A bar owner in Savannah will never forget the night everything changed. What began as a routine ID check quickly spiraled into a compliance nightmare. A state sting operation revealed their scanner had been quietly storing patron data for months, and much longer than state law allowed.
The result?
A hefty fine, a damaged reputation, and a liquor license on the line. The owner hadn’t set out to break the rules, they just didn’t know their scanner was hoarding sensitive personal information in the cloud.
They weren’t alone. A lawsuit has already targeted a major company accused of overreaching by storing and flagging ID and biometric information in a centralized system and automatically sharing it across multiple venues (Wexler Boley & Elgersma LLP).
Cases like this highlight how a simple ID check can become a privacy minefield.
Running a bar isn’t just about pouring drinks; it’s about creating a safe, compliant, and trustworthy space for your customers. From checking IDs at the door to ensuring alcohol is served responsibly, every decision impacts both your bottom line and your reputation.
That’s why ID scanners for bars have become indispensable for owners and managers who need to quickly and accurately verify age and IDs and help spot fake IDs. But here’s the catch: many scanners collect far more data than necessary, and worse, they may store it indefinitely, often in the cloud.
While this ”extra data” is marketed as a safeguard, it often creates greater risks that include legal exposure, compliance headaches, and a loss of trust with the very customers you’re trying to protect.
In this guide, we’ll show you why a “less is more” approach to data retention is the smartest move. By collecting only what’s necessary, you’ll stay compliant, safeguard your liquor license, and protect your patrons’ privacy—without the burden or cost of storing data you don’t actually need.
Depending on the model and settings, an ID scanner for bars, often referred to as a driver’s license scanner may collect the following customer data:
Many bar owners assume that all of this must be stored, but that’s not always true. Only essential data is required for compliance. Holding onto more data means more legal responsibility and privacy risks.
It’s tempting to think, “The more info we keep, the safer we are.” But collecting excess data doesn’t mean you're more secure. In fact, the opposite is often true.
More data = bigger target for hackers
Harder to manage and protect over time - more resources are needed for storage, maintenance, and staff management.
Creates liability if breached
May violate privacy laws like CCPA or GDPR
Staff may misuse or accidentally share personal info
Instead, bar owners should ask: What’s the minimum amount of information we actually need to verify age and protect ourselves legally?
PII stands for Personally Identifiable Information, which includes:
Holding PII without justification makes you responsible for its protection and vulnerable if it's exposed.
Security consultancies and industry frameworks strongly advocate data minimization, especially when handling sensitive personally identifiable information (PII).
“The more data you hold, the more attractive you are to attackers.” — Cybersecurity consultant, TrustArc
Storing fewer scans means that if a breach occurs, the exposed data is limited, decreasing legal exposure and remediation costs. This principle is endorsed by cybersecurity policymakers advocating for intentional data disposal practices legioncyber.comkpmg.com.
Regulations like CCPA/CPRA and GDPR enforce data minimization. Holding scans beyond necessity—especially sensitive PII like date of birth or driver’s license number—can violate these laws. Good retention policies support compliance and avoid unnecessary risk, ISACATrustArc.
The more data you store, the more resources are needed for storage, maintenance, and staff management. Simple exports (like CSV with minimal metadata) and periodic purging keep operations efficient and secure smartechdaily.comkpmg.com.
While some ID scanners for bars use the cloud to store data for convenience, this approach can lead to:
Cloud systems are often targets for:
Most data privacy laws require:
Cloud platforms charge monthly storage fees, retrieval fees, and often lock you into their ecosystem.
Here’s how you can apply smart data policies starting today:
Only store what’s necessary:
Delete data after 7–30 days unless needed for legal reasons.
Set clear rules for the scan data lifecycle, which is a must-have piece of evidence for audits
“We scan IDs for age verification only. No personal information is stored beyond what’s legally required.”
Transparency earns trust and keeps you legally protected.
✔️ Protects Your Reputation
✔️ Lowers Liability and Compliance Risk
✔️ Improves Customer Trust
✔️ Reduces Cloud Costs
✔️ Simplifies Staff Training
A1: Yes, for age compliance proof. ID logs with timestamps and age status may be enough unless your state requires full records for a specific time.
A2: Not necessarily, but it raises compliance issues under CCPA and GDPR. It also increases the risk of breach.
A3: Yes—many scanners offer "verify-only" modes that check age without storing the transaction.
A4: Under laws like CCPA, you must comply unless data is required for legal retention, such as age and ID check compliance. Check with your legal advisor.
A5: Generally, yes. It keeps data off the internet and under your control.
A6: Some states do require it. Always post signage and check your local laws.
As a bar owner, protecting your license is essential, but protecting your customers’ data is just as important.
By applying data minimization principles—only collecting and retaining what you truly need—you reduce risk, build trust, and stay ahead of evolving privacy regulations.
Less data means more safety.
Smart bars know that a clean scan today shouldn’t create a privacy nightmare tomorrow.
At ViAge Solutions, we believe ID scanning should protect your business, not put it at risk. That’s why our scanners are designed with privacy at the core. No cloud uploads. No excessive data capture. Just fast, reliable age verification that keeps you compliant and builds trust with your patrons.
Whether you're running a bar, liquor store, or dispensary, we help you meet legal requirements without compromising customer privacy. Our systems store data locally, and give you full control over retention settings—so you collect only what you need, and nothing more.
We’re proud to support responsible retailers with tools that are simple, secure, and built for today’s privacy-conscious world.
https://wbe-llp.com/investigations/patronscan-biometric-privacy-lawsuit/
ISACA – “Retention periods and data minimization best practices” sslinsights.com+1kpmg.com+1reddit.com+1sslinsights.com+1smartechdaily.com
TrustArc – Article on data minimization necessity TrustArc+1legal-rm.com+1
Smartech Daily – “Collect less, protect more” strategy smartechdaily.com
KPMG Insights – Regulatory expectations on data retention/deletion kpmg.com
Greenberg Traurig LLP – Balancing retention and compliance gtlaw.com
Legion Cyberworks – Security risk of retaining large PII sets legioncyber.com