Legal
Last updated: 3 November 2026
Contents
Summary: Schools put their information into GatePass and decide how it is used; we run the service for them. We never sell personal information or use it for advertising. A parent sees only their own children. You can ask to see, correct or delete what is held about you. Questions? Email hello@gatepasshq.com.
GatePass is a service for schools that records arrivals and departures at the school gate, keeps attendance, manages visitors, and keeps parents informed. It is run by Bellpaper Technologies Limited, trading as GatePass, of Kampala, Uganda ("GatePass", "we", "us").
This policy explains what personal information GatePass handles, why, who else sees it, how long it is kept, and what you can ask us to do. It covers the GatePass website, the web dashboard schools use, and the GatePass mobile app.
Questions about this policy: hello@gatepasshq.com.
Most of the information in GatePass is put there by a school: its students, staff, parents and visitors. For that information the school is in charge of it (the "data controller" or "data collector") and decides what is recorded and why. GatePass handles it on the school's behalf and on its instructions (the "data processor").
GatePass is in charge of its own information: accounts schools open with us, the sign-in accounts parents and visitors create in the app, messages sent to us through the website, and billing.
If your question is about what a school has recorded about you or your child, the school is usually the right place to start. We will help the school answer it.
Schools and their staff: school name, country and contact details; staff names, roles, job titles, phone numbers, email addresses, staff ID and photo; sign-in records (time, device and network address) used to keep accounts safe.
Students: name, class, student number, date of birth and gender where the school records them, photo, boarding status and dormitory (and the date a student moves between day and boarding, so past records stay true), the QR ID card the school issues, and the parents or guardians linked to them.
Attendance and gate records: each scan in and out at the gate, with the time, the gate, the device and the staff member who scanned; registers taken in class; lateness and absence; boarders signed out and back; trips and who was on them.
Records schools may keep about incidents: a school can log incidents such as a discipline matter, a visit to the sick bay, a safeguarding concern or a security event, with notes and, where needed, a photo. Some of this can be health or welfare information, which the law treats as sensitive. Only staff the school has given that permission can see it.
Fees: balances, charges and payments the school records, so that parents can see them.
Parents and guardians: phone number, name, which children you are linked to, and your 5-digit PIN (stored in a form that cannot be read back). We also keep the notices and alerts sent to you and your answers to school events.
Visitors: name, email address (you sign in with it, or with Google), password (stored in a form that cannot be read back), photo, the school and person you are visiting, the reason, and the times you arrived and left. A phone number only if you add one as a backup for resetting your password. A school may also keep its own list of people who are not allowed on its grounds.
People who contact us: the name, email address, school and message you send through the website.
Phones running the app: a device identifier used to deliver notifications, the app version and phone model, and crash reports when the app fails.
We use personal information only to run GatePass for schools and the people connected to them:
We do not sell personal information. We do not use it for advertising. We do not build profiles of people, and we do not use school information to train artificial-intelligence models.
Alerts such as "your child has not arrived" are sent automatically, but they are notices, not decisions. What happens next is always decided by people at the school.
We handle personal information on these grounds, under Uganda's Data Protection and Privacy Act 2019 and, where they apply, the EU and UK General Data Protection Regulation and similar laws:
Schools are responsible for having a lawful basis for the information they put into GatePass, including any consent they need from parents or guardians.
We use a small number of service providers to run GatePass. They act on our instructions, may use the information only to provide their service to us, and are bound to protect it:
A current list of these providers is available on request from hello@gatepasshq.com.
Inside a school, what each person sees depends on the role the school gives them. A parent sees only their own children. One school can never see another school's information.
We may disclose information if the law requires it, for example under a court order, and only as much as is required. If GatePass is ever sold or merged, the information would pass to the new owner under the same protections, and schools would be told first.
We never share personal information with advertisers or data brokers.
GatePass's servers are in the European Union (Germany). Photos and files may be delivered through a network of servers in other countries so that they load quickly. Google's services may process information in other countries, including the United States.
This means information leaves Uganda. We only use providers in places that protect personal information at least as well as Ugandan law requires, or under contract terms that require them to.
To have something deleted sooner, see "Deleting your account" below or write to hello@gatepasshq.com.
No system is perfectly secure. If a breach puts personal information at risk, we will tell the Personal Data Protection Office and the schools affected without delay, and help schools tell the people affected, as the law requires.
GatePass holds information about children because schools use it to keep them safe and to keep a register. That information comes from the school, and it is used only to provide the service to that school and to the child's own parents or guardians.
The GatePass app is for parents, guardians, school staff and visitors. It is not meant for children to use, and children do not sign in to it.
Schools are responsible for meeting the laws that protect children's information where they are, including obtaining any consent needed from a parent or guardian.
Under Uganda's Data Protection and Privacy Act, and similar laws elsewhere, you can ask:
Write to hello@gatepasshq.com. We may need to confirm who you are first. We will answer within 30 days. If the information was put in by a school, we will pass your request to that school and help it respond.
If you are not satisfied, you can complain to the Personal Data Protection Office in Uganda, or to the data protection authority where you live.
Records a school holds — a student, a staff member, or a parent's link to a child — are removed by the school. Ask the school office.
Your own GatePass sign-in — a parent or visitor account you created in the app — is yours to delete. Use "Delete my account" in the app: you are signed out at once and the account is deleted 7 days later, unless you sign back in and keep it. Without the app, follow the steps at gatepasshq.com/delete-account; we confirm the request with a code sent to your phone, then delete the account.
Deleting your sign-in does not delete records a school is required to keep, such as attendance or the record of visits that took place. Those stay with the school under its own rules.
A whole school that leaves GatePass is closed once we confirm its Admin’s request. We are required to keep its information, so it is kept locked and can be restored if the request was a mistake. Every Admin and the Headteacher are told by email at each step.
The app asks for only these permissions, and only when you use the feature that needs them:
The app does not use your location, contacts, microphone or files.
We will update this policy when GatePass changes. If a change is significant, we will tell schools before it takes effect, and show the date of the latest version at the top of this page.
This version is dated 3 November 2026.
Email: hello@gatepasshq.com
Bellpaper Technologies Limited, trading as GatePass Kampala, Uganda