Privacy Policy

Introduction

GatePass ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our visitor management service ("Service").

This policy applies to all users of our Service, including visitors, hosts, administrators, and any other individuals whose personal information we process in connection with our Service.

1. Information We Collect

1.1 Information You Provide Directly

• Account Information: Name, email address, company name, job title, contact information
• Visitor Information: Names, contact details, purpose of visit, host information, arrival/departure times
• Profile Information: Photos, identification documents, vehicle information
• Communication Data: Messages, feedback, support requests

1.2 Information Collected Automatically

• Usage Data: How you interact with our Service, features used, time spent
• Device Information: IP address, browser type, operating system, device identifiers
• Location Data: General location information (when permitted)
• Log Data: Server logs, error reports, performance data

1.3 Information from Third Parties

• Integration partners (calendar systems, directory services)
• Payment processors (billing information)
• Analytics and security service providers

2. How We Use Your Information

We use the collected information for the following purposes:

2.1 Service Provision

• Managing visitor registrations and check-ins
• Generating and distributing gate passes
• Facilitating host notifications and approvals
• Providing access control and security features
• Generating reports and analytics

2.2 Communication

• Sending service notifications and updates
• Providing customer support
• Responding to inquiries and requests
• Sending marketing communications (with consent)

2.3 Service Improvement

• Analyzing usage patterns and trends
• Improving Service functionality and performance
• Developing new features and services
• Conducting research and analytics

2.4 Legal and Security

• Complying with legal obligations
• Protecting against fraud and security threats
• Enforcing our Terms of Service
• Resolving disputes and preventing harm

3. Information Sharing and Disclosure

We may share your information in the following circumstances:

3.1 With Your Consent

We may share information when you explicitly consent to such sharing.

3.2 Service Providers

We may share information with trusted third-party service providers who assist us in operating our Service, including cloud hosting, analytics, payment processing, and customer support.

3.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.

3.4 Legal Requirements

We may disclose information when required by law, regulation, legal process, or governmental request.

3.5 Within Your Organization

Visitor information may be shared with designated hosts and administrators within your organization as necessary for the visitor management process.

4. Data Security

We implement appropriate technical and organizational measures to protect your information:

• Encryption of data in transit and at rest
• Regular security assessments and updates
• Access controls and authentication mechanisms
• Employee training on data protection
• Incident response and breach notification procedures

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

5. Data Retention

We retain your information for as long as necessary to provide the Service and fulfill the purposes outlined in this policy:

• Account information: Until account deletion or termination
• Visitor records: As required by your organization's retention policies or legal requirements
• Log data: Typically 12-24 months for security and analytics purposes
• Support communications: 3 years for quality assurance

You may request deletion of your personal information, subject to legal and contractual obligations.

6. Your Rights and Choices

Depending on your location, you may have the following rights:

6.1 Access and Portability

Request access to your personal information and receive a copy in a portable format.

6.2 Correction

Request correction of inaccurate or incomplete personal information.

6.3 Deletion

Request deletion of your personal information, subject to legal and contractual obligations.

6.4 Restriction and Objection

Request restriction of processing or object to certain uses of your information.

6.5 Marketing Communications

Opt out of marketing communications at any time through unsubscribe links or account settings.

7. International Data Transfers

Your information may be processed and stored in countries other than your own. We ensure appropriate safeguards are in place for international transfers, including:

• Adequacy decisions by relevant authorities
• Standard contractual clauses
• Certification schemes and codes of conduct

8. Children's Privacy

Our Service is not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13. If we become aware that we have collected such information, we will take steps to delete it.

9. Cookies and Tracking Technologies

We use cookies and similar technologies to:

• Maintain user sessions and preferences
• Analyze usage patterns and improve performance
• Provide personalized experiences
• Enable security features

You can control cookie settings through your browser, but disabling cookies may affect Service functionality.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by:

• Posting the updated policy on our website
• Sending email notifications to registered users
• Providing in-app notifications

Your continued use of the Service after changes become effective constitutes acceptance of the updated policy.

Contact Information

If you have any questions about this Privacy Policy or wish to exercise your rights, please contact us:

We will respond to your requests within the timeframes required by applicable law, typically within 30 days.