Privacy Policy

1. Scope and contact information

Gateway Dynamics Limited, also presented as Gateway Dynamics Integrated Solutions, operates this website and customer portal. This policy explains how information is handled through the website, account features, support resources and online billing tools.

This policy covers the website and portal. Information handled by separately contracted services, such as video surveillance, access control or monitoring systems at a customer location, may be subject to the relevant service agreement and additional notices. The current customer portal does not provide a feature for uploading surveillance recordings.

For privacy questions or requests, contact info@gatewaydynamics.com, call (800) 768-2161, or write to Gateway Dynamics Limited, 3336 Vicjoy Dr, Bethel, OH 45106.

2. Information used by the website and portal

Customer account information includes the contact name, email address, company or organization, phone number, billing address and account notes entered by authorized Gateway Dynamics staff. This information may come from you or an authorized contact for your organization. Account records also include their creation date and, when billing is connected, a Stripe customer identifier.

When you use Sign in with ChatGPT, the site receives an authenticated user identifier, an email address and, when supplied, a display name. The email is used to match your customer account or authorized staff access. This sign-in integration does not provide us with your ChatGPT password or conversation history.

Billing records include service descriptions, invoice or recurring-service amounts, billing frequency, creation dates, billing identifiers and recorded statuses. The customer dashboard also retrieves invoice details, due dates, payment status and receipt or invoice links from Stripe. Staff actions such as creating a customer or a billing record are recorded with the staff email, action, record identifier and time.

If you contact us by email or telephone, we receive the contact details and information you choose to provide. Please do not include payment card numbers, bank login credentials, passwords or unnecessary sensitive information in email or account notes.

Hosting, sign-in and payment providers may process technical information such as IP address, browser or device information, request times and diagnostic or security logs when delivering their services. Their own privacy notices explain their processing in more detail.

3. How information is used

The portal uses account and sign-in information to identify authorized users, provide customer-specific invoice access, restrict staff functions and maintain customer records. Contact and billing information is used to create invoices, manage agreed recurring services, display payment records and respond to account or support questions.

Audit records and technical diagnostics support troubleshooting, accountability and protection against unauthorized activity. Information may also be needed to maintain business records, address billing disputes and meet applicable legal obligations. Access to a customer dashboard is tied to the customer record matching the signed-in email address.

4. Payment processing

Stripe processes online payments through its hosted invoice and billing portal pages. The site sends Stripe the customer name, email address, billing address when recorded, and billing information needed to create the relevant customer, invoice or subscription. Payment details entered on a Stripe-hosted page are handled by Stripe; this portal does not collect or store full payment card numbers or bank account credentials.

Stripe may process payment method information, transaction details, device information and other data for payment processing, fraud prevention and its legal obligations. Review Stripe's privacy policy at stripe.com/privacy before using its payment services. Payment status displayed in the customer dashboard is retrieved from Stripe when the dashboard loads.

5. Providers and other disclosures

The cloud version of this website uses OpenAI Sites for hosting and ChatGPT sign-in, with Cloudflare infrastructure for application hosting and database storage. Stripe provides online billing and payment services. These providers process information needed to deliver their respective services. Their processing is also subject to their own terms and privacy notices.

Authorized Gateway Dynamics personnel can access account records for customer administration, billing and support. Information may be disclosed when required by applicable law or a valid legal request, or where lawfully necessary to address fraud, security incidents or disputes. A customer account managed for an organization may be administered using information supplied by that organization's authorized contacts.

The current portal has no integration that sells account information or sends it to advertising networks. The current site does not automatically synchronize customer or invoice records with Patriot Software.

6. Cookies and tracking

The hosting and sign-in services may use cookies or similar technologies needed for authentication, session management, security and service operation. Stripe may use its own cookies and technologies when you visit its payment pages. The current website does not include advertising pixels or third-party analytics scripts.

You can manage cookies through your browser settings and review the privacy controls offered by the relevant provider. Blocking cookies may prevent sign-in or payment features from working. Visiting a linked third-party website is subject to that website's own privacy practices.

7. Storage, retention and security

Customer, billing and audit records are stored in the portal's hosted database; Stripe maintains its own customer and payment records. Closing a browser or signing out does not delete these records. Retention needs vary by record type, active service relationships, accounting requirements, legal obligations and unresolved disputes. This portal does not offer an automatic account-deletion feature or a fixed automatic deletion schedule.

The portal uses HTTPS, authenticated account access, server-side staff authorization and customer-specific invoice queries. Payment secrets are held in server-side settings rather than customer-facing code. These measures help protect information, but no internet service can guarantee absolute security. Protect your sign-in account and contact us promptly if you suspect unauthorized access.

Hosting and payment providers may process information in locations outside your state or country. This website does not promise that all records remain in a particular geographic location.

8. Your choices and privacy requests

You may browse public pages without creating a customer account. Portal and online billing features require the information needed to provide those features. To correct account details, ask about stored information, request deletion or raise a privacy concern, email info@gatewaydynamics.com with the subject Privacy Request.

We may need to verify your identity and your authority for a business account before responding or changing records. Do not send identity documents or other sensitive material unless we arrange an appropriate method. Depending on applicable law, you may have rights to access, correct, delete or obtain a copy of certain personal information, or other privacy rights. Requests are handled subject to applicable law, verification and record-retention obligations; this policy does not promise that every record can be deleted on request.

For information maintained independently by ChatGPT/OpenAI or Stripe, use that provider's privacy controls or contact process as well. Changing a provider account or requesting deletion of portal information does not by itself cancel a separately agreed service or resolve an outstanding invoice.

9. Children and policy updates

The customer and staff account features are intended for adults and authorized business representatives. Please do not submit children's personal information through account notes or support messages. If you believe a child has provided personal information through the website, contact us so the concern can be reviewed.

We may update this policy as website features or data practices change. The effective date identifies the current version. Where applicable law requires additional notice or consent for a change, those requirements apply. Contact Gateway Dynamics using the details above if you have questions about this policy.