Inviting someone means creating a record of them. Here is exactly what that record can hold, what is deliberately never collected, and who can see which parts of it.
What a visitor record can hold
Only what you, your guest or the guard entered: name, phone, email, licence plate and state, a vehicle description, company, purpose of the visit, a photo, the expected arrival and departure, and any notes. If you invited someone with just a name, that is all the record contains.
What is never kept from an ID check
If a guard scans the barcode on the back of a driver's licence, the device reads the name and nothing else. Date of birth, home address, licence number, height and eye colour never reach the community's records — the system has no field to store them in. The record only notes that the person's identity was verified, either by a licence scan or by a guard looking at the ID by hand.
Who sees what
- The guard at the gate, when they scan a pass, sees the guest's name, phone, plate, vehicle, company, purpose and photo, plus your name, unit and phone so they can reach you.
- Whoever holds the pass link sees far less: the guest's name and whether the pass is valid, your name and unit, and the community address. For a party pass, the guest list is not shown on the pass page.
- Your community office and security team can review the visitor log for the whole community. You see only the visits tied to your own home.
Repeat guests and other communities
A guest who visits often is recognised by their phone number — but only within your community. Nothing links their visits here to any other community on the platform, so one community can never see that someone visited another. The one thing that is shared is consent: a guest who replies STOP to a pass text is no longer texted by any community. Replying START re-subscribes them only to the community that most recently messaged them.
Good to know
- Even if a repeat guest's profile is later removed, the history of their past visits stays — those records are never deleted along with it.
- How long visitor records and gate photos are kept is set by your community; see “Data retention settings for your community”.
Related
See “Is my data private? Who can see my visits and information?” for what is kept about you, and “See who came through your gate (visit history)” for reviewing your own visits.