Privacy Policy for PalmettoGuard LLC

Last Updated: May 19, 2026

1. Introduction

PalmettoGuard LLC (“we,” “our,” or “us”) is committed to protecting the privacy and security of residents, visitors, and authorized personnel. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our mobile application and services designed for access management and security operations in private communities.

2. Information We Collect

To provide a secure and functional experience, we may collect the following types of information:

• Account Data: Name, community address, email address, and phone number.
• Vehicle Information: Make, model, color, and license plate numbers.
• Access Logs: Entry timestamps, gate identifiers, and access activity.
• Guest Information: Names of authorized visitors and access durations.
• Location Data: For authorized security personnel, the app may collect precise device location data only when the user explicitly enables “On Duty” mode. Location data is used solely for real-time safety coordination and dispatch operations. No location data is collected when the user is off duty or using the app in other roles.
• Device Data: IP address, device type, operating system, and diagnostic data.
• App Usage: Interaction data, performance metrics, and crash logs.

3. How We Use Your Information

We use collected information for legitimate operational and security purposes, including:

• Verifying identity and granting authorized access to the community.
• Notifying users of guest arrivals, deliveries, or access events.
• Providing records to HOA or property management.
• Supporting security personnel in managing gate and patrol operations.
• Coordinating real-time safety and dispatch operations using location data for on-duty officers.
• Investigating incidents or unauthorized access attempts.
• Improving app performance, reliability, and user experience.

4. Data Sharing and Disclosure

We do not sell or rent personal data. We only share information in the following cases:

• Community Operations: With authorized HOA staff, property management, and security personnel.
• Service Providers: With trusted vendors providing hosting, infrastructure, or system support.
• Location Data Sharing: Location information is shared only with authorized personnel within the same organization for safety coordination and dispatch purposes.
• Legal Requirements: When required by law or necessary to protect safety and security.

5. Data Retention

Access logs and operational data are retained for a limited period to support audits and incident reviews, after which they are deleted or anonymized unless required for an active investigation. Account data is retained for the duration of service usage.

6. Security Measures

• Encryption: Data is encrypted in transit and at rest.
• Access Controls: Only authorized personnel may access sensitive data.
• Monitoring: Systems are monitored for unauthorized activity.

7. Your Rights

You may have the right to:

• Request access to your personal data.
• Request correction of inaccurate data.
• Request deletion of your data where applicable.
• Limit or object to certain processing.

We respond to verified requests in accordance with applicable laws.

8. Changes to This Policy

We may update this policy from time to time. Changes will be communicated via the app, email, or website updates. Continued use of the app constitutes acceptance of the updated policy.

9. Contact Us

If you have questions about this Privacy Policy, contact us at:
Email: info@palmettoguard.com

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