FortAI Gate — Guard Data Capture App

Privacy Policy

Effective 21 September 2026 · Applies to the FortAI Gate mobile app (com.fortai.gate) and its backend services

FortAI Gate is a guard-facing app for recording who and what enters and exits a client site — people, vehicles and materials — replacing a paper register or a WhatsApp message thread. This page explains what it collects, why, and who it's shared with.

01Who this policy covers

Two different groups appear in this policy, and they experience the app very differently:

Guards — the people who sign in to the app and use it during a shift. They are FortAI's or its client's employees or contracted staff.
Site visitors, drivers, vendors and employees — the people a guard records passing through a gate. They never install the app or interact with it directly; a guard enters their details on their behalf as part of the client site's security procedures.

02What we collect

From a guard, to operate their account

Data	Why
Mobile number	Signing in, via a one-time code (OTP)
Name & role	Attributing the records they create; showing who is on shift
Assigned site & gates	Restricting what they can record to their own workplace

Entered by a guard, about a person, vehicle or material passing the gate

Data	Why
Name & visitor type	Identifying who entered (employee, vendor, visitor, or labourer)
Photo	Visual record of the person, vehicle or material, where the guard chooses to attach one
Vehicle number plate & photo	Identifying vehicles; the plate photo is required only when automatic plate recognition was used, so the record can be audited
Driver name & vehicle type	Completing the vehicle record
Material description & quantity	Recording goods movement
Origin & purpose of visit	Context for the entry, e.g. "ABC Warehouse — delivery"
Entry/exit gate & time	The core record: who came through which gate, and when
Incident description, photo & voice note	Recording a security, safety or maintenance incident, independent of any entry record

We do not collect government ID numbers, payment information, or precise device location. Photos are compressed on-device before upload, and GPS data embedded in a photo is stripped rather than stored.

Collected automatically

Basic diagnostic data (crash logs, app version) to keep the app working — no photos or personal data are included in this.
While offline, records are held on the guard's device only until connectivity returns, then sent and removed from local storage.

03How data is used

To operate the core function of the app: recording and looking up who and what is currently on a client site, and its history.
To let a guard sign in and to restrict what they see to their own assigned site.
To improve the accuracy of automatic number-plate recognition over time.
We do not use this data for advertising, and we do not sell it to anyone.

04Who it's shared with

Recipient	What they receive, and why
The client site operator	The company operating the site owns the entry, exit and incident records their guards create — this is the core purpose of the app.
Cloud infrastructure providers	Records and photos are stored on servers operated by Amazon Web Services. These providers cannot access the data for their own purposes.
WhatsApp Business Platform (Meta)	Used only to deliver the one-time sign-in code to a guard's phone number.

We do not share this data with data brokers, advertisers, or any other third party.

05How long we keep it

Entry, exit, incident and media records are retained for as long as the client site requires them for security, audit or safety purposes. A client may request deletion of records for their site at any time, subject to any legal retention obligation that applies to them. Data queued on a guard's device while offline is deleted automatically once it has synced successfully.

06Security

All data in transit between the app and our servers is encrypted (HTTPS/TLS).
A guard's session token is stored in the device's secure hardware-backed keystore, not in plain app storage.
Access to records is restricted to the guards and administrators assigned to that specific site.

07Your choices

Guards can request a copy of, or the deletion of, their own account data by contacting us below.
Visitors, drivers and other individuals recorded by a guard should direct requests about their own records to the client site that operated on the day in question — we act on their instructions for that data. We'll help route the request if you're unsure who to contact.

08Children

FortAI Gate is a workplace tool for adult security personnel. It is not directed at children, and we do not knowingly collect data about children through it.

09Changes to this policy

If this policy changes in a way that affects what we collect or how it's used, we'll update the effective date above and, where the change is material, notify client site administrators directly.

10Contact

Questions, requests, or concerns about this policy or your data:

privacy@fortai.digital