Privacy notice
What GateNQ records at your gate
Last updated 3 November 2026
GateNQ keeps the gate log for your subdivision's homeowners' association (HOA). This notice explains what is recorded, who can see it, how long it is kept, and your rights under the Data Privacy Act of 2012 (Republic Act No. 10173).
Who is responsible
Your HOA decides how the gate is run and is the personal information controller for your subdivision's records. Questions and requests go to your HOA's admin first.
GateNQ runs the system for your HOA as its personal information processor, and only on the HOA's instructions. You can reach GateNQ at [email protected].
What is recorded
| About | What |
|---|---|
| Residents | Name, email, home (block and lot), and the passes you create: your guest's name, the days, and, if you add them, a phone number, a vehicle plate or the names of a work crew. |
| Visitors and deliveries | Name as given at the gate, the home visited, the courier for a delivery, entry and exit times, how they were let in, and the number of the visitor pass given for an ID. The ID itself stays at the guardhouse; it is never photographed or stored. |
| Guards | Name, email, a shift PIN (stored scrambled, never readable), the gate and times of each shift, and the entries they recorded. |
| HOA admins | Name, email, and the decisions they record (work passes, alerts handled). |
| Phones and tablets | For notifications, an address your phone's browser gives us to deliver them. For gate tablets, their name and when they last checked in. Technical logs, such as IP addresses, are used for security and kept only briefly. |
Why
- To let visitors, deliveries and workers in, and tell you when someone is at the gate for you.
- To keep a record the HOA can review for the security of the subdivision.
- To run accounts: invitations, sign-in and password resets.
GateNQ does not sell your information, use it for advertising, or share it beyond the people and services below.
Who can see it
- You: your own home's visitors, deliveries and passes.
- Guards: what the gate needs: who is expected, and who is inside.
- Your HOA's admins: the full gate log for your subdivision.
- GateNQ's operators: counts only (how many homes, residents and entries), never the people in them, except when your HOA asks for help with a specific problem.
- No other subdivision. Each subdivision's records are kept apart in the database itself.
GateNQ uses service providers to run: DigitalOcean (servers and database, in Singapore), Cloudflare (network security), Resend (sending emails), and Apple's and Google's notification services (delivering alerts to phones). They process data only to provide those services.
How long it is kept
- The gate log (entries, Ask Resident requests, guard shifts, and passes that have ended) is kept for one year, then deleted automatically.
- Accounts stay while you live in the subdivision or work its gate. When your HOA removes you, you can no longer sign in, and your active passes are cancelled.
- Backups of the database are kept for seven days, for recovery only.
How it is protected
- Every connection is encrypted (HTTPS).
- Each subdivision's records are separated by the database itself, not only by the app.
- Passwords and PINs are stored scrambled; nobody, including GateNQ, can read them.
- Guest passes are digitally signed, so a copied or edited pass is refused.
Your rights
Under the Data Privacy Act you have the right to:
- be informed about how your data is used (this notice);
- see the data held about you, and get a copy;
- have wrong data corrected;
- object to processing, or have data blocked or erased when it is no longer needed or was processed unlawfully;
- complain to the National Privacy Commission (privacy.gov.ph).
To use these rights, ask your HOA's admin, or write to [email protected]. We answer within 15 working days.
Changes
If this notice changes, the date at the top changes with it, and your HOA will be told.