Privacy Policy

GateFlow is an event guest-management and check-in service. This Privacy Policy explains what information we collect, how we use it, who we share it with, and the choices you have about your data.

1. Who we are

GateFlow is operated by the owner of the account that publishes this application. If you have questions about this policy or how your data is handled, contact us using the details at the end of this page.

2. Information we collect

We collect the following types of information:

• Account information: your name, email address, password hash and organisation name when you create a GateFlow account.
• Event information: event names, venues, dates, branding choices, logos, welcome messages and team settings.
• Guest information: names, email addresses, phone numbers, organisations, ticket types, table or seat numbers, work IDs or badges, and any other details you upload or ask guests to provide.
• QR tokens and pass data: unique codes generated for each guest so they can be checked in at the door.
• Check-in records: timestamps, scan results, device identifiers and the team member who performed the scan.
• Application and registration data: when guests use a public registration link, we collect their application details and any uploaded documents such as work IDs.
• Payment information: subscription status, transaction references and payment history. Card details are handled by Paystack and are not stored by us.
• Usage and technical data: browser type, IP address, device information and error logs to help us keep the service secure and reliable.

3. How we use your information

We use the information we collect to:

• Provide the GateFlow service: guest list management, QR pass generation, email delivery, door scanning and attendance exports.
• Process payments and manage subscriptions.
• Verify guest identities at the door, including offline checks using cached device data.
• Communicate with you about your account, events and support requests.
• Maintain security, prevent fraud and improve the service.

4. How guest data is shared

Guest data is controlled by the event organiser. When you create or join an event, other members of that event team with the right role can view and manage the guest list and check-in records. Guests receive their own QR pass and can see their own details on the pass page.

We do not sell guest or user data to third parties. We only share data with service providers needed to run the service, such as:

• Paystack, for payment processing.
• Resend, for sending invitation emails (when the organiser has configured email sending).
• Cloud hosting and database providers that power the application.

5. Work ID and document uploads

If an event organiser requires work ID or badge uploads for self-registration, those files are stored privately and can only be viewed by members of that event team with management permission. We do not use ID images for any purpose other than the organiser’s verification of the applicant.

6. Offline mode and device storage

GateFlow’s door scanner can cache the guest roster on a mobile device so check-ins work without an internet connection. Scans performed offline are stored on the device and synced back to our servers when the device comes back online. Event organisers should only install the scanner on trusted devices.

7. Data retention

We keep account and event data for as long as your account is active. If you delete an event or guest, the associated data is removed promptly. Check-in logs may be retained for a short period to help with audit and billing needs. If you close your account, we will delete or anonymise your data within a reasonable time, except where we are required to keep it by law.

8. Your rights

Depending on your location, you may have the right to:

• Access the personal data we hold about you.
• Correct inaccurate or incomplete data.
• Delete your account or specific guest data you control.
• Export your data.
• Object to certain processing or withdraw consent.

To exercise these rights, contact us using the details below. If you are a guest of an event and want your data removed, please contact the event organiser directly, as they are the data controller for their guest lists.

9. Security

We use industry-standard measures to protect your data, including encrypted connections, access controls, role-based permissions, and regular security reviews. However, no online service is completely secure, so we encourage you to use strong passwords and keep your account credentials safe.

10. Cookies and tracking

GateFlow uses essential cookies and local storage to keep you signed in and to support offline scanner features. We do not use tracking cookies for advertising.

11. Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will update the "Last updated" date at the top of the page. Continued use of the service after changes means you accept the updated policy.

12. Contact us

If you have questions about this Privacy Policy or how your data is handled, please contact the GateFlow team at the support address provided by the account owner, or through the application’s support channel.