Privacy Policy

1) Scope & Roles

• PassLink Pro provides software to condominium/HOA communities and similar properties (each a Community).
• When a Community uses PassLink Pro for its residents and visitors, the Community is typically the controller/business and PassLink Pro acts as a processor/service provider.
• This Policy covers our processing on the Community's behalf and our own independent operations (e.g., site analytics, support).

2) Information We Collect

We collect information (a) directly from users, (b) from Communities (admins/residents), and (c) via integrations/devices configured by the Community.

• Account & profile data (residents/admins/guards): name, email, phone number, role, unit/address, Community affiliation, authentication data.
• Visitor data: name, company (if any), phone number, visit dates, role/purpose, length of stay, check-in/out timestamps, generated QR tokens/links, access history.
• Images & uploads (if enabled): visitor photo, driver's license image, vehicle photo and plate number, other images captured at check-in.
• Device & technical data: IP address, device/browser type, pages viewed, app/API logs, and cookies (see §10).
• Integrations & logs (if enabled): messaging metadata and delivery status; email delivery events; access-control credentials and access logs; kiosk/app session identifiers and call metadata (not call contents unless recorded by the Community).

We do not request sensitive categories of data for typical use. PassLink Pro is not designed to collect protected health information (PHI).

3) How We Use Information

• Operate the service (visits, QR generation/validation, gate logs, resident/guard tools).
• Send transactional communications (QR links, reminders, visit status).
• Provide support and troubleshoot issues.
• Maintain security and integrity (audit trails, fraud/abuse prevention).
• Improve the service (usage analytics, feature development).
• Comply with law, enforce Terms, and protect rights.

We do not sell personal information or use it for cross-context behavioral advertising.

4) Sharing & Disclosures

We share information with:

• The Community administering the property (admins, authorized staff/guards).
• Service providers who assist with hosting, databases, messaging, email delivery, and access control integrations. We describe them by category and do not publicly list vendor names. These providers may only use data to provide services to us and must protect it appropriately.
• Law enforcement/regulators when required by law.
• Successors/assignees in the event of a merger, acquisition, or asset transfer.

5) SMS & Email Communications

• Visitors and residents may receive transactional messages (QR entry link, reminders, access status).
• Message frequency varies per visit (typically 1–3).
• Reply STOP to opt out of SMS; HELP for help. Opt-outs are respected and logged.
• Links use our domains; we avoid public URL shorteners.

6) Data Retention

Retention is set by the Community's policies and legal requirements, and may vary by data type. Typical defaults (which Communities can adjust) include:

• Visitor records & access logs
• Driver's license and vehicle images
• QR tokens/links: retained only as long as needed for visit validation, then expired

We may keep minimal logs for security, compliance, and dispute resolution.

7) Your Rights & Choices

Depending on your location, you may have rights to access, correct, delete, or obtain a copy of your information, and to object or restrict certain processing.

• Visitors: contact the Community you are visiting (the controller).
• All users may also email support@passlinkpro.com; we'll coordinate with the Community where appropriate.
• For California residents, we honor CCPA/CPRA rights and do not “sell” or “share” personal information as defined by those laws.

8) Children's Privacy

PassLink Pro is not directed to children under 13, and we do not knowingly collect information from them.

9) Cookies & Similar Technologies

We use essential cookies (session/auth), and, if enabled, functional/analytics cookies for performance and usage insights. You can control cookies via browser settings; disabling some may affect functionality.

10) Data Transfers

We may process and store data in the United States and other countries where our service providers operate. When required, we use appropriate safeguards for cross-border transfers.

11) Security

We use administrative, technical, and organizational measures appropriate to the risk, including encryption in transit, access controls, auditing, and role-based permissions. No method is 100% perfect, and we cannot guarantee absolute security.

12) Changes to This Policy

If we make material changes, we will update the Effective Date and provide additional notice when required.

13) Contact Us

Questions or privacy requests: support@passlinkpro.com