1. What this policy covers
This policy describes data handled by Apna Gate’s society management features across its web and mobile services. Information may be supplied by you, your society’s administrators or staff, or a resident arranging a visit. The data used depends on your role, the features you use, and your society’s configuration.
2. Information handled by the service
- Account information: names, email addresses, phone numbers, password hashes for password accounts, sign-in provider identifiers, verification status, roles, account status, and sign-in timestamps. Profiles can also include a photo, date of birth, gender, language, and time zone when supplied.
- Society and flat information: society, block, floor and flat details, resident associations, membership roles, move-in and move-out records, and flat claims with review notes and status.
- Visitor information: names, contact details and photos when supplied, the society or flat being visited, visit purpose, vehicle details, invitations, approval decisions, entry and exit times, and related staff activity.
- Notification information: device or installation identifiers when supplied, device platform, push notification tokens, and registration or last-seen timestamps.
- Technical information: authentication cookies and request logs, including IP addresses, browser or device user-agent information, request paths, response status, timing, and associated user identifiers.
3. How information is used and accessed
Information supports sign-in and account verification, society access and membership management, visitor approvals and entry records, notifications, and service operation and troubleshooting. Society administrators, authorized staff, and residents can access information according to their role and relationship to the relevant society, flat, or visit.
Avoid adding unnecessary personal information to notes or uploads. Society-specific questions about how a record was created or used should also be directed to your society administrator.
4. Cookies, device storage, and permissions
The web service uses essential access-token and refresh-token cookies to authenticate requests and maintain sign-in sessions. Blocking these cookies may prevent sign-in from working. Signing out clears the authentication cookies through the service’s logout flow.
Browser local storage remembers acknowledgment of the cookie notice and may store interface preferences such as your theme. You can clear this storage in your browser settings. The notice may then appear again. “Got it” acknowledges the notice only; it is not agreement to the Terms & Conditions or consent to other processing. Notification permissions are managed separately.
The mobile app stores sign-in tokens using device secure storage and retains information needed to restore your selected workspace. Camera access and the photo picker let you capture or select photos for profile and visitor features, and the camera is also used for QR scanning. Photos selected for upload are sent to the service. You can manage camera and notification permissions in your device settings; disabling a permission can limit the related feature.
5. External services
Where configured, Firebase Cloud Messaging supports push notifications using device tokens and notification payloads. The mobile app uses the device’s push notification services. Notifications depend on browser or device permissions, which you can change in settings.
Where image storage is enabled, ImageKit stores and delivers uploaded profile and visitor photos. The integration requests private uploads and time-limited signed delivery links. Provider availability depends on the service configuration. Contact us if you need information about the providers or storage arrangements used for your society.
6. Retention, corrections, and requests
Retention varies by record type and service configuration. Visitor records, invitations, and notifications are subject to configured cleanup processes. Deleting a record does not necessarily remove related images or backup copies immediately. Contact us for retention information or a deletion request concerning your account or records.
You can update supported profile details in the service. For questions about access, correction, deletion, withdrawal of consent where applicable, or a privacy concern, contact billing@apnagate.org. Please describe the request without sending passwords or authentication tokens. Your society administrator may also need to help with society-managed records.
7. Policy updates and your choices
Changes to this policy will be reflected in its document version and last-updated date. Please check this page for information about how the service handles personal information and contact us with questions about your choices or requests under applicable law.
The cookie notice does not replace any separate privacy notice or consent required for a particular activity. Document versions and dates identify updates; an update does not record your acceptance or consent.