Effective date: 5 August 2026
This Privacy Policy explains how GateLog SA may collect, use, store and process information when the GateLog SA application and related Google Drive/Google Sheets database services are used by a client, security team, business park, estate, company or other controlled site.
GateLog SA is primarily a gate access data-capture tool. The client, site owner, managing agent, body corporate, business park, estate or other organisation using the app is generally responsible for deciding what information must be captured, why it is captured, who may access it, how long it must be kept, and how it must be used. GateLog SA provides software and setup/support services to assist with that process.
1. Information the app may process
Depending on the client setup and the way the site uses the app, GateLog SA may process or store the following categories of information:
- Google account email address and basic Google profile information used for sign-in, setup and database ownership.
- Organisation details such as organisation name, licence key, subscription status, database link, gate names and device records.
- Guard or operator name, gate name, device name and scan/capture timestamps.
- Visitor type, reason for visit, unit or person being visited, delivery/collection information and notes.
- Vehicle information such as registration number, make, model, colour, VIN, engine number and licence expiry date where obtained from a scanned vehicle licence disc.
- Driver or pedestrian information such as name, ID number, document type, licence code and licence expiry date where scanned or entered manually.
- Pedestrian or visitor photos where enabled, required or used by the site.
- Entry records, exit records, archive records, sync information, device activity and error/status logs.
GateLog SA is designed not to store raw barcode scan strings in the live visitor log where decoded useful fields are sufficient. The app may temporarily process scan data on the device or during the capture process to extract the fields required by the client.
2. Why information is processed
Information may be processed for purposes including:
- Recording entry and exit activity at a controlled site.
- Assisting security staff with visitor, pedestrian and vehicle logging.
- Maintaining a site access history and audit trail.
- Managing devices, subscriptions, setup status, database status and support requests.
- Providing reports or statistics such as collections, deliveries, expired vehicle licences, expired driver licences and incomplete captures.
- Supporting troubleshooting, migration, database changeover and backup/archive processes.
3. Google Drive and Google Sheets
GateLog SA may use Google Drive and Google Sheets to create, store and operate a client database. During trial use, data may be stored in a GateLog SA trial database. For paid or active clients, the database may be linked or moved to a client-controlled Google Drive account.
Where Google sign-in is used, the app may request permission to create and use specific files related to GateLog SA. The app should request only the access needed for the GateLog SA database and related folders/files.
GateLog SA uses the Google account email address to identify and link the approved organisation account. Google Drive access is used to create and operate GateLog SA folders and files. Google Sheets access is used to create, read and update the configured visitor database, including site settings, visitor entries, exits and operational records.
GateLog SA’s use and transfer of information received from Google APIs complies with the Google API Services User Data Policy, including the Limited Use requirements. Google user data is not sold, used for advertising or transferred for advertising purposes.
The client is responsible for controlling access to its Google Drive, Google Sheets and related shared folders once the database is under the client’s account or control.
Users can revoke GateLog SA’s Google access through their Google Account permissions. Client-owned Google Sheets and Drive files remain under the client’s control and can be deleted by the client, subject to the client’s legal and operational retention duties.
4. POPIA and client responsibility
Where the Protection of Personal Information Act, 2013 (POPIA) applies, the client or site using GateLog SA is normally responsible for ensuring that personal information is collected and used lawfully, fairly and transparently. This includes deciding what information is necessary for the site, informing visitors where required, controlling user access, applying retention rules and responding to lawful data subject requests.
GateLog SA may act as a service provider/operator in relation to some processing activities, depending on the setup and agreement with the client. GateLog SA does not independently decide the client’s site access rules, visitor policies or lawful basis for processing visitor information.
5. Sharing and access
Information may be accessible to authorised site users, administrators, security staff, managing agents, support personnel and other persons authorised by the client. GateLog SA support may access setup or database information only where required for support, troubleshooting, migration, database setup, licence control or agreed service administration.
GateLog SA does not sell visitor personal information to advertisers.
6. Retention and deletion
Retention periods are mainly determined by the client’s operational and legal requirements. The app may provide archive tools or database changeover processes, but the client remains responsible for deciding how long visitor records should be kept and when they should be deleted, unless a separate written agreement states otherwise.
During trial-to-client database changeover, trial data may be copied into archive tabs or archive folders before the old trial database is manually deleted after verification.
7. Security
GateLog SA uses practical technical and organisational controls such as licence keys, device control, Google sign-in, client database links and access restrictions. No system is guaranteed to be error-free or fully secure. The client remains responsible for physical security procedures, device security, staff training, password/account control and access to its Google account.
8. Website analytics
The GateLog SA website uses optional Google Analytics to measure page visits and APK download interest. Analytics storage is denied until a visitor selects Allow analytics. Visitors can choose Necessary only or change their choice using Cookie settings below.
9. Contact and requests
Questions about visitor records, access logs or site-specific processing should first be directed to the client/site responsible for the premises. Privacy and technical support questions about GateLog SA may be sent to support@gatelogsa.co.za.