This Privacy Policy describes how Gatekeepers LLC ("Gatekeepers," "Company," "we," "us," or "our"), a Texas limited liability company, collects, uses, and shares information when you use our websites, applications, and related services (the "Service"). We may update this Policy as the Service evolves.
Information We Collect
We collect information in the following ways:
1.1 Information you provide
- Account information: name, email address, and authentication identifiers needed to create and manage your account.
- Organizer and event information: organizer profile details, event listings (name, description, schedule), location text, and event, profile, logo, or merchandise images you choose to upload.
- Attendee and order information: attendee name and email, optional mobile phone number, ticket selections, optional social handles, order status, and ticket delivery details.
- Communications preferences and consent records: your preferences and records relating to email and SMS communications, including consent type, disclosure version, and timestamp where applicable.
- Legal acceptance records: when you agree to our Terms and Privacy Policy (version and timestamp).
- Support communications: information you include when you contact us.
1.2 Information collected automatically
- Device and usage data: IP address, device and browser information, operating system and app version, pages or screens viewed, product interactions, crash and performance diagnostics, approximate location derived from IP address, and similar usage data.
- Website storage: cookies and local storage may hold authentication/session data, analytics identifiers, and short-lived scanner session information.
- Mobile app storage: the Organizer app uses protected on-device storage for authentication and scanner sessions, a pseudonymous device identifier used to bind and secure scanner access, event-draft checkpoints, and protected pending scan records when venue connectivity is unavailable. Pending scan records are synchronized when connectivity returns.
- Camera and photo library: the Organizer app requests camera access only when you use ticket QR scanning. It requests photo-library access only when you choose an image for an organizer profile, event, logo, or merchandise item. Gatekeepers receives only the images you select, not your entire photo library.
1.3 Payment information
Payments are processed by Stripe. Gatekeepers does not store full payment card numbers. We receive and store limited payment-related data such as payment identifiers, status, amount, and currency to confirm payment and deliver tickets. Organizers who use Stripe Connect provide additional information directly to Stripe (such as legal entity and payout details) that is collected and processed by Stripe under Stripe's terms and privacy policy.
For clarity: Gatekeepers' service fee (platform fee) is non-refundable, including if an event is cancelled, whether paid by the attendee at checkout or deducted from the organizer's payout, except where required by law. For cancellation refunds processed through Gatekeepers, the attendee refund may be less than the original charge because Stripe processing fees are not returned and Gatekeepers retains its platform fee. If the organizer absorbed the platform fee at checkout, the attendee did not pay that fee at checkout, but the retained fee may still reduce the attendee refund under this policy.
How We Use Information
We use information to:
- Provide and operate the Service (including ticket delivery, check-in tools, and customer support).
- Process transactions and confirm payments.
- Prevent abuse, fraud, and security incidents (including rate limiting and monitoring).
- Send operational communications (such as receipts and event-related emails).
- If you provide a mobile number and opt in where required, send transactional or event logistics text messages (for example, order confirmations, support, event reminders, schedule changes, or entry instructions).
- If you separately opt in where that option is offered, send marketing or promotional text messages about Gatekeepers, organizers, future events, offers, or product updates.
- If you are an organizer, we may use the name and email address on your organizer account to send you marketing or promotional emails about Gatekeepers' own products, features, and services. We may not do this yet; if and when we do, each marketing email will include a way to opt out, and opting out will not affect operational emails such as receipts and account notices.
- Measure and improve the Service (product analytics and error diagnostics).
- Comply with legal obligations and enforce our Terms.
- Maintain records of your agreement to our Terms and Privacy Policy.
How We Share Information
We do not sell your personal information and we do not use personal information for targeted advertising.
We share information only as needed to operate the Service, including with:
- Service providers (such as authentication, payment processing, email delivery, analytics/error monitoring, location autocomplete, and communications providers that deliver operational messages and, where permitted, marketing messages).
- Legal and safety disclosures when required by law or to protect rights, safety, and security.
- Business transfers if we are involved in a merger, acquisition, or sale of assets (subject to applicable law).
Payment and transaction records processed by Stripe are also synced into our product-analytics provider (PostHog) for revenue reporting.
We do not use your mobile number for marketing texts unless you have provided the specific consent required for that use. Transactional or event logistics texts and marketing texts are treated as separate communication categories.
Analytics, Cookies, and Tracking
We use PostHog for product analytics and Sentry for error monitoring to understand how the Service is used and to fix issues across our websites and applications. We configure website analytics to capture automatic page views and curated product events only, without broad autocapture of clicks, text, or form input, and we do not enable session recordings. When you are signed in, your account name and email address are associated with your analytics profile so product usage can be tied to your account. We configure website analytics to respect browser "Do Not Track" settings where supported. We do not intentionally send credentials, session tokens, ticket QR contents, or payment card data to analytics or error-monitoring providers. You can control website cookies through your browser settings and app permissions through your device settings. Disabling cookies or permissions may affect features that depend on them. The Organizer app does not currently include an in-app setting to turn off product analytics or error monitoring.
AI and Model Training
We do not train our own AI models on personal information from the Service, and we do not share personal information with third parties to train their AI models.
Data Retention
We retain information only as long as needed for the purposes described above, including legal, accounting, and security needs. Examples:
- Pending orders expire automatically.
- Failed orders are deleted after approximately 7 days.
- Scanner sessions are short-lived (typically up to approximately 2 hours, depending on the access code expiry).
- Protected pending scan records remain on the device only while needed to synchronize or resolve them, and are removed after approximately 24 hours at the latest; they are also cleared when the scanner signs out or the organizer account is deleted.
- Some records (such as orders and tickets) may be retained longer to operate the Service, handle disputes, and meet legal obligations.
- When an organizer account is deleted, the organizer's profile information, uploaded logo, sign-in credentials, and unpublished draft events that never had order or payment activity are erased. Order, ticket, refund, and payout records for events that already had activity are retained for tax, accounting, and payment-dispute obligations, and are no longer associated with an identifiable organizer.
Security
We use reasonable technical and organizational measures designed to protect personal information. No system is perfectly secure, and we cannot guarantee absolute security.
Your Privacy Rights
Depending on where you live, you may have rights to request access to, correction of, or deletion of your personal information, and to obtain a copy of certain information. You may also have the right to appeal certain decisions.
Organizers can delete their account and associated personal information directly in the Gatekeepers organizer app, under Account then Delete account, without contacting us. Deletion cannot be started while you still have an upcoming published event with ticket holders; cancel or finish those events first so attendees are not left without an organizer. Once you confirm, you immediately lose access to selling, refunds, messaging, event editing, and check-ins, and any staff scanner codes you issued stop working. Nothing is erased during that period: the erasure runs 30 days later, and if you cancel before then your account and staff access are fully restored. If you connected a Stripe account, deleting your Gatekeepers account disconnects Gatekeepers from it; the Stripe account remains yours and must be closed through Stripe. Records described in Section 6 are retained after deletion where we are required to keep them.
Anyone else may request deletion by contacting us at the address in Section 12.
We do not sell personal information or share it for targeted advertising. If our practices change, we will update this Policy and provide additional choices as required by law.
If text messaging is enabled, you may also be able to opt out of text communications using the instructions provided in the message (for example, by replying STOP where supported). Opting out of marketing texts will not prevent you from receiving transactional or event logistics texts where permitted by law and consistent with your consents.
Children's Privacy
The Service is intended for adults and is not directed to children under 13. If you believe we have collected personal information from a child under 13, contact us and we will take appropriate steps to delete it.
International Transfers
We operate in the United States. If you access the Service from outside the U.S., your information may be processed in the United States and other locations where our service providers operate.
Changes to This Policy
We may update this Policy from time to time. We will post the updated Policy and update the "Last Updated" date.
Contact
Gatekeepers LLC (Texas, USA)
Email: support@gatekeepers.app
Additional App-Specific Disclosures
The following sections describe how this application specifically collects and uses data, including the services we integrate and the choices available to you.
Service Providers (Third Parties)
We use the following providers solely to operate and improve the Service. We share only what is necessary for each provider to perform their function.
- Authentication: Clerk (Privacy)
- Payments: Stripe (Privacy)
- Email Delivery: Resend (Privacy)
- Product Analytics: PostHog (Privacy)
- Error Monitoring: Sentry (Privacy)
- Location Autocomplete: Google Places (Privacy)
- Content Screening: OpenAI (Privacy) — event and merchandise listing text is automatically checked against our prohibited-items policy. We disable API response storage for these requests, and attendee data is never included.
Analytics and Do Not Track
We use PostHog to measure product usage with automatic page views and curated product events (such as event views, checkout starts, and ticket scanning outcomes) while respecting browser “Do Not Track” where supported. We disable broad autocapture and session recordings, and we do not intentionally send credentials, session tokens, QR payloads, or payment card data to analytics providers.
Error Monitoring
We use Sentry to diagnose issues. Depending on the context, this may include IP address, request headers, URL, and device details to reproduce errors. Sentry data is used exclusively for debugging and is not used to build marketing profiles.
Payment Processing
When you complete a purchase, we associate your email with the Stripe payment identifier and record transaction metadata (e.g., payment ID, status, and amount) to confirm payment and deliver tickets.
Mobile Numbers and SMS Consent
If you choose to provide a mobile number during checkout, we may store that number together with your communication preferences and consent records, including the type of consent you gave, the version of the disclosure shown to you, and the time of consent. Transactional or event logistics texts and marketing texts are treated as separate categories, and marketing consent is not a condition of purchase.
Scanner, Camera, and Local Storage
- Camera access is requested only to scan QR codes in your browser. Video is processed locally and not stored by us.
- A short‑lived scanner session token is stored in your browser’s localStorage to keep your scan session active.
IP Address and Rate Limiting
To protect the Service, we apply rate limits using short‑lived keys derived from session information and IP address. These records are used only for abuse prevention and are not used to profile users.
Data Visibility to Organizers
Event organizers can access attendee names, emails, phone numbers you provide, ticket types, and check‑in status for their events. Organizers must use this information only for event‑related communications unless they have any separate consent required for another use, such as marketing, and must comply with applicable laws.
Reporting an Event
When you report an event, we collect the reason you select, any details you choose to add, and your email address. We use this information only to review the report and follow up with you if needed. Reports are visible only to Gatekeepers administrators and are never shared with the event organizer. We retain report information as long as needed for moderation and safety purposes.
Retention
- Scanner sessions: typically valid for up to ~2 hours.
- Failed orders: purged after ~7 days.
- Replaced event images: previous files are deleted after successful upload.
- Orders/tickets and error logs: retained as needed to operate the Service and meet legal obligations.
No Sale or Sharing of Personal Information
We do not sell or “share” personal information as these terms are defined under applicable privacy laws (e.g., CPRA). We also do not use personal information for targeted advertising.
Contact
For privacy questions or requests, contact support@gatekeepers.app.