Privacy Policy

GateKey (“GateKey”, “we”, “us”) provides a cloud-based visitor and gate management platform for residential and commercial properties, accessible via web browser and the GateKey Android and iOS apps. This policy explains what data we collect, why, and how it is handled across the platform, including the mobile apps, which load this same web application inside a native shell.

1. Who provides data to GateKey

Data comes from three groups of people:

• Staff, residents & guards who hold an account on a property registered with GateKey.
• Visitors who are registered at a gate, via pre-appointment booking, or via the guard's check-in flow.
• Organizations (societies, businesses) who register their property on the platform.

2. Data we collect

Account data (staff, residents, guards)

• Full name, email address, phone number, profile photo
• Role, unit/apartment number, designation or department
• Password (stored as a salted hash — we never store or can view your plaintext password)
• One-time passcodes (OTP) sent for login/password reset

Visitor data

• Name, phone number, home address, vehicle number
• A photo taken at check-in
• Government ID type, ID number, and a photo of the ID document (e.g. Aadhaar, PAN, driving licence, passport), where a property requires ID verification
• Purpose of visit, host/resident being visited, and visit timestamps
• OTP sent to verify the visitor's phone number

Organization & billing data

• Organization name, contact person, business address, GST number
• Subscription plan, invoices, and payment/transaction references (GateKey does not process or store card numbers)

Device & usage data

• Push notification device token (to deliver visitor-arrival and other alerts to the app)
• IP address, browser/device user agent, and an activity log of actions taken in the dashboard, for security and audit purposes
• Approximate location (only if you choose to use “use my current location” in the optional carpool feature — GateKey does not track location in the background)
• Camera access, used only when you actively scan a QR code or capture a photo within the app — GateKey does not access the camera at any other time

3. How we use this data

• To operate core features: visitor check-in/check-out, pre-appointments, gate passes, QR-based entry, blacklist checks, and notifications to hosts
• To verify identity via OTP and secure accounts
• To generate invoices and manage subscriptions
• To maintain a security audit trail of who accessed what, and when
• To send transactional notifications (visitor arrival, approvals, OTPs) by push notification, WhatsApp/SMS, or email

We do not sell personal data, and we do not use visitor or account data for advertising.

4. Third parties we share data with

GateKey uses the following service providers to operate the platform. Each only receives the data needed to perform its function:

• Amazon Web Services (S3) — stores visitor photos, ID document images, QR codes, organization logos, and generated invoice PDFs
• Twilio — delivers OTPs and WhatsApp notifications; your phone number and message content pass through Twilio/Meta's WhatsApp Business platform to do so
• Firebase Cloud Messaging (Google) — delivers push notifications to the mobile app using your device's push token
• Email delivery provider (SMTP) — sends transactional emails (e.g. password resets, invoices)
• OpenStreetMap (Nominatim) — converts map coordinates to addresses for the optional carpool feature; only coordinates are sent, no personal identifiers

5. Data storage & security

• All data is transmitted over HTTPS/TLS encryption
• Passwords are hashed and never stored in plaintext
• Access to visitor and account data is restricted by role — e.g. a guard cannot see billing data, and staff at one property cannot see another property's visitors
• Data is retained for as long as your account or property remains active, plus a limited period afterward for legal/audit purposes, after which it is deleted

6. Your choices

• You can request access to, correction of, or deletion of your personal data by contacting us (below)
• Camera and location permissions are only requested at the moment they're needed and can be denied — some features (e.g. QR scanning) will not work without them
• Property administrators control how long their organization retains visitor records, within GateKey's standard retention limits

7. Children's privacy

GateKey is a business tool for property and gate management and is not directed at children. We do not knowingly collect data from children under 13, other than a visitor's name and photo where a minor is genuinely part of a visiting group logged by a guard/host.

8. Changes to this policy

We may update this policy as GateKey's features evolve. Material changes will be reflected by updating the “Last updated” date above.

9. Contact us

For privacy questions, data access, or deletion requests, contact: support@gatekey.co.in