Privacy Policy
Introduction
Welcome to Gate Pass ("Gate Pass", "we", "our", or "us").
Gate Pass is a digital community management platform designed to simplify residential, commercial, and mixed-use community operations by providing visitor management, resident communication, security coordination, community engagement, professional service discovery, and other technology-enabled services through our mobile applications, websites, and related platforms (collectively referred to as the "Platform").
Your privacy is important to us. This Privacy Policy explains how Gate Pass collects, uses, stores, processes, shares, and protects your personal information when you access or use our Platform. It also explains your rights regarding your personal information and how you may exercise those rights.
By creating an account, joining a society, accessing our Platform, or otherwise using any of our services, you acknowledge that you have read and understood this Privacy Policy and consent to the collection and processing of your information in accordance with applicable laws.
Where your consent is required by law, we will seek your explicit consent before collecting or processing your personal information for such purposes.
Scope of this Privacy Policy
This Privacy Policy applies to all users of the Gate Pass Platform, including but not limited to:
Residents
Property Owners
Tenants
Society Administrators
Committee Members
Property Managers
Security Personnel
Visitors
Delivery Personnel
Domestic Staff
Service Professionals
Gate Pass Ambassadors
Business Partners
Individuals interacting with Gate Pass through our website, mobile application, customer support, or any other official communication channels.
This Privacy Policy applies to all information collected through:
Gate Pass Mobile Applications
Gate Pass Website
Web Dashboard
QR Code Check-ins
Digital Gate Passes
Visitor Management System
Community Features
Marketplace Services
Customer Support
Promotional Campaigns
Events conducted by Gate Pass
This Privacy Policy does not apply to third-party websites, applications, or services that may be linked through our Platform. Those services are governed by their own privacy policies.
Our Privacy Principles
At Gate Pass, we believe that privacy is a fundamental aspect of trust. Our approach to handling personal information is guided by the following principles:
Transparency
We clearly explain what information we collect, why we collect it, how we use it, and with whom it may be shared. We strive to present our privacy practices in a clear and understandable manner.
User Control
We provide users with controls to access, update, and manage their personal information wherever reasonably possible. Users may also request deletion of their personal information subject to applicable legal and operational requirements.
Data Minimisation
We collect only the information that is reasonably necessary to provide and improve our services. We do not intentionally collect unnecessary personal information.
Purpose Limitation
Information collected through the Platform is processed only for legitimate purposes related to providing, maintaining, improving, securing, and supporting the services offered by Gate Pass.
Security
We implement appropriate technical and organisational safeguards designed to protect personal information from unauthorised access, disclosure, alteration, or destruction.
f.Accountability
Gate Pass remains responsible for handling personal information in accordance with applicable laws and continuously works to improve its privacy and security practices.
Definitions
For the purposes of this Privacy Policy:
Account means a registered user profile created on the Gate Pass Platform.
Administrator means an individual authorised to manage one or more societies or communities on behalf of a housing society, residents' association, builder, property owner, or management company.
Community means any residential, commercial, mixed-use, gated, or managed property registered on the Platform.
Personal Data means any information relating to an identified or identifiable individual, including information that can reasonably be linked to a specific person.
Sensitive Personal Information refers to any category of information recognised as requiring enhanced protection under applicable laws.
Visitor means any individual entering a registered community through the visitor management system.
Service Professional means an individual or business offering services through the Gate Pass marketplace.
Gate Pass Ambassador means a community member recognised by Gate Pass for promoting community engagement, assisting residents, or supporting adoption of the Platform.
Processing means any operation performed on personal information, including collection, recording, storage, organisation, retrieval, use, disclosure, transmission, deletion, or destruction.
Platform means all mobile applications, websites, dashboards, APIs, software, and digital services operated by Gate Pass.
Society means any residential association, apartment complex, villa community, commercial building, township, or other managed property using the Gate Pass Platform.
User means any individual who accesses, registers, interacts with, or otherwise uses the Platform.
Acceptance of this Privacy Policy
By accessing or using the Gate Pass Platform, you acknowledge that you have read, understood, and agreed to this Privacy Policy.
Where required under applicable law, your continued use of the Platform after being presented with this Privacy Policy constitutes your consent to the collection and processing of your information for the purposes described herein.
If you do not agree with this Privacy Policy, you should not access or use the Platform.
Gate Pass may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, technology, or business practices. Continued use of the Platform after such updates constitutes acceptance of the revised Privacy Policy unless applicable law requires additional consent.
Eligibility
The Gate Pass Platform is intended for individuals who are legally capable of entering into binding agreements under applicable laws.
Users under the age of 18 should access the Platform only with the involvement and consent of a parent, guardian, or authorised representative where required.
Society administrators are responsible for ensuring that any information they upload regarding residents, staff, visitors, or other individuals is collected and shared in compliance with applicable laws and with appropriate authority.
Gate Pass reserves the right to suspend or terminate accounts created using false identities, fraudulent information, or information obtained without proper authorisation.
Information We Collect
Gate Pass collects information to provide, maintain, secure, improve, and personalize the Platform and its services. The information we collect depends on how you interact with the Platform, your role within a community, the permissions you grant, and the features you choose to use.
We collect information directly from users, automatically through the Platform, from community administrators, from authorized third-party service providers, and from interactions within the Platform.
The categories of information we collect include, but are not limited to, the following.
Personal Information
When you create an account or use the Platform, we may collect personal information including:
Full name
Mobile number
Email address
Profile photograph
Residential address
Flat, apartment, villa, office or unit number
Building or wing details
Society or community association
Gender (optional)
Date of birth (optional)
Emergency contact information (optional)
Language preferences
Communication preferences
User role within the community
We use this information to identify users, facilitate communication, manage community membership, and provide Platform functionality.
Society Information
When a society or community is created on Gate Pass, we may collect information relating to that community, including:
Society or community name
Registered address
Number of buildings or wings
Number of floors
Number of residential or commercial units
Committee member information
Society administrator information
Property manager information
Security personnel information
Amenities and facilities
Community rules and notices
Emergency contact information
Society logo or branding
Maintenance office information
Operational preferences configured within the Platform
This information enables Gate Pass to provide community management services and improve the experience for residents and administrators.
Resident Information
For residents using the Platform, we may collect information including:
Resident name
Flat or unit number
Contact information
Ownership or tenancy status
Family member information (where voluntarily provided)
Vehicle details
Resident directory information
Visitor approval preferences
Digital access permissions
Community participation history
Event registrations
Service booking history
Community announcements viewed
Poll participation
Support requests
Feedback submitted
Residents control certain profile information through their account settings, subject to society-level administrative permissions.
Visitor Information
To facilitate secure visitor management, Gate Pass may collect visitor information including:
Visitor name
Mobile number
Purpose of visit
Resident being visited
Date and time of entry
Date and time of exit
Vehicle registration number
Visitor photograph (where applicable)
QR code or digital visitor pass details
Identity verification details (only if required by the society)
Entry approvals
Entry denial records
Security observations
Visit frequency
Temporary access permissions
Visitor information is processed solely for community security, visitor management, and operational purposes.
Gate Pass does not independently verify the identity of visitors unless specifically stated as part of a verification service.
Security Personnel Information
Where security personnel use the Platform, we may collect:
Full name
Mobile number
Employee identification
Assigned society
Duty schedules (where managed through the Platform)
Attendance records
Visitor handling activities
QR scan history
Entry and exit logs
Security incident reports
Device information used while on duty
Training certifications (if applicable)
This information helps communities monitor security operations and maintain visitor records.
Society Administrators and Committee Members
For administrators and committee members, we may collect:
Name
Contact information
Designation
Administrative permissions
Community management actions
Notice publications
Resident approvals
Visitor approval history
Moderation activities
Payment administration records
Audit logs
Subscription management activities
Administrative actions may be logged to maintain operational transparency and security.
Service Professional Information
Professionals who register on Gate Pass Marketplace may provide:
Business name
Personal name
Mobile number
Email address
Business address
Areas served
Service categories
Professional certifications
Government identification (where verification is offered)
GST registration (if applicable)
PAN details (where legally required)
Bank account information for payouts
UPI information
Portfolio photographs
Licenses
Ratings and reviews
Service completion history
Availability schedules
Pricing information
Gate Pass may verify certain information before displaying verification badges.
Gate Pass Ambassador Information
Individuals participating in the Gate Pass Ambassador Programme may voluntarily provide additional information including:
Ambassador profile
Community participation history
Referral activity
Community engagement metrics
Training participation
Recognition achievements
Event participation
Public profile information
Reward eligibility information
Participation in the Ambassador Programme is voluntary.
Device Information
When you access the Platform, certain technical information may be collected automatically, including:
Device model
Device manufacturer
Operating system
Operating system version
Application version
Browser information
Language settings
Time zone
IP address
Network information
Device identifiers
Push notification token
Crash reports
Diagnostic information
Performance metrics
Error logs
This information assists us in maintaining platform performance, diagnosing issues, and improving user experience.
Location Information
With your permission, Gate Pass may collect location information to provide location-based services, including:
Approximate location
GPS location
Society location verification
Entry and exit validation
Nearby community features
Emergency assistance features
Delivery coordination
Security-related functionality
Location permissions may be enabled or disabled through your device settings. Certain features may not function correctly if location access is denied.
Camera, Photos and Media
Gate Pass may request access to your device camera or photo library to enable features such as:
Profile photographs
Visitor photographs
QR code scanning
Document uploads
Society notice images
Marketplace listings
Property photographs
Community event uploads
Incident reporting
Verification documents
We only access your camera or media when you grant permission and initiate the relevant action.
Contact Permissions
With your explicit permission, Gate Pass may access selected contacts stored on your device for purposes including:
Inviting residents
Sending society invitations
Creating community groups
Referral programmes
Connecting with existing users
Gate Pass does not upload or use your contact list beyond the purposes for which permission has been granted.
You may revoke contact permissions at any time through your device settings.
Payment Information
Where paid services are offered, we may collect information relating to payments, including:
Subscription plan
Payment method
Transaction identifiers
Billing address
GST information
Invoice details
Payment history
Refund history
Wallet transactions (if applicable)
Marketplace commissions
Service provider payouts
Gate Pass does not store your complete debit card, credit card, or banking credentials. Payment transactions are processed by licensed third-party payment service providers that comply with applicable security standards.
Automatically Collected Information
As you use the Platform, we may automatically collect operational information such as:
Login timestamps
Logout timestamps
Feature usage
Session duration
Screen interactions
Button clicks
Search activity
Notification interactions
Community engagement metrics
Error reports
Performance analytics
This information helps us improve functionality, identify bugs, understand feature adoption, and enhance the overall user experience.
Purpose of Processing Personal Information
Gate Pass processes personal information only for lawful, specific, and legitimate purposes related to the operation of the Platform. We are committed to collecting and using only the information that is reasonably necessary to provide our services, improve user experience, maintain platform security, comply with legal obligations, and support the growth of digital communities.
The purposes for which we process your information include, but are not limited to, the following.
To Create and Manage Your Account
We use your personal information to:
Create your Gate Pass account.
Verify your mobile number or email address.
Authenticate your identity through secure login methods.
Allow you to access features based on your role within the community.
Recover your account when requested.
Prevent unauthorized access to your account.
Maintain the security of your account and profile.
Without certain information, such as your mobile number, we may be unable to provide core Platform services.
To Create and Operate Communities
Gate Pass enables users to create and manage residential, commercial, and mixed-use communities. Your information may be used to:
Create new societies and communities.
Configure buildings, wings, floors, and units.
Assign residents to their respective units.
Register committee members.
Register administrators.
Configure security personnel.
Establish community settings.
Enable community communication.
Maintain community directories.
The information is processed solely for the administration and operation of the respective community.
Visitor Management and Community Security
One of the primary purposes of Gate Pass is to facilitate secure visitor management. Information collected from residents, visitors, and security personnel may be processed to:
Generate digital visitor passes.
Approve or deny visitor requests.
Record visitor entry and exit.
Notify residents of arriving visitors.
Maintain visitor logs.
Assist security personnel in visitor verification.
Support emergency response procedures.
Improve community security operations.
Detect suspicious visitor activity.
Maintain historical visitor records where required.
Gate Pass provides the technology platform for visitor management. Decisions regarding visitor approval remain with the resident, administrator, or authorized community representative.
Community Communication
We process information to facilitate communication between members of a community. This includes:
Society announcements.
Notices.
Circulars.
Emergency alerts.
Event invitations.
Community discussions.
Polls.
Surveys.
Maintenance notifications.
Administrative communications.
These communications help maintain effective community operations and resident engagement.
Marketplace Services
Where users access professional services through Gate Pass Marketplace, we may process information to:
Display verified service providers.
Enable service discovery.
Match residents with professionals.
Process service requests.
Manage bookings.
Process marketplace payments.
Calculate commissions.
Process professional payouts.
Display ratings and reviews.
Prevent marketplace fraud.
Improve service quality.
Gate Pass may also use marketplace information to recommend relevant services based on your community and usage preferences.
Gate Pass Ambassador Programme
For users participating in the Gate Pass Ambassador Programme, information may be processed to:
Verify eligibility.
Measure community participation.
Award recognition badges.
Track referral activities.
Calculate rewards.
Invite ambassadors to events.
Provide training opportunities.
Promote community engagement.
Recognize outstanding contributions.
Participation in the Ambassador Programme is voluntary and users may discontinue participation in accordance with the applicable programme terms.
Customer Support
When you contact Gate Pass for assistance, we may process your information to:
Respond to support requests.
Resolve technical issues.
Investigate complaints.
Verify your identity.
Restore account access.
Improve customer service.
Maintain support history.
Monitor service quality.
Support interactions may be recorded or documented for quality assurance, training, and dispute resolution purposes where permitted by law.
Payments and Billing
For users subscribing to premium services or making payments through the Platform, we may process information to:
Process subscription payments.
Generate invoices.
Calculate taxes, including GST where applicable.
Process refunds.
Manage recurring subscriptions.
Detect fraudulent transactions.
Reconcile payments.
Maintain accounting records.
Comply with applicable tax and financial reporting obligations.
Payment processing is performed using authorized third-party payment service providers.
Safety, Security and Fraud Prevention
We use personal information to protect the Platform, its users, and communities from fraud, misuse, and unauthorized activities.
This may include:
Detecting suspicious account activity.
Identifying fraudulent visitor entries.
Preventing duplicate or fake accounts.
Investigating policy violations.
Monitoring unusual login attempts.
Protecting Platform integrity.
Preventing abuse of community features.
Preventing unauthorized administrative actions.
Identifying spam or malicious activity.
Gate Pass may temporarily suspend or restrict access where necessary to protect users or comply with legal obligations.
Platform Improvement
We continuously improve our Platform by analysing how users interact with our services. Information may be processed to:
Understand feature usage.
Improve user experience.
Fix software defects.
Enhance platform performance.
Develop new features.
Improve accessibility.
Optimize application performance.
Measure platform adoption.
Improve reliability.
Conduct internal research.
Whenever reasonably possible, aggregated or anonymized information is used for product analytics.
Communications from Gate Pass
We may communicate with users regarding:
Account verification.
Password resets.
Security alerts.
Platform updates.
New feature announcements.
Policy updates.
Service interruptions.
Subscription reminders.
Payment confirmations.
Customer support.
Where required by law, promotional communications will only be sent with your consent, and you may opt out at any time without affecting essential service-related communications.
Legal and Regulatory Compliance
We may process personal information where necessary to:
Comply with applicable laws.
Respond to lawful requests from government authorities.
Comply with court orders.
Meet regulatory obligations.
Protect the rights of Gate Pass.
Protect the rights of users.
Enforce our Terms and Conditions.
Investigate legal claims.
Prevent unlawful activities.
Information will only be disclosed where legally required or otherwise permitted under applicable law.
Research and Statistical Analysis
Gate Pass may use aggregated, anonymized, or de-identified information for:
Market research.
Platform performance analysis.
Community usage trends.
Product development.
Academic or industry research.
Internal business planning.
Such information does not identify individual users and is used solely for analytical and statistical purposes.
Artificial Intelligence and Automation
To improve user experience, Gate Pass may use automated systems and artificial intelligence to:
Recommend relevant features.
Detect spam or fraudulent activity.
Assist with customer support.
Suggest service providers.
Improve visitor management workflows.
Personalize user experiences.
Generate operational insights for administrators.
Where automated processing significantly affects users' rights or interests, Gate Pass will implement appropriate safeguards and comply with applicable legal requirements.
Consent and Purpose Limitation
Gate Pass processes personal information only for the purposes described in this Privacy Policy or for other purposes that are compatible with the original reason for collection, unless otherwise required or permitted by applicable law.
Where your consent is required, you may withdraw your consent at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before such withdrawal. Please note
that withdrawing consent for certain types of processing may limit or prevent your access to specific features of the Platform.
Our Approach to Information Sharing
Gate Pass values your privacy and does not sell, rent, or trade your personal information to third parties for monetary consideration or unrelated commercial purposes.
We only share personal information where it is necessary to operate the Platform, provide requested services, comply with legal obligations, protect our users, or where you have expressly authorized us to do so.
Whenever personal information is shared, we take reasonable measures to ensure that recipients process such information responsibly and in accordance with applicable laws and contractual obligations.
Sharing Within Your Community
Gate Pass is designed to facilitate communication and operations within residential and commercial communities. As a result, certain information may be visible to other authorized members of your community.
Depending on your role and your society's configuration, the following information may be shared with authorized residents, administrators, committee members, property managers, or security personnel:
Your name
Flat, apartment, villa, office, or unit number
Building or wing information
Profile photograph (if uploaded)
Community role
Visitor approvals initiated by you
Community announcements you publish (if authorized)
Event participation (where applicable)
Marketplace reviews submitted by you
Community discussion posts voluntarily shared by you
The visibility of such information is governed by the permissions established by your community administrators and the Platform's access controls.
Society Administrators and Committee Members
To enable effective community management, Gate Pass may provide society administrators, committee members, or other authorized management personnel with access to information necessary to perform their responsibilities.
This may include:
Resident directory information
Unit occupancy information
Visitor logs
Visitor approval history
Community communication records
Security reports
Maintenance-related information
Complaint submissions
Support requests relating to community operations
Community participation records
Administrative audit logs
Administrators are expected to use such information solely for legitimate community management purposes and in accordance with applicable laws.
Gate Pass is not responsible for how independently managed societies use information outside the Platform after lawful access has been granted.
Security Personnel
Authorized security personnel may have access to information necessary to perform security-related duties.
This may include:
Visitor names
Visitor photographs (where available)
Resident approval status
Vehicle registration numbers
Entry and exit timestamps
QR code information
Temporary access permissions
Delivery details
Emergency instructions
Community-specific security protocols
Security personnel are granted only the minimum level of access necessary to perform their assigned duties.
Visitors
When a visitor is invited into a community, limited information about the resident who initiated or approved the visit may be shared with the visitor where necessary for operational purposes.
Similarly, information provided by the visitor may be made available to:
The resident being visited.
Authorized security personnel.
Society administrators, where operationally necessary.
Visitor information is used solely for visitor management and community security.
Service Professionals
When you request services through the Gate Pass Marketplace, we may share relevant information with the selected service professional to enable completion of the requested service.
This may include:
Name
Contact information
Service address
Society name
Unit information (where necessary)
Appointment time
Service request details
Special instructions voluntarily provided by you
Likewise, residents may receive limited professional information such as:
Business name
Professional profile
Verification status
Ratings and reviews
Service pricing (where applicable)
Estimated arrival information
Contact details necessary to complete the service
Only information reasonably necessary to complete the requested service will be shared.
Payment Service Providers
Payments made through Gate Pass may be processed by authorized third-party payment service providers.
To facilitate payment processing, we may share information including:
Transaction identifiers
Subscription information
Billing information
Invoice details
Payment amount
Tax information
Refund requests
Merchant identifiers
Gate Pass does not store complete credit card, debit card, or internet banking credentials.
Payment providers are independently responsible for securing payment information in accordance with applicable financial regulations and industry standards.
Technology Service Providers
We engage trusted third-party technology providers to support the operation of the Platform. These providers may assist with:
Cloud hosting
Data storage
Content delivery
Push notifications
SMS delivery
Email communications
Customer support
Security monitoring
Analytics
Backup services
Fraud detection
System monitoring
Such service providers are contractually required to process personal information only for the purposes of providing services to Gate Pass and must implement appropriate security measures.
Legal Requirements
Gate Pass may disclose personal information where required or permitted by applicable law, including where necessary to:
Comply with court orders.
Respond to lawful requests from government authorities.
Cooperate with law enforcement agencies.
Protect public safety.
Enforce our legal rights.
Investigate suspected unlawful activity.
Prevent fraud.
Respond to legal claims.
Protect the rights, safety, or property of Gate Pass, our users, or third parties.
We will disclose only the information reasonably necessary to comply with such legal obligations.
Business Transfers
If Gate Pass undergoes a merger, acquisition, corporate restructuring, investment transaction, sale of assets, insolvency proceeding, or other change in ownership or control, personal information may be transferred as part of such transaction.
In such cases:
Users will be notified where required by applicable law.
The acquiring entity will be required to honor this Privacy Policy or provide notice of any material changes.
Appropriate safeguards will be implemented during the transfer process.
Professional Advisors
We may share information with our professional advisors where necessary for legitimate business purposes, including:
Legal advisors
Chartered accountants
Auditors
Compliance consultants
Insurance providers
Tax consultants
Such disclosures are limited to information reasonably necessary for the services being provided and are subject to confidentiality obligations.
Aggregated and De-identified Information
Gate Pass may create and use aggregated, anonymized, or de-identified information that does not reasonably identify any individual user.
Such information may be used for:
Product development
Community insights
Research
Statistical reporting
Market analysis
Business intelligence
Service improvement
Investor presentations
This information cannot reasonably be used to identify individual users.
What We Do Not Share
Except as described in this Privacy Policy or where required by law, Gate Pass does not:
Sell your personal information.
Rent your personal information.
Trade your personal information for advertising purposes.
Share your private conversations with advertisers.
Provide resident directories to unrelated third parties.
Disclose visitor records to unauthorized individuals.
Share payment credentials.
Share government identification documents except where legally required or explicitly authorized by you.
Our business model is based on providing community management services—not on selling users' personal information.
Your Choices Regarding Information Sharing
Depending on the functionality available within the Platform, you may be able to:
Update your profile information.
Control profile visibility.
Manage communication preferences.
Opt out of promotional communications.
Withdraw permissions for location, contacts, camera, or notifications through your device settings.
Request deletion of certain personal information, subject to legal and operational requirements.
Certain information sharing is essential to operate the Platform and cannot be disabled without affecting core functionality, such as visitor management, resident verification, and community administration.
Our Commitment to Data Security
Protecting the confidentiality, integrity, and availability of personal information is a core responsibility of Gate Pass. We implement reasonable technical, organizational, and administrative safeguards designed to protect personal information against accidental or unlawful destruction, loss, alteration, unauthorized disclosure, unauthorized access, or misuse.
While no technology platform can guarantee absolute security, Gate Pass continually reviews and improves its security practices to address evolving cybersecurity threats and industry standards.
Security Measures
Gate Pass implements a range of security controls appropriate to the nature of the information processed. These measures may include:
Encryption of data during transmission using industry-standard protocols.
Encryption of sensitive information at rest where appropriate.
Secure authentication mechanisms, including OTP verification and session management.
Role-based access controls to ensure users access only the information necessary for their role.
Secure hosting environments with restricted administrative access.
Firewalls, intrusion detection, and network monitoring.
Security logging and audit trails for administrative actions.
Regular software updates, security patches, and vulnerability management.
Backup and disaster recovery procedures.
Employee confidentiality obligations and access controls.
Monitoring systems designed to detect unauthorized access or suspicious activity. Access to personal information is restricted to authorized personnel who require such access to perform their job responsibilities.
User Responsibilities
Security is a shared responsibility. Users are expected to:
Keep their account credentials confidential.
Protect access to their mobile device.
Avoid sharing OTPs with any person.
Report unauthorized account access immediately.
Use the Platform responsibly and in accordance with applicable laws.
Ensure that information uploaded to the Platform is accurate and lawfully obtained.
Gate Pass will never request your OTP, password, or authentication credentials through unsolicited phone calls, emails, or messages.
Data Retention
Gate Pass retains personal information only for as long as necessary to:
Provide the requested services.
Maintain community operations.
Comply with legal and regulatory obligations.
Resolve disputes.
Enforce contractual rights.
Maintain security records.
Prevent fraud.
Improve the Platform through lawful analysis.
The exact retention period may vary depending on the type of information, the purpose for which it was collected, applicable legal requirements, and operational needs.
Retention of Different Categories of Information
Different categories of information may be retained for different periods, including but not limited to:
Account information for as long as the account remains active and for a reasonable period thereafter where required by law or operational necessity.
Visitor records for the period determined by the respective community or applicable legal requirements.
Payment and invoicing records for the period required under applicable tax and accounting laws.
Customer support communications for quality assurance, dispute resolution, and legal compliance.
Security logs and audit records for maintaining platform integrity and investigating incidents.
Marketplace transaction records for accounting, taxation, dispute resolution, and fraud prevention.
Where information is no longer required, Gate Pass will securely delete, anonymize, or de-identify such information in accordance with applicable law.
Account Deletion
Users may request deletion of their Gate Pass account through the application or by contacting our support team.
Upon receiving a valid request, Gate Pass will take reasonable steps to delete or anonymize personal information that is no longer required for legitimate business purposes or legal compliance.
Certain information may continue to be retained where necessary to:
Comply with applicable laws.
Fulfil contractual obligations.
Maintain financial and tax records.
Resolve disputes.
Prevent fraud.
Enforce our legal rights.
Protect the security of the Platform.
Preserve audit trails required for legitimate operational purposes.
Deletion of an account may result in permanent loss of access to certain information, records, and Platform features.
Your Rights Under Applicable Law
Subject to applicable laws, including the Digital Personal Data Protection Act, 2023, users may have the right to:
Request access to personal information processed by Gate Pass.
Request correction or updating of inaccurate or incomplete personal information.
Request deletion of personal information where retention is no longer necessary or where permitted by law.
Withdraw consent for processing that is based on consent.
Request information regarding how their personal information has been processed.
Nominate another individual to exercise applicable rights in accordance with law, where available.
Lodge a grievance regarding the handling of personal information.
Seek redress where rights have not been appropriately addressed.
Certain requests may be declined where Gate Pass is legally required to retain information or where fulfilling the request would adversely affect the rights of others or the operation of the Platform.
Withdrawal of Consent
Where processing is based on your consent, you may withdraw that consent at any time by:
Updating your account settings.
Changing device permissions.
Contacting Gate Pass support.
Following any withdrawal mechanism provided within the Platform.
Withdrawal of consent will not affect the lawfulness of processing undertaken prior to such withdrawal.
Please note that withdrawing consent for certain categories of processing may prevent us from providing specific Platform features or services.
Data Accuracy
Users are responsible for ensuring that the information they provide to Gate Pass is accurate, complete, and up to date.
Gate Pass may rely on the accuracy of information provided by users, society administrators, or authorized representatives. We encourage users to promptly update their information whenever changes occur.
Security Incidents
Despite implementing reasonable security measures, no method of electronic transmission or storage is completely secure.
In the event of a security incident or personal data breach that is likely to result in a significant risk to users, Gate Pass will:
Investigate the incident promptly.
Take reasonable measures to contain and mitigate the impact.
Notify affected users where required by applicable law.
Notify relevant regulatory authorities where legally required.
Implement corrective actions to reduce the likelihood of similar incidents.
Cross-Border Data Transfers
Gate Pass primarily stores and processes personal information using infrastructure located in jurisdictions selected to support the reliable operation of the Platform.
Where personal information is transferred outside India, Gate Pass will implement reasonable contractual, technical, and organizational safeguards and comply with applicable legal requirements governing such transfers.
Children's Privacy
Gate Pass is intended primarily for adults and authorized community representatives.
We do not knowingly collect personal information directly from children in violation of applicable law.
Where information relating to minors is processed as part of legitimate community operations (such as family member details voluntarily provided by a parent or guardian), such information will be processed only for the purposes for which it was provided and in accordance with applicable legal requirements.
If Gate Pass becomes aware that personal information has been collected from a child in a manner inconsistent with applicable law, we will take reasonable steps to delete such information.
Grievance Redressal
Users who have questions, concerns, or complaints regarding the processing of their personal information may contact Gate Pass through the contact details provided in this Privacy Policy.
Gate Pass will acknowledge and investigate complaints within a reasonable period and make reasonable efforts to resolve grievances in accordance with applicable law.
Where required under the Digital Personal Data Protection Act, 2023, Gate Pass will designate a Grievance Officer and publish the relevant contact details on its official website and within the Platform.
Exercising Your Rights
To exercise your rights under this Privacy Policy, users may submit a request through:
The Gate Pass mobile application (where available).
The official Gate Pass website.
Customer support.
The designated Grievance Officer.
Gate Pass may request reasonable information to verify the identity of the individual submitting the request before processing it.
We will respond within the timeframes prescribed by applicable law or within a reasonable period where no statutory timeframe applies.
Cookies and Similar Technologies
When you access the Gate Pass website or web-based services, we may use cookies, pixels, local storage, and similar technologies to improve functionality, security, and user experience.
These technologies help us to:
Keep you signed in securely.
Remember your preferences.
Improve website performance.
Understand how users interact with our Platform.
Detect security threats.
Prevent fraudulent activity.
Measure the effectiveness of product features.
Improve navigation and usability.
You may configure your browser to reject or delete cookies. However, doing so may affect the availability or functionality of certain features of the Platform.
Our mobile applications may use device identifiers and similar technologies necessary for authentication, analytics, crash reporting, and security.
Push Notifications
Gate Pass may send push notifications through your mobile device to provide important information relating to your community and your account.
Notifications may include:
Visitor arrival requests.
Visitor approvals.
Delivery notifications.
Emergency alerts.
Society announcements.
Community events.
Maintenance notices.
Payment reminders.
Security alerts.
Support updates.
Marketplace booking updates.
Product improvements.
Users may manage notification preferences through the application or their device settings.
Certain security-related notifications may remain enabled where necessary to ensure the proper functioning of the Platform.
Email, SMS and Communication Preferences
Gate Pass may communicate with users through email, SMS, WhatsApp (where available), telephone calls, or in-app messaging.
These communications may include:
Account verification.
One-Time Passwords (OTPs).
Login confirmations.
Visitor approvals.
Society notices.
Maintenance alerts.
Service booking confirmations.
Payment confirmations.
Support responses.
Policy updates.
Security notifications.
Marketing and promotional communications will only be sent where permitted under applicable law. Users may opt out of promotional communications at any time. However, transactional and security-related communications that are necessary to provide the Platform cannot generally be disabled.
Third-Party Services and Integrations
Gate Pass may integrate with trusted third-party services to enhance the functionality of the Platform.
These integrations may include:
Payment gateways.
SMS delivery providers.
Email service providers.
Cloud hosting providers.
Mapping and navigation services.
Push notification providers.
Customer support platforms.
Analytics services.
Identity verification services.
Video communication platforms.
Accounting integrations.
Access control and smart device integrations.
These third parties process information in accordance with their own privacy policies and contractual obligations. Gate Pass makes reasonable efforts to engage service providers that maintain appropriate privacy and security standards but is not responsible for their independent privacy practices.
External Links
The Platform may contain links to websites, applications, or services operated by third parties.
Gate Pass does not control and is not responsible for the content, security, or privacy practices of third-party websites or applications.
Users are encouraged to review the privacy policies and terms applicable to any third-party services they choose to access.
Artificial Intelligence and Automated Systems
Gate Pass may use artificial intelligence, machine learning, and automated technologies to improve the efficiency, security, and usability of the Platform.
These technologies may assist in:
Identifying spam or fraudulent activity.
Detecting suspicious visitor patterns.
Improving customer support.
Recommending relevant features or services.
Enhancing search functionality.
Generating operational insights for community administrators.
Improving platform reliability and performance.
Artificial intelligence is intended to support, not replace, human decision-making. Decisions that significantly affect a user's rights or interests should involve appropriate human oversight where required by applicable law.
Data Accuracy and Community Responsibility
Residents, society administrators, committee members, property managers, and other authorized users are responsible for ensuring that the information they submit to the Platform is accurate, lawful, and up to date.
Users should not upload:
False identities.
Incorrect visitor information.
Information belonging to another individual without proper authority.
Unlawfully obtained documents.
Misleading or fraudulent records.
Gate Pass relies on information provided by users and communities and does not independently verify all information uploaded to the Platform unless expressly stated.
Society Administrator Responsibilities
Society administrators, committee members, and authorized managers play an important role in the operation of the Platform.
They are responsible for:
Maintaining accurate community records.
Managing resident access responsibly.
Approving authorized users.
Protecting confidential information.
Using administrative privileges only for legitimate community purposes.
Complying with applicable laws governing personal information.
Gate Pass provides administrative tools but does not control how independently managed communities use information after it has been lawfully accessed through the Platform.
74. Advertising & Sponsored Content
Gate Pass will offer a free version of the platform for all residential communities. To support the continued development, maintenance, and operation of the Platform, Gate Pass may display advertisements, sponsored content, promotional offers, and business recommendations within certain areas of the application.
Advertisements may include products and services relevant to residents, such as home maintenance, healthcare, cleaning services, electricians, plumbers, local businesses, insurance, financial services, restaurants, grocery providers, moving services, and other community-related offerings.
Where possible, advertisements may be personalized based on general information such as the user's city, society, language preference, app usage, or interests. Gate Pass does not sell users' personal information to advertisers. Personal information such as names, phone numbers, email addresses, visitor records, chat messages, or payment information will not be shared with advertisers without the user's explicit consent or where required by applicable law.
All sponsored content and advertisements will be clearly identifiable within the Platform. Users may also have the option to subscribe to premium plans that provide additional features and may reduce or remove advertisements, subject to the applicable subscription plan.
Gate Pass reserves the right to determine the placement, frequency, and type of advertisements displayed on the Platform while ensuring they do not interfere with critical safety features, emergency notifications, or essential community operations.
75. Changes to this Privacy Policy
Gate Pass may revise this Privacy Policy from time to time to reflect changes in:
Applicable laws and regulations.
Platform functionality.
Business operations.
Technology.
Security practices.
User feedback.
When material changes are made, we will take reasonable steps to notify users through the Platform, email, or other appropriate communication channels where required.
The "Effective Date" shown at the end of this Privacy Policy indicates the date on which the current version became effective.
Continued use of the Platform after the revised Privacy Policy becomes effective constitutes acceptance of the updated Privacy Policy, except where additional consent is required by law.
76. Governing Law
This Privacy Policy shall be governed by and interpreted in accordance with the laws of the Republic of India.
Any disputes arising from or relating to this Privacy Policy or the processing of personal information shall be subject to the jurisdiction of the competent courts having jurisdiction over Gate Pass's registered office, unless otherwise required by applicable law.
Nothing in this Privacy Policy limits any rights available to users under applicable data protection laws.
77. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or the processing of your personal information, you may reach out at privacy@gatepass. We will make reasonable efforts to respond to legitimate privacy-related requests within the timeframes required by applicable law.
78. Grievance Officer
In accordance with applicable Indian law, Gate Pass will designate a Grievance Officer responsible for addressing concerns relating to the processing of personal information.
The following details will be published once appointed:
Name of the Grievance Officer :
Official email address :
Postal address :
Contact information :
The Grievance Officer will acknowledge and address complaints in accordance with the timelines prescribed under applicable law.
79. Severability
If any provision of this Privacy Policy is found to be invalid, illegal, or unenforceable by a court or competent authority, the remaining provisions shall continue to remain valid and enforceable to the fullest extent permitted by law.
80. Entire Privacy Policy
This Privacy Policy constitutes the complete understanding between Gate Pass and its users regarding the collection, processing, storage, sharing, and protection of personal information through the Platform.
It should be read together with our:
Terms and Conditions
Community Guidelines
Marketplace Terms (where applicable)
Cookie Policy (if published separately)
Any additional notices presented for specific features or services
In the event of any conflict between this Privacy Policy and a feature-specific privacy notice, the feature-specific notice shall prevail to the extent of the conflict.
Effective Date: 15 August 2026
Version: 1.0
© 2026, GatePass App Inc. Made with love in India 🇮🇳
Terms
Privacy