aPass Pro
aPass Pro
Last updated: 19 October 2026
This policy explains how SmartPhenix Limited collects, uses, shares and protects personal information in aPass Pro: the aPass Pro Resident and aPass Pro Security mobile apps, the estate portal, the platform console and the visitor pass pages.
The short version
aPass Pro is provided by SmartPhenix Limited ("aPass", "we", "us"), 5th Avenue, E1 Close, Block 3, Flat 5, Festac Town, Lagos, Nigeria. It is used by residential estates, clubs and organisations (each an "estate") to manage residents, visitors and gate security.
Your estate's management (the "estate office") creates your account, decides who may enter the estate, and manages the records it keeps about its residents, visitors and staff. We run the service for the estate, and we are responsible for the apps, the service and this policy. Questions about your estate's own rules or records are best sent to your estate office; anything else can come to us (see Contact us).
This policy applies to residents and their household members, visitors, security staff and estate administrators. We handle personal information in line with the Nigeria Data Protection Act 2023.
| Information | What it includes and where it comes from |
|---|---|
| Account and profile | Name, phone number, e-mail address, house number or address within the estate, resident type, membership ID and profile photo. Usually entered by your estate office; you can update some of it in the app. Your password is stored only in scrambled (hashed) form, so nobody can read it. |
| Household members | Name, relationship, gender, date of birth, phone number and photo of the people you add to your household, and their own app sign-in if it is turned on for them. |
| Visitors you book | Your visitor's name, phone number and gender, vehicle make, colour and registration number, the visit date and time, and any note you add. If you pick a visitor from your phone's contacts, only that one contact's name and number are used. |
| Visits and gate records | Your bookings and their status: confirmations, check-in and check-out times, the gate used, and self check-ins at the estate's kiosk. |
| Payments | Estate dues, licence renewals, SMS credit and event payments: the amount, purpose, reference, date and result. Card details are entered on Paystack's secure page and never reach us. |
| Messages | What you post in your estate's community chat groups, including any picture you share. |
| Emergency alarms | When you raise an emergency (panic) alarm: the type of alarm, the time, your precise location and the street address your phone works out from it. Location keeps being sent while the alarm is active and stops when you end it. Location is not collected at any other time. |
| Device information | A push-notification token, a device identifier and the type of phone, used to send you notifications and keep your sign-in secure. |
| Information | What it includes and where it comes from |
|---|---|
| Account and profile | Name, phone number, e-mail address, company, profile photo and assigned gate, entered by the estate office. Your password is stored only in hashed form. |
| Gate activity | The check-ins, check-outs and other visit updates you record, and photos of visitors or vehicles you take at the gate where your estate uses this. |
| Emergency alarms | As for residents: alarm type, time and your precise location, only while an alarm you raised is active. |
| Device information | A push-notification token, a device identifier and the type of phone. |
Visitors do not need an account. We receive their details from the resident who books them or from security staff at the gate: name, phone number, gender, vehicle details, visit times, and a photo where the estate takes one at the gate. If the host chooses, we send the visitor a text message with an access code and a link to a visitor pass page. That page shows the guest's and host's first names, the estate and the visit date, and a QR code for the gate.
Name, phone number, e-mail address, hashed password, and the changes you make in the estate portal.
Like most online services, our servers record the IP address, device or browser type and time of each request, for security and troubleshooting. The apps contain no advertising, analytics or tracking tools.
The apps ask for these permissions on your phone. Each is used only for the purpose shown. You can refuse or withdraw any of them in your phone's settings; only the feature that needs it stops working.
| Permission | What it is used for |
|---|---|
| Location | Only to send your position to your estate's security team when you raise an emergency alarm. The app asks for "While using the app" access. While an alarm is active it keeps sharing your position even if you switch apps or lock your phone, and shows an Emergency alarm active notification for as long as it does. It stops when you end the alarm. It is never used for advertising. |
| Notifications | Visitor arrivals and departures, booking confirmations, alarms and estate notices. |
| Camera | Taking profile and household photos; scanning QR codes (visitor passes at the gate, and the self check-in code at the estate kiosk); photos of visitors or vehicles at the gate (security app). |
| Photos and files | Choosing a photo you already have, and saving or sharing a visitor pass. |
| Contacts | Picking one contact to fill in a visitor's name and phone number. Your address book is never uploaded. |
| Phone calls | Calling your estate's security or emergency numbers straight from the app. We do not collect your call history. |
| Purpose | Legal basis |
|---|---|
| Providing the service: accounts, visitor bookings, gate check-in and check-out, household access, self check-in, chat and notifications | Performing our agreement with you and your estate |
| Keeping the estate secure: gate records, alarms and alerts to security staff | Legitimate interests of the estate and its residents in safety; vital interests when you raise an emergency alarm |
| Processing payments for dues, licences, SMS credit and events | Performing our agreement; legal obligations to keep financial records |
| Service messages: sign-in alerts, temporary passwords, password reset codes, booking and estate notices | Performing our agreement; legitimate interests in account security |
| Protecting the service: preventing misuse, limiting repeated sign-in attempts, investigating problems | Legitimate interests in a secure, reliable service |
| Location, contacts, camera and photos on your phone | Your consent, given through the phone's permission prompt, which you can withdraw at any time |
| Meeting legal requirements and responding to lawful requests | Legal obligations |
We do not use your information for advertising, sell it, build marketing profiles, or make automated decisions about you that have legal or similarly significant effects.
We never sell personal information or share it with advertisers or data brokers.
The service's data is stored on our hosting provider's servers. Some providers, such as Google for push notifications, may process information outside Nigeria. When that happens we rely on the safeguards the Nigeria Data Protection Act 2023 allows, such as the provider's contractual commitments to protect it.
| Information | How long |
|---|---|
| Your account, profile and household | While your account is open. If you delete it yourself, it is closed straight away and erased 30 days later. If your estate office removes you, your profile is deleted at that time. |
| Saved visitors, notifications, chat messages, emergency-alarm records (including location) | Until your account is erased, unless you or your estate delete them sooner. |
| The estate's gate log (who visited, and when they came and left) | Kept by your estate as its security record while it uses aPass. Your name is removed from it when your account is erased. When an estate stops using aPass, we delete its records at the estate's request. |
| Payment records | 6 years, as accounting and tax law requires. |
| Push tokens and device identifiers | Replaced when you sign in on a new phone, and deleted when your account is closed. |
| Password reset codes | Expire after 10 minutes. |
| Server logs | A short period, for security and troubleshooting. |
No system is completely secure. Keep your password to yourself and tell us at [email protected] if you think your account has been misused. If a breach puts your information at risk, we will inform the Nigeria Data Protection Commission and the people affected, as the law requires.
Under the Nigeria Data Protection Act 2023 you have the right to:
You can update much of your profile in the app under My Account. For anything else, contact your estate office or e-mail [email protected]. We may need to confirm your identity first, and we will reply within 30 days. Requests about records your estate keeps, such as its gate log, may be passed to your estate office to answer.
You can delete your aPass Pro Resident or aPass Pro Security account at any time:
Your account is closed straight away: you are signed out and can no longer sign in. Your data is erased 30 days later. Until then you can change your mind by contacting your estate office or us.
If you cannot sign in, e-mail [email protected] with your name, phone number and estate. We will confirm it is you and delete the account for you.
The apps are meant for adults. A resident may add children as household members (name, relationship, gender, date of birth and photo) so that the estate can manage their entry. The resident, as parent or guardian, is responsible for adding them. An older child can be given their own sign-in. Clubs can set an age limit for household members. We do not knowingly collect children's information in any other way. If you believe a child's information was added without permission, contact your estate office or us and we will remove it.
The estate portal and our web pages use only essential cookies: to keep you signed in and to protect forms against misuse. We do not use advertising or analytics cookies. The apps keep your sign-in session and settings on your phone so that you stay signed in. Signing out ends the session; if you ticked Save Login ID, the app also remembers your sign-in name for next time.
We may update this policy as the service or the law changes. The date at the top shows the latest version. If we make a significant change, we will tell you in the app or through your estate before it takes effect.
For questions about this policy or your personal information, or to exercise your rights, contact us:
| Company | SmartPhenix Limited, provider of aPass Pro |
|---|---|
| Address | 5th Avenue, E1 Close, Block 3, Flat 5, Festac Town, Lagos, Nigeria |
| [email protected] | |
| Phone | +234 702 057 1034 |
| +234 702 057 1034 |
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