1. Introduction

Welcome to **Secure Gate**, a Visitor Management System designed to streamline visitor registration, tracking, and reporting for organizations across multiple premises.

This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our web platform or mobile application. By accessing or using Secure Gate, you agree to the terms of this Privacy Policy. If you do not agree, please discontinue use of the system immediately.

2. Information We Collect

We collect the following types of information depending on your user role and usage:

a. Personal Information

• Full name
• Contact details (phone number, email address)
• Identification information (e.g., IC/passport number for visitors, employee ID for staff)
• Login credentials (username, password)

b. Visitor and Access Information

• Visitor name and contact details.
• Check-in and check-out times.
• Purpose of visit.
• Host or tenant being visited.
• Premises location details.

c. System and Administrative Data

• Account creation and modification logs.
• Access control data.
• Audit trail records for security and compliance.

3. How We Use Your Information

Your information is used to:

• Manage user registration and authentication.
• Facilitate visitor check-in, approval, and monitoring.
• Notify hosts and guards of visitor arrivals or status updates.
• Generate and export reports for compliance and audits.
• Maintain account and system security through access control.
• Improve system performance and enhance user experience.
• Support multi-premises management and coordination.
• Integrate with third-party access control or notification systems.

4. Data Sharing and Disclosure

We do not sell or rent personal data.

However, we may share information under the following circumstances:

• With Authorized Users: Data is shared internally within the system to enable functions between guards, hosts, tenants, and management roles.
• With Premises Management: For reporting, monitoring, and auditing purposes.
• With Service Providers: Only when required for hosting, maintenance, or integration with secure third-party systems.
• For Legal Compliance: If required by law, regulation, or government request.

All shared data will follow strict access control and data protection standards.

5. Data Security

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

• Secure login and authentication processes.
• Role-based access controls.
• Encrypted data transmission and storage.
• Regular system monitoring and security audits.
• Audit trails to track system activities.

Despite these measures, no online system is entirely immune to risks, and users are advised to safeguard their login credentials.

6. Data Retention

We retain personal data only as long as necessary to fulfill operational, legal, or audit requirements.

After the retention period, your data will be securely deleted or anonymized.

7. User Rights

Depending on your role and applicable regulations, you may:

• Access your personal data
• Request correction or update of inaccurate information
• Request deletion of your account (subject to management approval)

Requests can be made to the premises management or system administrator overseeing your account.

8. Use of Mobile Application

For users accessing Secure Gate through the mobile app (Guards, Hosts, Tenants):

• The app may request access to your device’s camera, notification and storage for operational features such as visitor check-in, verification, and photo capture.
• You will be notified and asked for permission before these features are used.

9. Third-Party Integrations

Secure Gate may integrate with external access control systems, notification services, or security hardware.

Any data shared through such integrations will be handled under secure and authorized configurations.

10. Changes to This Policy

We may update this Privacy Policy from time to time.

All updates will be posted within the system or on our official website with the revised effective date. Continued use of Secure Gate after changes indicates acceptance of the revised terms.

11. Contact Us

If you have any questions or concerns regarding this Privacy Policy or your personal data, please contact: