Privacy Policy

1. Introduction & Scope

Welcome to Pentfield Technologies ("Pentfield", "we", "us", or "our"). We are committed to safeguarding the privacy, confidentiality, and security of personal information entrusted to us by our clients, facility managers, estate residents, security personnel, and visitors.

This Privacy Policy applies to personal data collected or processed through the entire Pentfield Hamlet suite, including:

• The Pentfield Hamlet Mobile Application (Package: com.pentfield.hamlet2) for Android and iOS.
• The Pentfield Hamlet Security Mobile Application (Package: com.pentfield.hamletsecurity) for gate security and access control.
• The Pentfield Hamlet Manager desktop application and cloud server services.
• The Hamlet Hub Web Portal and Account Management services (accessible via hamlets-hub.com and authorized Pentfield subdomains).
• All related APIs, scheduled automated services, messaging bots, and transactional notification endpoints.

By downloading, registering, accessing, or using any part of the Pentfield Hamlet platform, you acknowledge that you have read, understood, and agreed to the practices outlined in this Privacy Policy and our Terms of Service.

2. Roles: Data Controller vs. Data Processor

To ensure total transparency and statutory compliance under the Nigeria Data Protection Act 2023 (NDPA), the Nigeria Data Protection Regulation (NDPR), and international standards such as the General Data Protection Regulation (GDPR), the parties hold distinct legal roles:

Information you provide directly to your estate management or security personnel outside the digital Hamlet app (such as manual physical visitor registers, gate ledger sheets, CCTV surveillance systems, or tenancy leases) is governed exclusively by that estate's private policies and is outside Pentfield's direct control.

3. Information We Collect

We only collect data necessary to provide effective facility operations, robust gate security clearance, automated utility billing, and rapid emergency alerts. Data collected includes:

3.1. Information Provided Directly by Users

• Identity & Account Data: Full name, verified email address, mobile telephone number, password hashes, and profile photograph.
• Residential & Occupancy Data: Residential estate name, house/block/flat number, occupancy status (landlord, tenant, occupant), and move-in/tenancy dates.
• Family & Dependent Profiles: Information voluntarily added by the primary resident regarding spouses, children, co-occupants, or domestic staff (names, relationships, phone numbers, and profile photos) to grant authorized household gate access.
• Visitor Scheduling & Guest Data: Guest full name, guest phone number, vehicle registration number, intended date and time of visit, purpose of visit, and unique digital invitation code.
• Facility Service & Maintenance Requests: Support ticket details, description of maintenance issues, technician appointments, and uploaded photo attachments.

3.2. Information Collected via the Security App (Gate Clearance)

• Visitor Entry/Exit Logs: Clock-in and clock-out timestamps, gate clearance status, identity of the on-duty security officer, gate lane number, and digital pass verification status.
• Security Personnel Device Tokens: Device identifier and cryptographic authorization token used to ensure only authorized gate hardware can clock guests into the estate.

3.3. Financial & Payment Data

• Billing & Transaction Ledgers: Transaction reference IDs, invoice numbers, service fee descriptions (e.g., service charge, water, electricity, security dues), payment timestamps, payment status (successful, pending, failed), and payment method metadata (e.g., bank name, card type, and last-4 digits).

3.4. Technical, Device & Operational Telemetry

• Device Information: Device model, manufacturer, operating system version, screen resolution, and unique device identifiers.
• Push Notification Tokens: Firebase Cloud Messaging (FCM) registration tokens used to route gate arrival notifications, payment receipts, and emergency alarms to your specific device.
• Network & Log Telemetry: Internet Protocol (IP) address, mobile network status, connection latency, access timestamps, and application crash diagnostics.

4. Mobile Device Permissions (Google Play & Apple App Store Disclosures)

Our mobile applications require specific Android and iOS permissions to deliver essential security and access control functionalities. Every permission is requested contextually and used strictly for stated purposes:

5. How We Use Your Information (Legal Bases)

We process personal data strictly in accordance with applicable data protection laws under the following lawful bases:

• Performance of a Contract: To authenticate your account, validate your estate residency, issue digital visitor passes, clock-in guests, generate electronic invoices, and deliver our core facility management software services.
• Legitimate Interests: To maintain the physical safety and perimeter security of residential estates, detect and prevent gate fraud or unauthorized entry, resolve technical glitches, improve application performance, and audit estate accounting ledgers.
• Vital Interests of Individuals: To broadcast urgent emergency SOS alerts and panic notifications to security guards and estate administrators during fires, medical emergencies, or security intrusions.
• Compliance with Legal Obligations: To maintain mandatory corporate tax ledgers, financial transaction audit trails, and cooperate with lawful statutory law enforcement orders.
• Consent: Where you provide explicit permission (e.g., granting camera access, uploading an optional profile picture, or opting into estate announcement broadcasts). You may withdraw consent at any time via your device settings or account profile.

6. Third-Party Disclosures & Service Providers

Pentfield Technologies does not sell, trade, rent, or lease personal information to third parties for marketing or advertising. We only share data with vetted third-party service providers who assist us in operating our platform, subject to strict confidentiality and data protection agreements:

• Cloud Infrastructure & Hosting: Google Cloud Platform (GCP) and Firebase (Google LLC) for secure encrypted database hosting, serverless functions, Cloud Firestore real-time synchronization, and Firebase Cloud Messaging (FCM).
• Database Management: Secure Microsoft SQL Server hosting infrastructure for estate ledger databases, tenant directories, and relational records.
• Payment Gateway: Paystack Payments Limited (a certified PCI-DSS Level 1 payment processor) for handling debit/credit card payments, direct bank transfers, and automated settlement of estate dues.
• Telecommunications & SMS: Termii for delivering transactional SMS notifications, verification codes, and gate access invites to visitor mobile phones.
• Transactional Email Delivery: MailerSend and Nodemailer SMTP infrastructure for dispatching account verification links, billing invoices, and password resets.
• Estate Administrators & Security Guards: Verified estate managers and security personnel within your joined Hamlet have access to resident directories, visitor rosters, and payment histories relevant exclusively to their estate.
• Law Enforcement & Statutory Authorities: We may disclose data if required by a valid court order, subpoena, warrant, or mandatory statutory law of the Federal Republic of Nigeria.

7. Payments & Financial Security

When you make payments through Pentfield Hamlet (such as estate service charges, maintenance levies, water bills, or electricity tokens):

• Transactions are encrypted end-to-end using modern Transport Layer Security (TLS 1.2+ / SSL).
• All payment verification is handled via cryptographically signed webhooks (HMAC SHA-512) directly between the payment gateway (Paystack) and Pentfield servers.
• Estate fee assessments, bill calculations, and tariff schedules are configured and controlled solely by the Estate Management. Pentfield is not liable for fee disputes between residents and their estate executive committees.

8. Emergency SOS Telemetry & Critical Safety Disclaimer

The Pentfield Hamlet platform includes an Emergency SOS Panic Alarm feature designed to transmit rapid visual and auditory distress alerts to on-duty estate security personnel and registered emergency contacts.

9. Data Security & Technical Safeguards

Pentfield Technologies applies industry-standard administrative, physical, and technical safeguards to protect personal data against unauthorized access, loss, misuse, or alteration:

• Encryption in Transit: All communication between mobile apps, web browsers, and cloud servers is enforced over HTTPS utilizing TLS 1.2 or TLS 1.3 encryption.
• Encryption at Rest: Cloud databases, relational SQL stores, and document assets are encrypted at rest using enterprise-grade AES-256 encryption.
• Cryptographic Authentication: Device authorization tokens, JWT authentication mechanisms, and salted hashing are used for session verification and password storage.
• Role-Based Access Control (RBAC): Access to server administrative interfaces and production databases is restricted to authorized personnel under strict least-privilege policies.
• Automated Backups: System records are backed up automatically to secure off-site disaster recovery facilities.

10. Data Retention & Account Deletion (Google Play & Apple Compliant)

We retain personal information for as long as your account remains active or as required to fulfill legitimate facility management purposes, resolve disputes, and satisfy statutory tax and legal obligations.

10.1. How to Delete Your Account

We empower all users with direct and autonomous control over their personal data. You may delete your Pentfield Hamlet account at any time through either of the following methods:

1. Directly In-App: Open the Pentfield Hamlet App → Navigate to Settings → Scroll down to Delete Hamlet Account → Confirm your deletion request.
2. Web Deletion Portal: Visit our dedicated public account deletion portal at https://hamlets-hub.com/delete-hamlet-account.html and follow the verification instructions.
3. Support Request: Email support@pentfieldtechnologies.com from your registered email address with the subject "Account Deletion Request".

10.2. What Happens When You Delete Your Account

Upon confirmed account deletion:

• Your personal profile, login credentials, passwords, and linked device tokens are immediately purged and deactivated from active authentication servers.
• Your membership link to any joined estate community is permanently severed.
• Push notification tokens associated with your device are deleted.

11. Children & Minor Dependents

The Pentfield Hamlet platform is designed for adult property owners, tenants, and facility administrators. We do not knowingly solicit or collect personal information directly from children under the age of 13 (or under 18 without parental supervision).

Any dependent profile (such as a child's name or photo added to a family household pass) may only be created and managed by an adult primary account holder who warrants that they are the legal parent or guardian. If we learn that personal data of a minor has been collected without verified parental authorization, we will promptly delete that information.

12. Your Statutory Legal Rights

Under the Nigeria Data Protection Act (NDPA) 2023, the NDPR, and international data protection laws, you possess the following rights regarding your personal data:

• Right of Access: You have the right to request a copy of the personal information we hold about you.
• Right to Rectification: You have the right to correct inaccurate, outdated, or incomplete personal data via the app profile settings or through support.
• Right to Erasure ("Right to be Forgotten"): You have the right to request the deletion of your personal data, subject to legal, statutory, and audit retention limits.
• Right to Restrict Processing: You have the right to request the restriction of data processing under certain contested circumstances.
• Right to Data Portability: You have the right to request an export of your personal data in a structured, commonly used, machine-readable format.
• Right to Object: You have the right to object at any time to the processing of your data for direct marketing purposes.
• Right to Lodge a Complaint: You have the right to submit a grievance to the Nigeria Data Protection Commission (NDPC) (accessible at ndpc.gov.ng) or your local statutory data protection supervisory authority.

13. Cross-Border Data Transfers

To ensure global scalability, zero-downtime reliability, and high-speed delivery, our cloud infrastructure (Google Cloud / Firebase) leverages secure data centers located internationally. Where personal data is transferred across international boundaries, Pentfield ensures compliance with Section 41-43 of the NDPA 2023, ensuring data is hosted in jurisdictions with adequate legal protections or protected under enforceable Standard Contractual Clauses (SCCs) and enterprise data processing addenda.

14. Policy Updates & Notifications

Pentfield Technologies reserves the right to modify or update this Privacy Policy at our sole discretion to reflect enhancements in our software, operational requirements, or changes in statutory data privacy regulations. When updates are published, we will revise the "Effective Date" at the top of this document.

In the event of material changes, we will notify users through prominent notice banners within the Hamlet Mobile App, via email to registered account holders, or via our web portal. Your continued use of the Pentfield Hamlet platform after any revisions signifies your acceptance of the updated Privacy Policy.

15. Contact & Grievance Redressal

If you have questions, inquiries, concerns, or requests regarding this Privacy Policy, our data protection practices, or wish to exercise any of your statutory data rights, please contact our designated Data Protection team:

By using Pentfield Hamlet, you affirm your commitment to maintaining estate safety, accuracy of provided information, and respect for community guidelines.