Digital Gate Privacy Policy

Introduction

Digital Gate is a comprehensive security and community management platform helping millions of users to make their life safe, secure and convenient. Our various services include:

Accounts & Payments Management: Digital Gate features an end-to-end accounting module to simplify management of finances for Resident Welfare Associations. Residents can also pay their maintenance bills via the app.
Visitor Management: Digital Gate’s technology enhances security by ensuring that only approved visitors are given entry to the premises.
Delivery Management: With Digital Gate, users can have their deliveries left at the gate, in case they are not available at home – and pick them up at their convenience. Digital Gate has also partnered with eCommerce portals to make the entry of delivery personnel faster and more secure.
Security Alert: In case of an emergency, residents can alert their security personnel at the click of a button on the app.
Child Security: Resident parents can require their security guards to check whether their children have their permission to exit the premises (This feature doesn’t require any details of children to be collected).
Daily Help Management: All residents receive notifications on the entry of their daily help (maids, cooks, nannies), and can also check their monthly attendance. Residents can also pay their daily help’s salary via the app or record a cash payment.
Clubhouse Management & Amenities’ Booking: The Management Committee can use this feature to ensure that the clubhouse area is restricted to residents and their guests, understand usage trends, and even implement a booking feature for certain facilities.
Helpdesk and Communication: Residents can also have their complaints resolved by raising an issue to the concerned person via their app.

Digital Gate seamlessly connects the community – the residents, RWA, facility management, security personnel, daily help and visitors – through the app, with a view to improving the security and convenience of the premises.

Apart from using our services, all users can use our Web and App in a variety of ways to manage their data privacy.

Information Digital Gate Collects

We would like you to understand that the information collected via the Digital Gate app or website is to help us provide you with superlative service.

The information Digital Gate collects, and how that information is used, depends on how you use our services and how you manage your privacy controls. For e.g. for standard Digital Gate services, only your flat details along with name and number will be needed. However, if your society chooses to use advanced features like Accounts and payments, additional information may be needed to render services. All the personally identifiable information is treated as sensitive information by us and you will have full control over this data.

Information collected on the Digital Gate app and website:

Residents: Name, Email address, Mobile number, your apartment/villa number, vehicle number (if any) and any other data you may have chosen to provide on Digital Gate

Guests: Name and resident flat to be visited. No other guest information is required on Digital Gate App for entry at gate (Note: Individual RWAs may mandate additional information such as phone number which is totally at discretion of respective RWAs.)

Service Providers to Society/Individual Homes: The name, phone number, resident flat to be visited (if any), vehicle number (if any), entry/exit time, visit purpose and photograph. For security reasons, some personally identifiable information of service providers including delivery executives is taken at the gate as per appropriate local laws. Digital Gate processes the information as per service requirements.

Information Collected from Other Sources / Third Parties:

In addition to the above, in light of the COVID Pandemic, Resident, Guest and/or Service Providers to the Society / Individual homes shall have the option to use the Aarogya Setu Mobile App (Aarogya Setu App) to initiate the permission to gain entry into the respective flat / society. If a Resident, Guest and/or Service Providers to the Society / Individual homes use the Aarogya Setu App to gain entry, Digital Gate shall receive the following information from the Aarogya Setu App upon scanning of the QR Code:

(a) Name
(b) Mobile Number
(c) Risk Category

Individual RWAs may mandate the use of the Aarogya Setu App for gaining entry into the RWA which is totally and solely at the discretion of respective RWAs.

We don’t sell or trade user information in any form to anyone. The information is used solely for the purpose of enabling services and making your experience better on Digital Gate platforms. On a case to case basis we give you great value add from third party partners where information will be shared after your explicit consent.

Digital Gate’s services are an extension of the services offered by the Resident Welfare Association (RWA) (being our direct customer) of the premises. The RWA members will have access to all the information collected for their society on Digital Gate for recording and security purposes. In case any of the RWA members access any of resident data, Digital Gate will transparently convey the same to the user along with the reason for access of the information.

How The Information is Collected

Digital Gate provides its services through our website and mobile app (will be collectively referred to as “Platforms”). User information is collected via our platforms either directly or indirectly to give great product and service experience.

Direct Information: All personally identifiable information as mentioned in “Information Digital Gate Collects” segment is explicitly collected on the platform where users fill in their details and give necessary consent to be contacted or their information to be used by Digital Gate for serving them better via the platforms.

Indirect Information: Information like Ip address, device data, browsing data and other information as detailed in “Information Digital Gate Collects” is collected while the user is interacting with our platform. The same is collected to make user experience on our platforms better

Why The Information is Collected

We use information collected from users to provide our services. The data is collected on Digital Gate website as per discretion and inputs given by users. On the mobile app information is collected as per our agreement with RWA of societies who act as an extended service provider to all residents within the society.

Following are the key services which will require information collected

  • Account set up and administration
  • Personalization of content, business information or user information
  • Periodically communicate with you (like new feature/benefits introduction, feature usage guidance etc)
  • Data recording and analysis on platforms usage to improve future services (All analysis are done only at aggregate level and Digital Gate never accesses or analyse data at user level)
  • Legal obligations and meeting internal audit requirements (Non-guest visitor information)
  • Protect Our Users, Digital Gate: Information is used to improve safety and reliability of services across platforms. This include detecting, preventing and responding to security risks, fraud or any technical issues which can harm our users or Digital Gate

User Privacy Controls

Digital Gate ensures that you are in full control of the information we collect and how it is used.

This section describes key controls for managing your privacy across our platforms and services. In addition to this we also provide few other mechanisms by which users can reach out to us to modify or erase their information available with us.

Managing, reviewing, and updating your information: When you’re signed in, you can always review and update information by visiting the services you use. For example, you can change your contact details such as your name, email and phone number.

Choice to Opt-out: We provide all users with options to opt-out from receiving non-essential (promotional, marketing related etc.) communications from us.

Unsubscribing, removing and deleting your information: If you choose to unsubscribe from our platforms or delete any of all of your information, you can delete your apartment and then uninstall the app. However, we may still retain some information and records of transaction for specific period as required by any law, contract with RWA or policy as applicable.

Contacting Data Protection Officer: In subsequent sections covering “Role and details of Data Protection Officer(DPO)”, we have full disclosure of how users can reach out to Digital Gate DPO to lodge complaints or communicate any privacy related grievances.

Sharing Your Information and Disclosures

We do not share your personal information with companies, organizations, or individuals outside of Digital Gate or anyone within Digital Gate.

There may be few exceptions:

  • When user reaches out to Digital Gate customer care for specific query/issues and customer care personnel has to access your information for resolution of your query
  • Explicit user consent will be taken by Digital Gate in case we partner with companies, organizations, or individuals outside of Digital Gate to provide services or offerings to users.The use of such services may require you to share your name, email, phone number, flat details or other information with these partners. In such cases, Digital Gate will only share your information and offer you the service with your explicit opt-in

For Legal Reasons: We may need to share or disclose some of your information outside Digital Gate if we have a good-faith belief that access, use, preservation or disclosure of the information is reasonable necessary in the following events:

  • Meet any law, regulation or legal process as applicable or enforceable request from government.
  • To enforce applicable terms of service, including investigation of potential violations, fraud, security or technical issues/breaches.
  • Information as necessary with your respective societies’ RWA as per terms of agreement.
  • Protect against harm to the rights, property or safety of our users, Digital Gate, or the public as required or permitted by Law.

Consent: In some cases, we may process some of your information based on the consent you expressly grant to us at the time we collected such data. In case we need to process any of your information we will be clearly indicating to you at the point and time of collection.

We have enabled societies to collect explicit consent from service providers while capturing their data. During the onboard process of any service provider, they will be getting an SMS with a phone number on which they can give a missed call to give consent for their data capture.

We do not share your information with companies, organizations or individuals. However, if any case in future arises where some data needs to be shared, we will keep you informed and take your consent as applicable.

Your information will be shared with another business entity should we(or part of our business/assets) plan to merge with, or be acquired by another business entity or in cases of organization restructuring or amalgamation. In case of such a transaction or re-organization the new business entity will follow this Privacy Policy. All the affected users will be notified before personal information is transferred or becomes subject to different entities’ privacy policy.

Your Information Security

We build security into each and every system and services to protect your information.

All Digital Gate platforms and processes are built with strong security features that continuously protect your information. We have multiple real time checks and tests running to help us detect and automatically block security threats from ever reaching you. In case of any detection of threat or risk that we deem you should be aware of; we will notify you and guide you through steps to keep your privacy protected.

We are constantly striving to protect your data from unauthorized access, disclosure, modifications, or destruction of any information we hold, including:

  • All information going in and out of the app is 256 bit https encrypted. TLS encryption is used throughout the application for data in motion and data is also encrypted at rest.
  • All information is stored in servers with best in class firewalls and needs multiple authentications for any access and no unauthorized person will have access to the same.
  • We constantly review our information collection, storage and processing practices, including physical security measures, to prevent unauthorized access to our systems.
  • We restrict access to personal information to employees, and external contractors who may need the information in order to process some services. Any internal employee with this access is subject to strict contractual confidentiality obligations and strict actions (up to termination or criminal action) will be taken if they fail to meet these obligations.
  • The Digital Gate app is ISO 27001 certified and audited on a regular basis. Digital Gate application and data servers do not use public accessible addresses or IP. The access is further secured through a VPN tunnel with 2FA (two factor authentication). All traffic is routed through a WAF (Web Application Firewall) and is checked strictly for malicious traffic.

However, we would like you to understand and accept that data transmission over the internet may be liable to risk and we would assume no liability for any disclosure of information due to errors in transmission issues or unauthorized third-party access to our platforms or databases.

Your Information Retention and Deletion

The information collected on our platforms is retained for different periods of time depending on what the information is and how it is used and how you configure your settings.

Users can request to export a copy of their information or delete it from your Digital Gate account at any given point of time (some information deletion may be subject to RWA approval, Digital Gate will facilitate the approval process):

  • All the visitors’ information is retained for a specific period of time (period beyond which the data is deemed not to be reasonably necessary for operation or by law) and this interval will be as per the discretion of the societies’ RWA. Digital Gate will delete all visitors’ information from its systems after 180 days by default. The RWA will have the option to reset this to 60 days, 120 days or 180 days, but no longer. Once deleted, even Digital Gate will not be able to retrieve past data.
  • Guest visitors can get their details deleted at any given point of time. Details for same is covered in “Role and details of Data Protection Officer”.
  • We keep some data until your society is live on Digital Gate and all such information is deleted if your society is no longer live on our platform.
  • In case you have left a society on Digital Gate, you can delete all your details on our App and uninstall our app.
  • However, some data we may retain for longer period of time when necessary for legal purposes, such as security, fraud or financial record keeping.

When you delete data or request for deletion of data, we follow a process to make sure that all your data is safely and completely removed from all our servers. We also ensure that none of your information is subject to accidental or malicious deletion.This may lead to some delay between actual requests made and final deletion as we ensure that information deletion is genuine and not accidental from our active and backup systems. Any request to DPO will be replied within 7 days and actioned within 30 days subject to approvals from the RWA and not including the time taken by them in approvals.

Role and details of Data Protection Officer (DPO)

Digital Gate has employed a dedicated data protection and grievance officer who will be responsible for overseeing the company’s data protection strategy and its implementation to ensure compliance with various Privacy law requirements.

Our DPO is responsible for the following:

  • Constantly educating the company and employees on important Data Privacy compliances
  • Training all staff involved in data processing
  • Conduct regular audits to ensure compliance and address any gap or issues proactively
  • Monitoring implementation and effectiveness of data protection efforts within company
  • Maintaining comprehensive records of all data processing activities, including purposes and necessity of all processing activities, which must be produced on request.
  • Interfacing with data subjects to address how their information is being used, their right to have their personal data amended or erased and what measures Digital Gate has put in place to protect your personal information.
1