How we handle personal data

GatePass is a digital guest access and event entry operations company based in Lagos, Nigeria. We help event planners manage QR code check-in, guest list verification, real-time attendance tracking, VIP access, and post-event reporting.

This Privacy Policy explains how we handle personal data when you use our website, contact us, book our services, or attend an event where GatePass is managing guest entry.

Depending on the event and the service booked, we may collect guest names, email addresses, phone numbers, QR code details, event names, event dates, venue information, access categories such as VIP or VVIP, check-in status, check-in time, duplicate scan attempts, and attendance records.

For clients and event planners, we may collect names, business names, email addresses, phone numbers, event details, billing or booking information, and messages submitted through our website or direct communication channels.

Most guest data is provided to us by the event planner or client who booked our service. This usually happens when the client submits a guest list before the event.

We may also collect information through our website contact form, WhatsApp, email, phone calls, and direct communication with clients. During an event, our check-in system records attendance activity when QR codes are scanned or manually verified.

We use personal data to prepare guest lists, generate unique QR codes, send or support delivery of access details, verify guest access at the venue, prevent duplicate or fraudulent entries, manage VIP access, monitor attendance in real time, and produce post-event reports for the client who booked our service.

We may also use client contact details to respond to enquiries, prepare quotes, confirm bookings, coordinate event-day operations, provide support, and improve our services.

We handle personal data in line with applicable Nigerian data protection requirements, including the Nigeria Data Protection Act, 2023 and relevant principles from the Nigeria Data Protection Regulation framework.

Depending on the situation, we process data because it is needed to perform our service contract with the event planner, because we have a legitimate operational need to manage secure event entry, because the client or guest has given consent, or because we need to comply with legal obligations.

Guests and clients may have rights to request access to their personal data, correction of inaccurate data, deletion where legally appropriate, restriction or objection to certain processing, and information about how their data is used. To make a data request, contact us at hellogatepasscheckin.com.ng.

Guest lists and event attendance records are normally kept for up to 90 days after an event so we can prepare reports, resolve access questions, and support the client after the event.

Post-event reports may be retained for up to 12 months for client support, audit, and service improvement purposes, unless the client requests earlier deletion and we are legally able to comply.

Website contact enquiries may be kept for up to 24 months so we can follow up properly and maintain business records. Where the law requires us to keep certain records for longer, we will do so only for the required period.

We do not sell personal data.

For each event, guest attendance data and post-event reports are shared only with the specific event planner or client who booked GatePass for that event. We may also use trusted service providers such as hosting, email, cloud storage, or communication tools where needed to deliver our service, but they are only allowed to process data for our operational purposes.

We may disclose information if required by law, regulation, court order, or a lawful request from a competent authority.

Our website, including https://gatepasscheckin.com.ng, may use basic cookies and similar technologies to keep the site working, understand website traffic, improve user experience, and support security.

If we add analytics or advertising tools in the future, we will update this policy to explain what is used and how visitors can manage their choices.

We use reasonable technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures include controlled access to guest lists, operational limits on who can view event data, and secure handling of event reports.

No digital system is perfect, but we take data protection seriously and work to reduce risk at every stage of the event entry process.

We may update this Privacy Policy when our services, legal obligations, or data practices change. When we make important updates, we will revise the effective date and publish the updated version on our website.

Effective date: March 10, 2026.

For privacy questions or data requests, contact us at hello@gatepasscheckin.com.ng.