Privacy Policy

1. Overview & Consent

SafeGate (“we”, “our”, “us”) operates the apartment management platform accessible via our website and mobile applications. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our services. By accessing or using SafeGate, you consent to the data practices described in this policy, in accordance with the Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011 and the Digital Personal Data Protection Act, 2023.

This policy applies to all residents, society administrators, security personnel, and visitors whose data is processed through SafeGate’s visitor management, billing, and financial dashboards.

2. Information We Collect

To provide seamless apartment management, we collect the following categories of personal data:

• Resident Data: Name, flat number, email address, phone number, vehicle registration (optional), family member details for access control.
• Visitor Data: Visitor name, contact number, photo (if required by society), entry/exit timestamps, and host details.
• Financial Information: Maintenance bills, payment transaction IDs, receipts, and outstanding dues. We do not store full credit/debit card numbers or UPI credentials; all payment processing is handled by PCI-DSS compliant gateways.
• Society Administrative Data: Committee member names, security guard assignments, and society documents.
• Technical Data: IP address, device ID, browser type, and usage logs for platform security and performance improvement.

All data is processed with explicit consent or contractual necessity under the DPDP Act, 2023.

3. Legal Basis & Compliance (Indian Laws)

SafeGate processes personal data in compliance with the Indian Penal Code (IPC) provisions related to data privacy and the Information Technology Act, 2000 (including Section 43A and Section 72A). We adhere to reasonable security practices as prescribed under the IT (Reasonable Security Practices) Rules, 2011. Under the Bharatiya Nyaya Sanhita (BNS) 2023 (successor to IPC), any unauthorized access or breach of digital data is strictly prohibited, and we implement measures to prevent such incidents.

We rely on the following legal grounds: (a) consent of the data principal; (b) performance of a contract (society management); (c) compliance with legal obligations; (d) legitimate interests (security, fraud prevention).

4. How We Use Your Information

• ✔ Facilitate visitor pre-approval, QR code generation, and real-time security alerts.
• ✔ Automate monthly maintenance billing, payment tracking, and financial reconciliation.
• ✔ Provide role-based dashboards (residents, admin, security) for society operations.
• ✔ Send service-related notifications (bill reminders, visitor updates, society announcements).
• ✔ Improve platform security, detect fraud, and comply with legal requests from law enforcement under Indian jurisdiction.
• ✔ Generate anonymous analytics to enhance user experience and system performance.

We never sell or rent your personal data to third parties for marketing purposes.

5. Data Sharing & Third Parties

We share personal information only in the following limited circumstances:

• Society Administration: Resident and visitor data is accessible to authorised society committee members and security personnel for operational purposes.
• Service Providers: Cloud hosting, SMS/email delivery, and payment gateways (strictly under data processing agreements compliant with Indian law).
• Legal Compliance: When required by law, court order, or government agency (including police authorities under IPC/BNS provisions).
• Merger/Acquisition: In case of business restructuring, we ensure data protection obligations continue.

All third parties are bound by confidentiality and data protection obligations consistent with DPDP Act, 2023.

6. Data Retention & Security

We retain personal data only as long as necessary to fulfill the purposes outlined in this policy, or as required by Indian laws (e.g., financial records retained for 8 years under the Income Tax Act). Visitor logs are typically retained for 12 months unless society requires longer archiving. We implement industry-standard security measures including:

• 🔒 End-to-end encryption for sensitive data (AES-256).
• 🔒 Role-based access controls and audit trails.
• 🔒 Regular vulnerability assessments and penetration testing.
• 🔒 Data center infrastructure located within India to comply with data localisation requirements.

In the event of a data breach, we will notify affected users and the Data Protection Board of India within the timelines prescribed under the DPDP Act.

7. Your Data Principal Rights (under DPDP Act)

Under the Digital Personal Data Protection Act, 2023, you have the following rights:

• Right to Access: Obtain confirmation and a summary of your personal data processed by us.
• Right to Correction: Rectify inaccurate or incomplete personal data.
• Right to Erasure: Request deletion of your data when it is no longer necessary or consent is withdrawn (subject to legal retention).
• Right to Grievance Redressal: Lodge a complaint with our Grievance Officer or the Data Protection Board of India.
• Right to Nominate: Nominate another individual to exercise rights in case of death or incapacity.

To exercise these rights, please email us at privacy@safegate.com or contact our Grievance Officer (details below).

8. Cookies & Tracking Technologies

We use essential and functional cookies to remember login sessions, language preferences, and security tokens. You may disable cookies via browser settings, but this may impact platform functionality. We do not use third-party advertising cookies. For detailed cookie usage, refer to our Cookie Policy (available on request).

9. Children's Privacy

SafeGate does not knowingly collect data from individuals under the age of 18 without parental consent. If we become aware that a minor’s data has been provided without verifiable parental consent, we will delete such information promptly. Society members are responsible for obtaining necessary consent for minors in their household.

10. Grievance Officer (Nodal Contact)

In accordance with Rule 5(9) of the Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011 and Section 16 of DPDP Act, 2023, we have appointed a Grievance Officer to address your concerns regarding data handling.

Name: Mr. Aditya Verma (Data Protection Officer)
Email: grievance@safegate.com
Address: Vensaas Marketing Services, 4th floor, Rehin Tower, Visakhapatnam – 530016, Andhra Pradesh, India.
Response Timeline: We will acknowledge your complaint within 24 hours and resolve within 30 days as per DPDP rules.

11. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements or operational practices. The “Last updated” date at the top indicates the latest revision. For material changes, we will notify users via email or prominent notice within the SafeGate dashboard. Continued use of the platform after modifications constitutes acceptance of the updated policy.

Have Questions?

If you have any concerns regarding this Privacy Policy or your data, please reach out to our dedicated privacy team: privacy@safegate.com or call us at +91 7989169700. We are committed to protecting your digital privacy in the spirit of the Indian Penal Code and modern data protection framework.