing.
POS System Conflicts
POS systems expect barcode numbers to follow specific patterns and structures. If numbers do not match these expectations or if duplicate numbers exist in the system, errors occur.
These conflicts may prevent cards from being loaded, cause checkout failures, or create reconciliation problems that require manual investigation and correction.
Checkout Failures
When barcode data is mishandled or formatted incorrectly, cards fail at the point of sale. Customers experience delays, staff must process manual transactions, and the perceived value of gift cards or loyalty programs decreases.
Repeated checkout failures damage customer confidence and create operational friction that affects both customer experience and staff efficiency.
Secure handling helps prevent these issues. By treating barcode numbers and encoded data as operationally sensitive information rather than arbitrary design elements, proper data management reduces the risk of functional failures and system conflicts.
Barcode Number Generation and Management
When Scan-Cards generates barcode numbers for your order, we follow structured processes designed to ensure uniqueness and compatibility with your POS system.
Number Generation Process
Create Unique Number Sequences
We generate sequential barcode numbers that are unique to your order. These sequences are created specifically for your business and are not reused for other customers or subsequent orders.
Avoid Reuse Across Orders
Once a number sequence is assigned to your order, those numbers are marked as used. If you place additional orders in the future, new number ranges are assigned rather than reusing previous sequences.
Structure Numbers Based on POS Requirements
Different POS systems require specific number formats, lengths, and prefixes. We structure generated numbers to match your POS system's specifications, ensuring compatibility and reducing the risk of rejection during card loading.
Track Sequences Internally to Reduce Duplication Risk
We maintain internal records of assigned number ranges to prevent accidental duplication. This tracking helps ensure that each business receives unique numbers that do not conflict with other orders.
Purpose of Generated Data
Barcode data is generated and used solely for the purpose of fulfilling your order. We do not use generated numbers for any other purpose, share them with third parties, or incorporate them into other business processes.
The numbers exist exclusively to provide you with functional gift cards or key tags that work with your POS system. Once your order is complete, those numbers belong to you and are used only for your business operations.
Handling Customer-Provided Data
Many businesses provide their own barcode numbers, membership IDs, or other data for printing. When you supply data, we handle it with the same care as internally generated information.
How We Handle Your Data
Files Are Reviewed Only for Formatting and Compatibility
When you submit barcode numbers or other data, we review the information to verify it matches required formatting standards and is compatible with your specified POS system.
This review checks for proper number structure, correct barcode type, appropriate sequence formatting, and any technical issues that might prevent cards from working correctly.
We do not analyze, interpret, or use your data for purposes beyond production verification. The review is strictly technical and focused on ensuring your cards will function as intended.
Data Is Used Only to Complete Your Order
Your provided data is used exclusively for producing your gift cards or key tags. We do not extract, copy, or store your data for any purpose other than fulfilling your specific order.
Once production is complete and quality control is finished, your data serves no further operational purpose for us. It exists solely to support your business needs, not ours.
Information Is Not Shared With Third Parties
We do not share customer-provided barcode numbers, membership IDs, or order details with outside parties. Your data remains within our production system and is accessible only to personnel directly involved in completing your order. This practice follows PCI DSS data protection requirements for handling cardholder information securely.
This includes not selling, trading, or otherwise distributing your information to marketing lists, data brokers, or other businesses. Your data is yours, not a commodity we monetize.
No Repurposing of Customer Data
We do not repurpose customer data for any other use. The barcode numbers you provide are not analyzed for business intelligence, incorporated into other projects, or used to inform other customer orders.
Your order data is treated as confidential business information specific to your needs. It serves your purposes only and is handled accordingly throughout the production process.
Magnetic Stripe Data Handling
For magnetic stripe cards, encoded data must match POS specifications exactly. This data is handled with particular care because encoding errors are invisible to visual inspection.
Magnetic Stripe Data Practices
Encode Data Based on Verified Requirements
Magnetic stripe encoding follows specifications verified during the pre-production review process. We encode data on the correct track, using the proper format, with accurate field separators and check digits as required by your POS system.
Avoid Storing Unnecessary Stripe Data
We retain only the information necessary to complete encoding and verify accuracy. Once cards are encoded and verification is complete, detailed stripe data serves no operational purpose and is not maintained beyond what is required for quality control documentation.
Verify Encoding Accuracy During Quality Control
Sample cards from each encoded batch are read to verify that data is correctly encoded and can be retrieved by card readers. This verification confirms that encoded data matches specifications without requiring long-term storage of sensitive information.
Encoding Security Considerations
Magnetic stripe data cannot be read visually, which makes proper handling particularly important. Unlike barcodes that can be scanned and verified by sight, magnetic stripes require specialized equipment to read encoded information.
We handle encoding data with recognition that it represents functional identifiers for your business. Our data handling practices align with PCI Security Standards Council guidelines for secure payment card data management. Encoding equipment and verification systems are operated only by trained personnel involved in production and quality control processes.
This controlled approach helps ensure encoding accuracy while limiting unnecessary exposure of your data throughout the production workflow.
Internal Access Controls
Access to order details and barcode data is limited to personnel who require it to complete their specific responsibilities in the production process.
Who Accesses Your Data
Personnel Involved in Compatibility Review
During pre-production verification, staff review barcode numbers and data formats to confirm compatibility with your POS system. This access is necessary to verify technical specifications and identify potential issues before production begins.
Compatibility reviewers see only what is required to complete verification. They do not have access to unrelated order data or information from other customers.
Production and Quality Control Staff
Production personnel handle barcode data and order details during printing, encoding, and quality verification processes. This access is essential to complete your order and ensure cards meet functional standards.
Quality control staff verify that printed barcodes match specifications, encoded data is accurate, and cards function correctly. This requires accessing sample cards and associated data to perform testing.
Both production and quality control access is limited to active orders. Once an order is complete and shipped, there is no operational reason for continued access to detailed card data.
Access Limited to What Is Required
Access is limited to what is required to complete your order. Personnel see only the information necessary for their specific role in production, verification, or quality control.
This principle of limited access helps reduce unnecessary exposure of your data while still allowing staff to perform the work required to produce functional cards that meet your specifications.
Data Retention Practices
Barcode numbers and order details are retained only as needed to support production, quality control, and post-delivery support. We do not maintain data indefinitely when it no longer serves an operational purpose.
Data Retention Purposes
Complete Production
During active production, we retain all order details and barcode data necessary to print, encode, and finish your cards. This information is essential to complete your order according to specifications.
Verify Quality Control
Quality control documentation includes sample card data and verification results. This documentation supports review processes and helps confirm that cards met functional standards before shipping.
Support Troubleshooting If Issues Arise
If problems occur with cards after delivery, order records and production details help diagnose issues and determine appropriate solutions. This support documentation is retained for a reasonable period after order completion.
Limited Retention Period
Data is not retained indefinitely. Once orders are complete, cards are delivered, and reasonable time has passed for troubleshooting and support, detailed barcode data no longer serves an operational purpose.
We retain basic order information for business records, but detailed card numbers and encoded data are not maintained beyond what is necessary for support and documentation purposes.
Data Is Not Reused Across Unrelated Orders
Barcode numbers and data from one order are never reused for different customers or unrelated orders. Each order receives unique data appropriate for its specific purpose.
Even if you place multiple orders over time, each order uses new number ranges rather than recycling previous sequences. This approach prevents conflicts and ensures each order delivers unique, functional cards.
Reducing Risk for Your Business
Proper data handling practices help reduce operational risks that can affect your business when gift cards or key tags fail to work correctly.
Risks Reduced Through Secure Data Handling
Duplicate Card Issues
When barcode numbers are unique and not reused across orders, duplicate card problems are prevented. Your POS system can distinguish between cards, value loads correctly, and transactions are assigned to the proper accounts.
POS Conflicts
Cards formatted to match POS specifications reduce system conflicts. When data structure follows expected patterns, cards load successfully, scan or swipe reliably, and process transactions without errors.
Customer Disputes
When cards work correctly from the start, customer disputes decrease. Customers can use cards as intended, value is tracked accurately, and the transaction experience matches expectations.
Operational Disruptions
Functional cards reduce operational friction at checkout. Staff spend less time troubleshooting card problems, transactions process smoothly, and business operations continue without interruption from technical failures.
Supporting Reliable Card Usage
Our goal is to support reliable card usage, not introduce new risks. By handling barcode data and order information with appropriate care, we help ensure cards function as intended when customers use them in your business.
Data handling practices are not about excessive control or complicated procedures. They exist to prevent functional problems that damage customer experience and create unnecessary work for your staff.
Industry Standards for Data Security
While gift card barcodes don't contain payment data, businesses handling customer payment information should follow established security standards and best practices.
Treating Barcode Data as Operationally Sensitive
Gift card and key tag data may not be personally identifiable information in the traditional sense, but it is operationally sensitive because it directly affects POS system functionality and business operations.
We handle this data with recognition that improper management creates real problems for your business. Duplicate numbers, incorrect formatting, unauthorized reuse, or careless handling can cause card failures that affect your customers and staff.
The practices described on this page reflect operational care rather than security theater. Each practice exists to prevent specific problems that occur when barcode data is treated as arbitrary design elements rather than functional identifiers.
Data handling is about delivering functional cards that work correctly when you use them, not about collecting or monetizing your information.
Work With a Trusted Printing Partner
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