Privacy Policy
Last updated: 11 October 2026 · Applies to the GateRoster mobile app, web portal (app.mygateroster.com) and website (mygateroster.com)
GateRoster is a visitor-access service for gated communities, operated by Comsol Jamaica Limited ("Comsol", "we", "us"). This policy explains what personal information GateRoster handles, why, who it is shared with, how long it is kept and the choices you have. We process personal data in accordance with the Jamaican Data Protection Act, 2020 and, where applicable, other data-protection laws.
1. Who is responsible for your data
GateRoster is used by three kinds of people, and responsibility differs for each:
| You are… | Who decides how your data is used |
|---|---|
| A resident, security officer or community administrator using GateRoster for your community | Your community (the homeowners' association, strata, property manager or developer that subscribes to GateRoster) is the data controller for the records it keeps about residents, staff and visitors. Comsol processes that data on the community's behalf and under its instructions. |
| A visitor whose details were entered by a resident or security officer | The community you visited. Please direct requests about visitor records to that community. |
| A community applying for or paying for a subscription, or a visitor to mygateroster.com | Comsol Jamaica Limited is the data controller. |
2. Information we collect
Account and identity
- Name, email address and (optionally) phone number — provided by you or by the community administrator who invited you.
- Sign-in credentials are handled by Firebase Authentication (Google). GateRoster stores your Firebase user identifier, not your password.
- Your role(s) in each community (resident, security officer, administrator) and the unit you belong to.
Visitor passes and gate activity
- Visitor details entered by residents: visitor name, phone number, vehicle registration, expected arrival window and the reason for the visit.
- Gate records entered by security officers: check-in and check-out times, the gate post used, vehicle details and any identification details the community's policy requires to be captured (for example the type and last digits of an ID document).
- Walk-in requests and the resident's approve/deny decision.
- QR pass codes. The mobile app uses the camera only to read QR codes; no photos or video are captured or stored.
Devices and notifications
- A push-notification token for each device you sign in on (Firebase Cloud Messaging), the device platform (Android/iOS) and an optional device name, so we can deliver arrival, approval and check-in alerts.
- Standard technical data: IP address, app version, request timestamps and error diagnostics, kept in server logs.
Subscription and support
- For communities applying to GateRoster: community name, address and parish, contact person, email and phone, estimated number of units and residents, chosen plan.
- Emails you send to support@mygateroster.com.
GateRoster does not collect precise location, contacts, photos, health, financial-account or payment-card data in the app. Payment, where applicable, is handled outside the app by invoice or by a payment provider under its own terms.
3. How we use information
- To operate the service: create and verify passes, record entries and exits, notify residents and security staff, and show each role only the information it needs.
- To keep an access log for the community — this is the core purpose of the product and the community relies on it for safety and accountability.
- To send transactional emails and push notifications (invitations, activation codes, visitor arrivals, approvals, check-ins). We do not send marketing to residents or security staff.
- To secure the service, prevent abuse, diagnose faults and meet legal obligations.
- To manage community subscriptions, billing and support.
4. Who we share information with
We do not sell personal information. We share it only with:
- Your community — administrators and security officers of the community you belong to see the resident, visitor and gate records that community keeps. Residents see only their own unit's visitors.
- Service providers acting under contract for us: Google Firebase (authentication and push notifications), Microsoft 365 (transactional email from support@mygateroster.com), and our hosting provider for the API and SQL databases.
- Authorities where required by law or a valid legal process, or to protect the safety of residents, staff or the public.
5. Data separation and security
Each community's data is stored in its own database, separate from every other community. Access is authenticated with Firebase ID tokens and authorised per role. Data is encrypted in transit (TLS). Access by Comsol staff is limited to what is needed to operate and support the service and is logged.
6. How long we keep data
| Data | Retention |
|---|---|
| Your account (name, email, phone, Firebase ID) | Until you delete your account or the community removes you, after which the record is anonymised. |
| Visitor passes and access-log events | Retained by the community for as long as its subscription is active and in line with its own policy; typically deleted or exported within 90 days after a subscription ends. |
| Push-notification tokens | Disabled immediately on sign-out or account deletion; purged periodically. |
| Server logs | Up to 90 days. |
| Subscription applications and billing records | As required by Jamaican tax and company law (generally 7 years). |
7. Your choices and rights
- Delete your account at any time from the app: Profile → Delete my account. This removes your sign-in, your memberships and your notification devices. See How to delete your GateRoster account. Visitor and gate records already created for your community remain with the community, as they form part of its access log.
- Notifications can be turned off in your device settings at any time.
- Access, correction and objection: you may ask for a copy of the personal data we hold about you, ask us to correct it, or object to a particular use. For records held on behalf of a community we will refer your request to that community and assist it in responding.
- You may lodge a complaint with the Office of the Information Commissioner (Jamaica) if you believe your data has been mishandled.
8. Children
GateRoster accounts are for adults (18 and over). Residents may record visitors of any age in a pass, but we do not knowingly create accounts for, or market to, children.
9. International transfers
Firebase and our email provider may process data on servers outside Jamaica (including the United States). These providers are bound by contractual safeguards for the protection of personal data.
10. Changes to this policy
We will post any changes on this page and update the date above. Material changes will be announced in the portal or by email to community administrators.