GatePass.ai – Privacy Policy

Last Updated: October 2025

Welcome to GatePass.ai, an AI-powered visitor and community management platform designed for secure, paperless, and intelligent access control.
Your privacy is our top priority. This Privacy Policy explains how we collect, use, store, and protect your personal data when you use our app, website, or related digital services (collectively referred to as the “Platform”).
By using GatePass.ai, you agree to the terms outlined below. If you do not agree, please discontinue using the Platform.

1. Information We Collect

GatePass.ai collects only the information necessary to operate a secure digital gate pass system and provide AI-powered visitor management for Resident Welfare Associations (RWAs), communities, and organizations.

We may collect:

• Resident Information: Name, phone number, email, flat/unit number, vehicle details, and emergency contact.
• Visitor & Staff Data: Name, contact number, entry/exit timestamps, purpose of visit, and optional photo for verification.
• Device & Usage Data: IP address, device type, app version, and feature interaction logs.
• Complaint & Request Data: Resident service requests, complaints, and resolution status.
• Payment Information: Maintenance billing, transaction history, and payment confirmations (processed securely via trusted gateways).

We do not collect unnecessary permissions or personal media (camera, microphone, photos) without explicit consent.

2. How We Use Your Information

Your data is used to ensure seamless, safe, and transparent community management. GatePass.ai uses this data to:

• Enable secure visitor entry/exit and digital gate pass verification
• Manage residents, staff, and delivery personnel
• Improve app performance and provide personalized experiences
• Facilitate community communication, billing, and maintenance tracking
• Generate anonymized analytics to improve services and AI accuracy
• Ensure compliance with India’s DPDP Act 2023 and local data protection norms

We do not sell or rent your data to advertisers or unauthorized third parties.

3. Data Sharing and Third-Party Access

GatePass.ai does not share your personal data with any external organization except in the following cases:

• When required by law, regulation, or legal request
• To protect rights, property, or safety of the community or users
• When you have explicitly consented to such sharing (e.g., integrated payment or communication services)

Third-party service providers (like payment gateways or SMS APIs) operate under strict data protection agreements and limited access.

4. Data Storage and Security

Your data is securely stored on encrypted servers located in India, ensuring compliance with the Digital Personal Data Protection Act DPDP Act 2023.

• End-to-end encryption for sensitive data
• Role-based access for admins, RWAs, and guards
• Regular audits and secure cloud infrastructure
• Data backups and restricted access protocols

Only authorized personnel can access necessary data to perform operational duties.

5. User Rights and Controls

As a user of GatePass.ai, you have full control over your personal data. You can:

• Mask your phone number or email ID from guards or other residents
• Control what is shared with RWAs, visitors, or administrators
• Request data correction, access, or deletion anytime
• Withdraw consent for specific data uses

To exercise these rights, please contact our Data Protection Team at:
Email: gatepassai@gmail.com
Phone: +91 8050996382

6. Data Retention Policy

We retain your personal data for as long as you remain an active member of your society or organization on the GatePass.ai platform. After you move out or your account is deactivated:

• Your data is archived or deleted as per legal retention timelines
• Certain logs may be preserved for audit, billing, or security verification purposes

All retention and deletion practices follow DPDP Act 2023 guidelines.

7. Updates to This Privacy Policy

We may periodically update this Privacy Policy to reflect new features, security upgrades, or legal requirements. All changes will be notified via in-app alerts, email, or the website. Your continued use of the Platform after such updates signifies your acceptance of the revised terms.

8. Contact and Grievance Redressal

If you have questions, complaints, or concerns about your personal data, please contact our Grievance Officer:
Grievance Officer: Anurag M
Email: gatepassai@gmail.com
Phone: +91 83318 22131
Company: Krishik AI Services LLP
Address: 1/418-8-1, Opp. Maruthi Nagar, Near Anjaneya Swamy Temple, Mundy Bazar, Cuddapah, Andhra Pradesh – 516001, India

9. Privacy Summary (Quick Overview)

gatePass.ai, a smart AI-powered visitor management app, ensures:

• ✅ Minimal data collection for security & community convenience
• ✅ End-to-end encrypted, India-hosted data storage
• ✅ No ad tracking, no third-party selling
• ✅ Complete user control and data transparency
• ✅ Compliance with India’s Digital Personal Data Protection Act (DPDP) 2023

By continuing to use gatePass.Ai, you acknowledge that you have read, understood, and agreed to this Privacy Policy.