Terms for using GatePass

These Terms of Service apply when you contact, book, pay for, or use GatePass's digital guest access and event entry operations services.

By booking GatePass, approving a quote, paying a deposit, or allowing our team to operate at your event, you agree to these terms. If you are booking on behalf of a company, client, or event owner, you confirm that you have authority to accept these terms for them.

GatePass provides QR code check-in services, guest list management, real-time attendance tracking, VIP and VVIP access management, queue support, entry coordination, and post-event reporting for event planners and event organisers across Nigeria.

We are responsible for entry operations only. We are not the event organiser, venue operator, security contractor, caterer, ticketing platform, or entertainment provider unless a separate written agreement says otherwise.

A booking is confirmed only when the client accepts our quote and pays the required deposit. Unless stated otherwise in writing, the balance must be paid before event day.

If payment is not completed on time, we may pause preparation, delay deployment, or cancel the booking. Any special pricing, discount, or custom arrangement must be confirmed in writing by GatePass.

If you cancel at least 7 days before the event, we may refund any amount paid after deducting reasonable costs already incurred, such as planning, setup, staffing commitments, or QR preparation work.

If you cancel between 3 and 6 days before the event, the deposit is generally non-refundable, but we may allow you to reschedule once, subject to team availability.

If you cancel less than 72 hours before the event, payments made are non-refundable because operational resources would already have been reserved.

If GatePass is unable to provide the agreed service for a reason within our control, we will offer a refund for the affected service or a mutually agreed reschedule. We are not responsible for refunds where the event is cancelled, delayed, disrupted, or changed by the client, venue, weather, government restriction, security situation, or another issue outside our entry operations.

The client is responsible for submitting accurate guest lists on time, including correct names, phone numbers, emails, access categories, and any VIP or special access instructions.

The client must provide venue access for our team before doors open, ensure our staff can reach entry points, cooperate with our supervisor, and communicate any event changes early.

The client is responsible for overall event planning, crowd safety outside our agreed entry operation, venue arrangements, security decisions, and guest communication unless those duties are specifically included in a separate written agreement.

We will use reasonable skill and care to prepare QR access systems, support guest verification, coordinate entry operations, and provide reports based on the package booked.

We are not liable for inaccurate guest lists submitted by the client, late changes that cannot reasonably be implemented, venue power or internet failures, crowd behaviour, event cancellation, guest misconduct, third-party failures, or issues outside the agreed scope of entry management.

Our reports are based on data collected through our check-in process. They are intended to support planning and review, but they should not be treated as a legal audit unless agreed separately in writing.

GatePass owns its brand, software workflows, QR systems, dashboards, operating processes, templates, and report formats.

Post-event reports are provided to the client for their internal event review and planning. The client may use the report for their own event records, client reporting, and planning, but may not resell, copy, reverse engineer, or commercialise GatePass systems or report formats without written permission.

We handle guest and client data carefully and only for the purpose of delivering our event entry services, preparing reports, supporting clients, and meeting legal obligations.

Full details are provided in our Privacy Policy, which explains what data we collect, why we collect it, how long we keep it, and how data requests can be made.

These terms are governed by the laws of the Federal Republic of Nigeria.

If a dispute arises, both parties should first try to resolve it through good-faith discussion. If it cannot be resolved, the courts or appropriate dispute resolution forums in Lagos, Nigeria will have jurisdiction, unless both parties agree another lawful process in writing.

We may update these Terms of Service as our services grow or legal requirements change. The latest version will be published on our website with a new effective date.

Effective date: May 20, 2026.

For legal enquiries, contact us at hello@gatepasscheckin.com.ng.