GatePass.ai – Privacy Policy

Last Updated: October 2025

Welcome to GatePass.ai, an AI-powered visitor management and community security platform designed for apartments, gated communities, institutions, and Resident Welfare Associations (RWAs).

Protecting your privacy and personal data is extremely important to us. This Privacy Policy explains how GatePass.ai collects, uses, stores, and protects personal information when users access our mobile application, website, or related services (collectively referred to as the “Platform”).

GatePass.ai is developed and operated by Krishik IT Services LLP.

By accessing or using the GatePass.ai Platform, you confirm that you have read, understood, and agreed to this Privacy Policy. If you do not agree with these terms, please discontinue use of the Platform.

1. Information We Collect

GatePass.ai collects only the minimum information necessary to operate a secure digital gate pass system and visitor management platform for residential communities and organizations.

The information we may collect includes:

Resident Information

• Name
• Phone number
• Email address
• Flat, unit, or office number
• Vehicle information
• Emergency contact details

Visitor and Staff Information

• Visitor name and contact number
• Entry and exit timestamps
• Purpose of visit
• Optional visitor photo for identity verification

Device and Usage Information

• IP address
• Device type and operating system
• App version and interaction logs
• System performance data

Complaint and Service Request Information

• Resident service requests
• Complaint descriptions
• Resolution updates and history

Payment Information

Where applicable, the platform may process:

• Maintenance fee payments
• Society-related charges
• Transaction confirmations and payment records

Payments are processed securely through trusted third-party payment providers. GatePass.ai does not access cameras, microphones, photos, or device permissions without explicit user consent.

2. How We Use Your Information

The data collected through GatePass.ai is used solely to ensure safe, efficient, and transparent community management.

Your information may be used to:

• Enable secure visitor entry and digital gate pass verification
• Manage residents, visitors, staff, and delivery personnel
• Improve application performance and user experience
• Facilitate community communication and announcements
• Support billing, maintenance tracking, and society administration
• Generate anonymous analytics to improve AI functionality and service quality
• Ensure compliance with India’s Digital Personal Data Protection Act (DPDP), 2023

GatePass.ai does not sell, rent, or trade personal information to advertisers or unauthorized third parties.

3. Data Sharing and Third-Party Access

GatePass.ai does not share personal data with external organizations except in the following situations:

• When required by law, regulation, or legal process
• To protect the safety, rights, or property of users or communities
• When users have explicitly provided consent
• When using trusted third-party service providers necessary for platform functionality

Examples of such integrations may include payment gateways or communication services such as Razorpay or Twilio.

All third-party service providers operate under strict data protection agreements and limited data access.

4. Data Storage and Security

GatePass.ai stores user information on secure, encrypted servers located in India, ensuring compliance with applicable data protection laws.

Security measures include:

• End-to-end encryption for sensitive information
• Role-based access controls for administrators, guards, and RWAs
• Secure cloud infrastructure and regular security audits
• Data backup and recovery systems
• Restricted internal access policies

Only authorized personnel can access necessary information for operational purposes.

5. User Rights and Data Controls

Users of GatePass.ai have full control over their personal data.

You have the right to:

• View or update your personal information
• Mask contact details from guards or other users
• Control what data is shared with RWAs or administrators
• Request correction, deletion, or access to stored data
• Withdraw consent for certain data processing activities

To exercise these rights, please contact our support team at:
Email: gatepassai@gmail.com
Phone: +91 83318 22131

6. Data Retention Policy

GatePass.ai retains personal data only for as long as necessary to provide services and comply with legal obligations.

Typically:

• Data remains active while a user is part of a registered community or organization.
• When a user leaves the community or deletes their account, data may be archived or removed according to legal retention policies.

Certain logs may be retained for:

• security investigations
• billing verification
• regulatory compliance

All retention practices comply with the Digital Personal Data Protection Act (DPDP), 2023.

7. Updates to This Privacy Policy

GatePass.ai may update this Privacy Policy periodically to reflect:

• new features or service improvements
• security upgrades
• changes in applicable laws or regulations

Users will be notified through in-app notifications, email, or website updates when significant changes occur. Continued use of the platform after updates indicates acceptance of the revised Privacy Policy.

8. Contact and Grievance Redressal

If you have any questions, complaints, or requests regarding your personal data, please contact our designated grievance officer:

Grievance Officer: Anurag M

Email: gatepassai@gmail.com

Phone: +91 83318 22131

Company: Krishik IT Services LLP

Address:
1/418-8-1, Opp. Maruthi Nagar
Near Anjaneya Swamy Temple
Mundy Bazar, Cuddapah
Andhra Pradesh – 516001
India