Privacy Policy

Gate-G (Apartment & Society Management System) is a platform designed to help residential societies manage residents, apartments, visitors, complaints, notices, and other day-to-day society operations.

This Privacy Policy explains what information Gate-G collects, why we use it, and how that information is handled when you use the Gate-G platform.

1. Information We Collect

Depending on how you use Gate-G, we may collect information such as:

• Your name and email address.
• Your Gate-G account and authentication information.
• Your role within a society, such as resident, admin, or guard.
• Your society and apartment association.
• Apartment information required to operate the society.
• Visitor information entered through the visitor management system.
• Complaint information submitted through the platform.
• Notices and other information created or managed within the platform.
• Invitation and account-related information.
• Information required to maintain the security and proper operation of the service.

Authentication is handled through our authentication provider, while Gate-G maintains the application-level user and society information required to operate the platform.

2. How We Use Your Information

We use collected information to operate and improve Gate-G.

This includes:

• Creating and managing user accounts.
• Connecting users with the correct society and apartment.
• Enforcing roles and permissions.
• Managing visitors and visitor approvals.
• Managing complaints and their status.
• Publishing and displaying society notices.
• Sending account, operational, and relevant service notifications.
• Processing invitations to join a society.
• Maintaining the security and reliability of the platform.
• Troubleshooting and improving the service.

Gate-G uses information primarily to provide the functionality requested by the society and its users.

3. Society-Scoped Information

Gate-G is designed around a society-based data boundary.

Information belonging to one society is associated with that society and is not intended to be available to users of another society.

Access to information is determined by the user's authenticated account and application permissions. The backend is responsible for enforcing these authorization rules.

For example, a resident should only be able to access information that their role and society membership permit, while society administrators may have broader management access.

4. User-Provided Information

Some information displayed in Gate-G is entered directly by users or society administrators.

For example, a society administrator may create or invite a resident account, a guard may enter visitor information, or a resident may submit a complaint.

When you provide this information, you are responsible for ensuring that the information you submit is appropriate and accurate and that you have the necessary authority to provide information about other individuals.

5. Authentication and Account Security

Gate-G uses Clerk for user authentication and account management.

Gate-G does not use the authentication system as a replacement for its own application authorization. After authentication, the Gate-G backend determines the user's application identity, society association, role, and permitted actions.

We use reasonable technical measures to protect accounts and application data. However, no internet-based system can guarantee absolute security.

6. Data Storage

Application data is stored and processed using infrastructure used by Gate-G, including MongoDB for application data.

The information stored may include user, society, apartment, visitor, complaint, notice, and invitation-related records necessary for operating the platform.

We retain information only for as long as it is reasonably necessary for operating the service, maintaining records, fulfilling legitimate operational requirements, or meeting applicable legal obligations.

Specific retention periods may vary depending on the type of information and how Gate-G is being used.

7. Service Providers

Gate-G may use third-party service providers to provide infrastructure and functionality required to operate the platform.

These providers may process limited information on behalf of Gate-G, depending on the service being provided.

For example, authentication services may process account-related information, while infrastructure and database providers may process application data required to operate Gate-G.

We do not give third parties unrestricted access to Gate-G data simply because they provide infrastructure or services.

8. Sharing of Information

Gate-G may make information available to authorized users within the relevant society when that information is necessary for the operation of society features.

For example, a society administrator may need access to resident or apartment information, while a guard may need access to visitor information required for visitor management.

We may also disclose information when necessary to:

• Provide and maintain the Gate-G service.
• Protect the security and integrity of the platform.
• Comply with applicable law or a valid legal request.
• Investigate misuse, fraud, or security incidents.
• Protect the rights, safety, and property of Gate-G, its users, or others.

Gate-G does not use personal information for purposes unrelated to providing and operating the platform unless permitted by applicable law or otherwise disclosed to you.

9. Notifications

Gate-G may send notifications required for application functionality.

For example, visitor management may require notifying a resident when a visitor is waiting for approval.

Notifications are used to provide the relevant Gate-G functionality and may contain limited information necessary for the notification to be useful.

10. Data Security

We take reasonable measures to protect information against unauthorized access, modification, disclosure, or destruction.

Security measures may include authenticated access, backend authorization, controlled database access, secure communication, and application-level permission checks.

However, no software, database, or internet transmission is completely secure. Users should also take reasonable steps to protect their own accounts and authentication credentials.

11. Children's Privacy

Gate-G is designed for residential society management and is not specifically directed toward children.

Users should not provide information belonging to children unless they have the appropriate authority to do so and the information is necessary for the intended use of the platform.

12. Your Data and Account

Depending on your role and the way Gate-G is provided to your society, you may be able to request access to, correction of, or deletion of information associated with your account.

Some information may be controlled or maintained by the society because the society is responsible for managing its residents and operational records.

Requests relating to society-managed information may therefore need to be handled by the relevant society administrator.

13. Changes to This Privacy Policy

We may update this Privacy Policy when Gate-G changes its functionality, data practices, or legal requirements.

When changes are made, the updated version will be published on this page with a revised "Last updated" date.

Your continued use of Gate-G after an updated policy becomes effective means that you acknowledge the updated policy.

14. Contact

If you have questions about this Privacy Policy, your personal information, or how Gate-G handles data, please contact the Gate-G team through the support or contact channel provided by the platform.

Gate-G — Apartment & Society Management System

This Privacy Policy is intended to describe the current data practices of the Gate-G MVP. It should be reviewed and updated as the product, infrastructure, payment system, analytics, notifications, and applicable legal requirements evolve.