Privacy Policy

1. Introduction

GateKeeperZero ("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 society management platform.

2. Information We Collect

2.1 Personal Information

We collect information that you provide directly to us, including:

• Name, email address, and phone number
• Residential address and flat details
• Profile photographs
• Vehicle registration details
• Family member information
• Payment and billing information

2.2 Usage Information

We automatically collect certain information about your device and how you interact with our platform, including:

• Device information and IP address
• Browser type and operating system
• Access times and pages viewed
• App usage statistics

2.3 Visitor Information

When visitors are registered at your society, we collect:

• Visitor name and phone number
• Vehicle details
• Entry and exit timestamps
• Purpose of visit

2.4 Contacts You Pick on Your Phone

When you invite a guest in the Resident app, or add a visitor pre-approval or a resident in the Society app, you can choose "Pick from contacts". Your phone's own contact picker opens and you choose one contact. The app reads only that contact, on your device, to fill in that person's name and phone number. We do not read or upload your contact list: nothing leaves your phone except the name and number you submit with the form. If your phone asks for contacts permission first, the app still reads only the contact you pick.

3. How We Use Your Information

We use the information we collect to:

• Provide and maintain our services
• Process transactions and send billing notifications
• Send important updates and announcements
• Manage visitor access and security
• Respond to your requests and support needs
• Improve our platform and develop new features
• Ensure security and prevent fraud
• Comply with legal obligations

4. Information Sharing and Disclosure

We do not sell your personal information. We may share your information only in the following circumstances:

• Within Your Society: Information is shared with authorized society management committee members and security staff as necessary for operations
• Service Providers: We may share information with third-party service providers who perform services on our behalf (payment processing, SMS/email delivery)
• Legal Requirements: When required by law or to protect our rights and safety
• With Your Consent: When you explicitly authorize us to share information

4.1 Support Access by GateKeeperZero Staff

To help a society set up and use the platform, a GateKeeperZero support administrator can open the society's web dashboard as the society's primary admin. This happens only while the society allows it:

• The society decides. "Allow GKZ support access" in the society's settings is on for the first 90 days after the society is created and then turns itself off. Any society admin can turn it on again, for 7 days at a time, or off at any time. Every change is logged and emailed to all of the society's admins.
• Short, recorded sessions. Only a GateKeeperZero super administrator can start a session, and must record a reason. A session is read-only unless the administrator chooses assist mode, lasts at most 30 minutes, and ends at once if the society turns support access off. The society's primary admin is emailed when a session starts.
• What support staff can see. The same information the society's primary admin sees, which can include residents' names, contact details, flat details, visitor records and billing records. We use it only to give the help the society asked for, on the society's behalf.
• What support staff can never do. Even in assist mode they cannot change passwords or login settings; make or change payments, billing, subscription or bank details; act on privacy requests (consent, data export or deletion); change roles or suspend users; switch the society's email, SMS or push notifications; delete records; or change the support access setting.
• Every action is attributed. Each action in a session is recorded in the society's activity log with the name of the GateKeeperZero staff member and the support session it happened in.

5. Data Security

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

• Encryption of data in transit and at rest
• Regular security assessments and updates
• Access controls and authentication mechanisms
• Secure data centers and infrastructure

However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.

6. Data Retention

We retain your information for as long as necessary to provide our services and comply with legal obligations. When you delete your account or leave a society, we will delete or anonymize your personal information within 90 days, except where we are required to retain it for legal or regulatory purposes.

7. Your Rights

You have the right to:

• Access and review your personal information
• Correct inaccurate or incomplete information
• Request deletion of your information
• Object to processing of your information
• Export your data in a portable format
• Withdraw consent where processing is based on consent

To exercise these rights, please contact us at privacy@gatekeeperzero.com

8. Children's Privacy

Our services are not directed to children under 13 years of age. We do not knowingly collect personal information from children under 13. If you become aware that a child has provided us with personal information, please contact us.

9. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to improve your experience, understand how visitors use this site, and keep it secure. Below is a description of each tool we deploy on this marketing website (gatekeeperzero.com), why we use it, and what data it collects.

9.1 PostHog — Analytics and Session Replay

We use PostHog to understand how visitors navigate our website and to improve our content and user experience. PostHog records anonymous page-view events, click interactions, and — where session replay is active — anonymised recordings of browsing sessions. All form inputs (passwords, emails) are masked before transmission and are never captured in their raw form.

PostHog sets persistence cookies in your browser to maintain a consistent anonymous identifier across sessions. Data is processed by PostHog, Inc. under their Privacy Policy. You can opt out of PostHog session replay and analytics capture by clicking “Reject Non-Essential” in the cookie notice banner that appears on your first visit.

9.2 Google Analytics 4 — Traffic Analytics

We use Google Analytics 4 (GA4) to measure aggregate website traffic — pages visited, session duration, traffic sources, and geographic region. GA4 sets cookies (typically _ga and _ga_*) that persist for up to 13 months. IP addresses are anonymised before storage. Data is processed by Google LLC under their Privacy Policy. You can opt out of GA4 tracking via the Google Analytics Opt-out Browser Add-on.

9.3 Sentry — Error Tracking

We use Sentry to capture JavaScript errors and performance issues on this website so our engineering team can diagnose and fix problems quickly. When an error occurs, Sentry collects a stack trace, browser version, operating system, and the URL at which the error happened. Sentry does not collect personally identifiable information unless it appears in an error message. Data is processed by Functional Software, Inc. (Sentry) under their Privacy Policy. Sentry is an essential tool for site reliability and cannot be disabled without affecting our ability to detect and fix errors.

9.4 Google reCAPTCHA v3 — Fraud Prevention

Our contact and demo request forms are protected by Google reCAPTCHA v3, an invisible fraud-detection service that runs in the background when you interact with a form. reCAPTCHA v3 analyses mouse movements, timing, and browser signals to produce a risk score that helps us distinguish genuine enquiries from automated bot submissions. It does not require you to solve a puzzle or click a checkbox. The risk score and associated signals are sent to Google and are governed by Google's Privacy Policy and Terms of Service. reCAPTCHA is necessary to protect our submission endpoints from abuse and cannot be disabled on pages that contain forms.

You can control cookies through your browser settings at any time. Disabling all cookies will prevent PostHog and GA4 from functioning, but will not affect core site functionality. Sentry and reCAPTCHA operate independently of cookie consent.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last Updated" date. Your continued use of our services after changes constitutes acceptance of the updated policy.

11. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us:

12. Grievance Officer (DPDP Act §13)

In accordance with the Digital Personal Data Protection Act, 2023 (India), we have designated a Grievance Officer to address concerns regarding the processing of your personal data. We acknowledge grievances within 7 working days and resolve them within 30 days of receipt.

If your grievance is not resolved within the SLA window, you may escalate to the Data Protection Board of India in accordance with §13 of the DPDP Act, 2023.

13. File a Grievance

Under DPDPA §13, you may submit a formal grievance regarding the processing of your personal data using the form below. We acknowledge all submissions within 7 working days and aim to resolve them within 30 days. For urgent matters, email grievance@gatekeeperzero.com directly.