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Last reviewed
June 15, 2026
Plain-language policy
This page explains how Gatepass operates for account owners, workspace members and people submitting records through forms, ID capture projects and event registrations. Organizations with special legal or regulatory requirements should review these terms with their own adviser.
Customer and Gatepass roles
For most submitted records, the customer organization decides what data is collected and why. Gatepass provides the platform that hosts, stores, displays, verifies and exports those records according to customer configuration.
- Customers choose form fields, ID requirements and event registration questions.
- Customers decide who can review, approve, export or archive records.
- Gatepass processes records to provide the service and keep the platform secure.
- Public submitters should first contact the organization that shared the form or event link.
Processing activities
Gatepass may process customer-controlled data to operate forms, ID capture projects, event registrations, generated documents, QR verification, exports, WhatsApp sessions and support workflows.
- Receive and store submissions, uploads and media.
- Display records to authorized workspace members.
- Generate ID cards, badges, tickets, passes or export files where requested.
- Track usage limits, credits, review status, verification and audit activity.
Customer instructions
Gatepass processes customer-controlled data according to platform settings, user actions, product rules and support requests. Customers must configure projects responsibly and avoid collecting unnecessary data.
- Use required fields only when necessary.
- Avoid collecting sensitive data without a valid reason.
- Assign the right reviewers and remove inactive team members.
- Archive or delete projects when they are no longer needed.
Security and access
Gatepass uses access controls, sessions, permissions, audit records and operational safeguards to support secure processing. No online platform can guarantee absolute security, so customers should also protect their own exports and user access.
- Use strong passwords and secure devices.
- Limit exports to authorized people.
- Treat downloaded reports, ID cards and badge files carefully.
- Report suspected unauthorized access quickly.
Subprocessors
Gatepass may use providers for hosting, storage, email, payments, WhatsApp messaging, monitoring and support. These providers support the platform and may process data depending on the feature used.
- Hosting and database providers support the core application.
- File storage providers may store uploads and generated documents.
- Payment and messaging providers process billing or communications.
- Support and monitoring providers help resolve issues and maintain reliability.
Return, export and deletion
Customers can export records where the product allows and may request deletion support. Some data may be retained for security, billing, fraud prevention, legal compliance, backups or audit purposes.
- Export records before deleting important projects.
- Archived projects stop active collection but keep historical records unless deleted.
- Deletion from backups may take additional time.
- Public submitter requests may be redirected to the customer organization.
Processing reference
Common processing areas across active Gatepass products.
| Area | How it applies | Note |
|---|---|---|
| Standard Forms | Responses, uploads, review status, notes and exports. | Customer controlled |
| ID Capture | ID records, photos, card generation status and export history. | Credits may apply |
| Events | Attendee registrations, badges, tickets, check-in or verification records. | Event credits may apply |
| Session messages, media, phone number and support conversation state. | Provider dependent | |
| Billing | PayGo purchases, entitlements, usage ledger and receipts. | Operational record |
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