Acceptable Use Policy

Last updated: 13 October 2026

This policy applies to everyone who uses LangoHub: estate managers, guards, residents, staff and our own team. It forms part of our Terms of Service. Breaking it can lead to suspension of an account or an estate.

The core rule

Use LangoHub only to identify people entering your estate, to keep the estate secure, and for related estate administration.

Section 48(3) of the Private Security Regulation Act, 2016 says information recorded when a person is registered at an entrance "shall not be used for any other purposes save for identification". The Data Protection Act, 2019 also requires that data is used only for the purpose it was collected for.

At the gate (guards)

1. Hand every ID card straight back. Look at it, type or scan it, and return it. Never keep an ID card.
   • LangoHub records the details, so there is no need to keep the card.
   • The Private Security Regulation Act allows only temporary custody until exit. Keeping someone's ID for any other reason can be an offence under the Registration of Persons Act.
2. Tell visitors about the notice displayed at the gate before you take a photo or scan an ID.
3. Respect a visitor who declines a photo where your estate allows it. Identify them from their ID details instead.
4. Always ask before scanning an ID. If the visitor prefers, type the details instead.
5. Never photograph anyone or any document with your personal phone. Use only the LangoHub capture screens.
6. Children (under 18): record only their name, who they are visiting and the adult with them. No photo and no ID number. If the child is alone, record only their first name and the unit, and ask the resident to let the parent or guardian know.
7. A blacklist alert is not a decision. Check the person's ID and follow your estate's procedure. A "possible match" on a similar name alone must never be the only reason to refuse entry.
8. Keep your PIN secret. Sign out of shared devices. Report a lost gate phone to your manager immediately.

Everyone must NOT

• Share, forward, screenshot, photograph or post visitor information, photos or exports. This includes WhatsApp groups and social media. The Data Protection Commissioner has fined businesses for posting people's images without consent.
• Use visitor or resident data for any other purpose, such as marketing, debt collection, tenant screening, personal disputes or checking up on someone.
• Share an estate's blacklist with another estate or anyone outside the estate's management.
• Add someone to the blacklist:
  • without a specific, factual and lawful reason, such as an incident reference;
  • for discriminatory reasons, such as tribe, religion, race, gender, disability or health; or
  • without an expiry date. Entries expire after at most 12 months and must be reviewed before they are renewed.
• Record sensitive details in notes, such as health, religion, ethnicity, political views or sexual life, or make insulting or speculative comments about people.
• Use LangoHub for facial recognition or biometric matching, or copy photos into any other system.
• Look at records you do not need for your role, or try to access another estate's data.
• Share your account, password or PIN, or use someone else's.
• Try to break, bypass, overload, scrape or reverse-engineer LangoHub, or upload malicious code.
• Send marketing or unrelated messages through LangoHub's messaging features.
• Use LangoHub for anything unlawful, including harassment or unlawful surveillance.

Exports

Managers may export visit records (text only) for legitimate estate purposes. When you export:

• keep the file secure;
• share it only with people entitled to it; and
• delete it when you no longer need it.

Every export is logged.

Reporting misuse

Report suspected misuse or a lost device to your estate manager and to privacy@langohub.app. If personal data may have been exposed, report it immediately so the 48-hour and 72-hour notification deadlines can be met.