Privacy policy
2Gaff is a private app for residents, property teams and people asking 2Gaff to approve a new property workspace. This policy explains what we collect, why, and the choices you have. It applies to the 2Gaff app on iOS and Android and to www.2gaff.com.
Who is responsible
Deeray Mulitimedia Ltd (company number 12586799), 20-22 Wenlock Road, London N1 7GU, United Kingdom, is the data controller. Contact: support@2gaff.com.
What we collect
| Information | Where it comes from | Why we use it |
|---|---|---|
| Email address and sign-in identity (Google, Apple or email and password) | You, when you sign in | To create your account and keep it secure |
| Your name and apartment or unit | You, when you apply to join a building | So your building’s team can verify you against its resident records and approve access |
| Building access and role (resident, Property Admin, Concierge or Property Manager) | Your building’s property team | To show you only your building and the right tools |
| Content you create: issue reports, messages, marketplace listings, event attendance, facility bookings | You | To provide the service to you and your building |
| Photos you attach to reports or listings, and property-team photos for buildings, notices, events and facilities | You, from your photo library or your camera | To display the photo with the content you choose |
| Workspace request details: your name, company, property display name, full postal address and postcode, intended role and short authority explanation; and your phone number only if you choose to give one, so Support can call you if checking your request by email is slow | You, if you ask to set up a property workspace | So restricted 2Gaff Support reviewers can verify the request before any workspace or access is created |
| Workspace request review data: request reference, status and timestamps, decision reasons, reviewer actions and private notes, plus a private conflict signal derived from the normalised property address and postcode | Created during the restricted Support review | To manage the request, identify possible duplicate or conflicting property claims and keep an audit trail |
| Technical-support requests: your description, category, name and reply email, building, app version and platform | You, when you report a technical problem | To investigate and reply; a copy is emailed to 2Gaff Support |
| Answers to requests from your property team: the time someone in your flat will be home, that no one can be home and any note you add, whether the team may enter with the master key, and your flat's vote, acknowledgement, availability or survey answers | You or someone else in your flat; or your property team, when you answer by phone or at the desk | So your property team can arrange access for safety checks and works, count votes and follow up with flats that have not answered |
| Notification tokens, installation identifiers and platform | Your device and notification providers | To deliver service notifications to the correct device, not for advertising |
| Optional feedback when you leave a building or delete your account | Your chosen reason and optional text | To improve the service. Stored with the month, without account or building identifiers; Support can read individual comments. Please do not include personal information |
| Basic technical data: sign-in tokens, request logs without message content | Automatically | To keep the service running and secure |
| The days you use 2Gaff (the date only, no times or pages) | Automatically, when you are signed in | To count how many people use 2Gaff each day, week and month. Kept for 13 months (400 days) and removed when you delete your account |
| Country interest | You, if you ask to hear when 2Gaff launches in a country | Country interest: if you ask to hear when 2Gaff launches in a country, we keep the country, your role (if given), your account email and the date, to contact you about that launch and understand demand for 2Gaff in different countries. Kept for up to 24 months or until the information is no longer needed for this purpose; deleted if you delete your account. |
| Visitor passes: your visitor's name and, if your property asks for them, their phone number and car registration; the pass type, dates and times | You, when you create a pass for a visitor | So the property team or gate can check the visitor in. The visitor receives only the pass picture you share; they do not need a 2Gaff account. |
| The gate log: when a pass or walk-in visitor was checked, let in or refused, at which gate, and who in the property team did it | Created when the gate checks a visitor | To keep a security record for your property and stop a pass being used more times than allowed. |
| Your phone number for this property (optional) | You, if you choose to add it | So the gate team can call you about a visitor through "Contact resident". You can remove it at any time. |
We do not use advertising or analytics SDKs, and we do not collect your location, contacts or device identifiers for tracking. If you enable notifications, 2Gaff may send service alerts about activity relevant to your account or building; they are not used for advertising.
A property's country is the one chosen when its workspace is requested. 2Gaff does not use your location, your device or the app store you use to decide it.
Ads (sponsored posts)
2Gaff may show clearly labelled ads from local businesses in Community and Market. Each ad says Ad (or Advert or Advertisement) and names the business. 2Gaff chooses which buildings see an ad, so the only thing that decides whether you see it is the building you belong to. We don’t build a profile of you, and nothing from your posts, messages, bookings, reports or answers to requests is used to choose ads. Tap Why am I seeing this ad? on any ad to see this in the app.
- We don’t use advertising or analytics SDKs or advertising IDs, and we don’t record who sees an ad or opens its link. Sponsors never receive information about residents.
- Visit site leaves 2Gaff and opens the business’s own website in your browser. That website’s privacy policy applies there.
- If you hide an ad, that is remembered on your device only.
- If you report an ad, your reason and any detail you write are kept with your account. The 2Gaff team sees them without your name and aims to review them within 2 working days. If you delete your account, the detail you wrote is removed; 12 months after a report is closed, it no longer points to you.
- If you RSVP to a sponsored event, your building team sees your name and flat, as for any event. The sponsor doesn’t. If the event is withdrawn, you get a plain “An event you joined was cancelled” alert.
- Photos on ads are the business’s own and contain no resident information. They are shown only in the buildings the ad reaches and deleted 30 days after the ad stops showing.
We show building-level ads to help fund 2Gaff, relying on our legitimate interests. You can object at any time by emailing support@2gaff.com; hiding an ad in the app works one ad at a time.
Who can see what
- Visitor passes are visible to the resident who made them and to the property's gate team (the Property Admins, and property staff who check visitors, including security staff). Other residents never see them.
- Your phone number is shown only to the gate team, through "Contact resident", for the home they choose. Other residents never see it. Each look-up is recorded with the home, the time and who looked, never the number.
- Your name and apartment are visible only to your building’s property team, never to other residents.
- Marketplace listings are visible to approved residents of your building only, and show you as “a neighbour”. Service offers, where your building allows them, work the same way. Conversations about a listing are private to the two people in them, labelled Buyer and Seller, or Neighbour and Provider for a service offer. Your building’s property team can read a conversation only after one of the participants reports it.
- Issue reports and messages to your property team are private between you and your property team.
- Event attendance counts are visible to residents; the list of who is going is visible to your property team only.
- Answers to property-team requests are given for your flat. People in your flat and your property team can see your flat's answer and who gave it; other residents never see it. For times, other residents only see how many places are left. Vote results are shown to residents only if the property team chooses to share them after the vote closes. A list for contractors shows flat numbers and notes, never names.
- If you request a property workspace, restricted 2Gaff Support reviewers can see the request details, private address-conflict counts, review history and private Support notes. You can see your own request and customer-facing decisions, but not internal holds, conflict counts or private notes.
- Outside the restricted workspace-request review, the 2Gaff team sees service counts and account status. It also receives technical-support requests you submit and optional leaving-feedback comments. These tools do not give Support routine access to your private building reports, messages or conversations.
- Marketplace listings are already visible to everyone in your building. To keep the Market safe, 2Gaff can also view the listings in any building and remove a listing that breaks our Terms. 2Gaff is not shown who the seller is, and the seller sees the reason for a removal.
Emailing a workspace request
The optional “Email 2Gaff Support” action opens your email app with only the request reference and a request for Support to review it in the restricted queue. It does not put your name, phone number, company, property address, intended role or authority explanation into the email body. Those details remain in the restricted request queue.
Legal basis
We process your information to provide the service you asked for (performance of a contract) and, for moderation, safety and security, for our legitimate interests and those of your building. Workspace-request verification and private duplicate/conflict checks support the requested setup service and our legitimate interest in preventing unauthorised or conflicting property claims. Country interest relies on our legitimate interests (telling people who asked about a launch, and planning where 2Gaff goes next); you can object at any time at support@2gaff.com. Visitor passes and the gate log rely on our legitimate interests and those of your property in managing visitor access safely and keeping an appropriate security record. We have balanced those interests against the privacy rights of residents and visitors. A visitor can ask about or object to the use of their details at support@2gaff.com. Your phone number is optional and provided with your consent, which you can withdraw by removing it. Where you attach photos or optional details, that is with your consent, which you can withdraw by removing them.
Who processes it for us
Your data, including workspace-request data, is stored and processed by these providers under contract: Supabase (database and sign-in), Cloudflare (web hosting and the API), and Resend (verification, recovery, account and technical-support emails), Expo (app updates and push delivery), Apple Push Notification service and Google Firebase Cloud Messaging (device notifications). Apple or Google also processes sign-in if you choose that provider. Our support mailbox is hosted by Spacemail. Our Supabase database is in London. Other services may process information outside the UK; a UK database does not mean all processing stays in the UK. Contact us for information about processing locations and the safeguards that apply to your information. If you choose to email a workspace-request reference, your email provider and our support-mailbox provider also process that message. Resend does not send that optional manual email. We do not sell or share your information for marketing.
How long we keep it
We keep personal information only while it is needed to provide the service, resolve a request or meet an applicable legal obligation. Leaving a building ends access but does not delete your account. Your building team may still need records of unresolved issues and access decisions. Closing a building does not by itself erase every record.
Our retention periods
These periods are applied automatically, about once an hour. Periods for things not listed here (for example usage counts, ads and requests to residents) are described in the sections above and below.
- Unused accounts: if you have not signed in for 2 years, and you are not a member of a building, on a property team, a building's main admin or a 2Gaff founder, we email you. If you still have not signed in 30 days after that email, we delete your account in the same way as if you had deleted it yourself. Signing in at any time stops this.
- Leaving a building: 12 months after your membership ends, your name, flat and any verification reference are removed from that building's records.
- Declined requests to join a building: deleted 90 days after the decision.
- Country interest: kept for up to 24 months or until the information is no longer needed for this purpose; deleted if you delete your account.
- Visitor passes, walk-in requests and the gate log: deleted after the period your property chooses (30, 90 or 365 days; 90 if it has not chosen), counted from when the pass ends or is cancelled, or from the gate event.
- Your phone number for a property: kept until you remove it; removed 12 months after your membership ends or when the property closes, and at once if you delete your account.
- Why you left: anything you wrote is removed after 12 months. The reason you picked and the month are kept for statistics.
- Reports: deleted 2 years after they are resolved, together with their replies, team notes and photos. Photos on a resolved report are removed after 12 months.
- Messages with your building team: deleted 2 years after the last message in the conversation.
- Notices and events: deleted 2 years after they end, are taken down or are cancelled. Their photos are removed after 12 months. The list of who is going to an event is deleted 90 days after the event ends.
- Bookings: notes are removed 90 days after the booking date, and the booking is deleted 12 months after it.
- Marketplace listings: deleted 6 months after they are sold, withdrawn, fulfilled or expire, and their photos 30 days after that. Listings removed for breaking the rules are deleted 12 months after removal. Deleting a listing also deletes its chats.
- Marketplace chats: deleted 12 months after the last message. A chat that was reported is kept until its report is deleted.
- Marketplace reports: deleted 12 months after they are closed.
- Blocks: kept while both accounts exist.
- Alerts in the app: deleted after 90 days, for residents and property teams. Records of alerts sent to your phone are deleted after 90 days too.
- Phone notification tokens: deleted when they have not been used for 12 months.
- Emails we send you: the details used to write an email are removed 30 days after it is sent, and the delivery record is deleted after 12 months.
- Technical-support requests: deleted 12 months after they are closed, together with their email copies.
- Building activity log: deleted after 2 years. 2Gaff's own record of founder and platform actions is deleted after 6 years.
- Closed buildings: 12 months after a building closes, we delete its reports, messages, listings, chats, bookings, notices, events, photos and alerts, and remove residents' names and flats. A basic record of the building (its name, dates and organisation) is kept.
Answers to property-team requests: notes and written answers are removed 90 days after the request closes. The request and each flat's chosen time or option are kept for 2 years, for example as a record that access for a gas safety check was arranged, and are then deleted.
A valid request for erasure takes precedence over our ordinary retention schedules, including the workspace-request periods below. You do not have to wait for a building to close or a retention period to expire. We assess any legal exception individually, explain what must remain and why, and keep it only while that reason applies. These schedules do not permit indefinite retention of personal information that is no longer needed.
Account deletion removes app-held technical-support requests and their email-delivery copies, including copies marked as sent, and your notification tokens. It also removes your authored message and report text and uploaded photos as described below. Delivery already in progress and emails already delivered cannot be recalled by the app. Contact support@2gaff.com for erasure of support-mailbox copies or personal information about you in content supplied by someone else. These requests are assessed separately so that other people's information and rights are protected.
Workspace setup requests
If you ask us to set up a building, we keep your request only as long as it is needed to check who is entitled to run that building and to prevent conflicting claims:
- Requests that are declined, withdrawn, revoked or whose approval expires unused: 90 days after the request closes we remove your name, any phone number, company, the building name and address, your authority explanation, our explanation to you and our private Support notes. Withdrawing a request closes it; it does not remove it straight away.
- Requests that created a building: 90 days after the building is created we remove your authority explanation, our private Support notes and our internal review comments. Your contact details and our explanation to you stay while the building is open, as the record of who was given control of it, and are removed 12 months after the building closes.
- What remains after removal: the request reference, its status and dates, the role asked for, the country, which member of our Support team reviewed it and a one-way code derived from the address, which lets us notice a repeated claim without keeping the address. While this remains linked to your account it is still personal data about you. It is deleted 24 months after the request or building closed.
- If you delete your account: any open request is closed, the details above are removed immediately rather than after 90 days, and the remaining record is unlinked from you.
- If you ask us to erase request information: contact support@2gaff.com. Once your identity and the request are verified, a valid erasure request removes the applicant details and account link without requiring account deletion or closure of an active building. An unused setup permission is closed. Any applicable legal exception is explained to you.
Backups may retain removed information until they expire under the provider's backup cycle. Erasure requests also cover those copies: where immediate removal is not possible, they must be kept beyond use, and any restoration must reapply the erasure before data is returned to service. Contact us for the backup handling and completion position for your request; deletion from the live app is not a claim that every backup is immediately overwritten.
Deleting your account
Open Account → Delete my account. If you have not joined a building, choose Join my building and use Delete my account below the building-code form; you do not need a code. Deletion removes sign-in access, your profile and membership details, alerts, preferences and uploaded photos. It withdraws listings, cancels future bookings and removes event places. Your authored messages, report text, listings, booking notes, notices, events and broadcast text are replaced with removal text. App-held support requests and identifying audit snapshots are erased. Notes and written answers you gave to property-team requests are removed; your flat's chosen time or option stays, without a link to you, so a planned visit or a vote still works.
Shared conversations, report references and management records can remain so other people's records still work, using a former-resident label and a disabled account reference. These references are not a promise of complete anonymity. Content supplied by other people is not automatically deleted with your account; ask us to review personal information about you in that content. Workspace-request details are removed and their account link is cleared as described above. A primary administrator may need to hand over responsibility first; contact us if you cannot complete this yourself.
Step-by-step instructions, including how to ask for deletion if you cannot sign in: www.2gaff.com/delete-account.
Optional feedback when you leave or delete
When you leave a building or delete your account, you can optionally tell us why. This is never required and never changes what happens above. The feedback record contains the reason you pick, optional short text and month, without an account or building identifier. Free text can still identify you, so do not include names or contact details. It is used to improve 2Gaff and is not shared with your building's property team. If you supplied identifying details, contact us with enough information to find the feedback for review.
Your rights
Under UK data protection law you can ask for a copy of your information, ask us to correct or delete it, object to or restrict processing, and complain to the Information Commissioner’s Office (ico.org.uk). Contact us using the details above; no special form or legal wording is required. We respond without undue delay, normally within one month. If the law permits extra time for a complex request, we will tell you within that month and explain why. We may need proportionate information to verify your identity. We explain any refusal or retained exception and how to challenge it.
Children
2Gaff is for adults. You must be 18 or over to create an account.
Changes
If this policy changes we will update the date above and, for significant changes, tell you in the app.