Gate passes for subdivisions

No IDs left at the guardhouse.

Residents, helpers and visitors carry a pass instead. The guard scans it, sees who it is, and nothing is kept at the gate.

Book a demo How it works
  • NPC Circular No. 2022-03
  • Data Privacy Act
  • No app for visitors
The gate’s screen after a scan: VISITOR, Paolo Garcia, visiting Santos Residence, invited by Ana Santos. One entry only: the pass is now used.
The visitor’s phone showing the violet visitor pass: the village, the visitor’s name, the day and a QR code.
No ID handed over

Today at most village gates

The ID at the guardhouse

Leaving an ID at the gate feels like security. Under the Data Privacy Act it is a risk the association carries.

  • IDs in a drawer

    A license or company ID stays with the guard until the visitor leaves.

  • An open logbook

    Names, plates and house numbers on a page every visitor can read.

  • No real record

    Paper the board cannot search when something goes wrong.

National Privacy Commission · Circular No. 2022-03

Guards may look at an ID. They may not keep it.

“…the government-issued ID shall not be kept by the PSA or authorized Security Guards.”

§3(B) and §5(B), 5 December 2022
Read the circular (PDF, privacy.gov.ph)

  • NPC Circular 2022-03 §3(B), §5(B)

    No keeping IDs. No copying ID numbers, ID photos or birthdays.

  • PNP-SOSIA memorandum, 15 June 2020

    No taking a driver’s license, not even until the visitor leaves.

  • NPC Circular 2022-03 §5(C)

    Logbook entries must not be visible to other visitors.

  • RA 10173 §21 · Circular §6

    The HOA is accountable, not only the guard agency.

  • RA 9904 §10(d)

    The HOA may still control the gate for security, within these rules.

Sources: NPC Circular No. 2022-03; RA 10173 (Data Privacy Act); RA 9904 (Magna Carta for Homeowners and Homeowners’ Associations); RA 4136 §29. Not legal advice.

How it works

A pass instead of an ID

Everyone who comes in carries a TuloyPass pass. The guard scans it and the gate screen says who it is.

  • Residents

    Navy-and-gold card for household members.

  • Helpers

    White card, added by the household they work for.

  • Visitors

    A one-day pass on their own phone.

Printed cards carry the village name and a random code. No name, no photo. A lost card is reissued and the old one stops working at once.

Printed passes in bank-card size: a white Helper pass and a navy-and-gold Resident pass, each with the village name and a QR code, no name and no photo. A visitor pass as it shows on the visitor’s phone.

Visitors

Invited by the household

No guest list at the guardhouse and no ID in a drawer. The household invites, the visitor brings the pass.

  1. The homeowner’s invitation for Carla Mendoza: a QR code to scan, the link, Copy link and Share.

    01

    Homeowner invites

    A name and a day, up to 90 days ahead. Shared as a link or a QR code.

  2. The visitor’s invitation page: the day, the household and the host, and a Take a selfie button.

    02

    Visitor takes a selfie

    In the phone’s browser. No app, no account, no ID.

  3. The finished visitor pass on the visitor’s phone.

    03

    One day, one entry

    The first scan at the gate uses the pass up.

  • The household sees the selfie and the arrival as they happen.
  • Cancel a visit or send a new link at any time.
  • Visits and selfies are deleted 30 days after the visit.

At the gate

One scan, one answer

The guard sees a photo, a name and a clear result. Nothing to write down, nothing to keep.

  • VISITOR: Paolo Garcia, visiting Santos Residence at Blk 4 Lot 12, Narra St., invited by Ana Santos.

    Visitor

  • RESIDENT: Ana Santos of Santos Residence, on a navy card with a gold edge.

    Resident

  • ALLOWED: helper Maria Dela Cruz, for Santos Residence.

    Helper

  • DENIED: Miguel Torres’s visitor pass was already used the day before, at Main Gate.

    Already used

  • Photo, name, household on one card.
  • Visitors: where they’re going and who invited them.
  • No answer from the server? The gate shows NOT VERIFIED. It never fails open.

For households

Helpers on record

  • Added by the household: a photo and a pass for each helper.
  • Pass off: the gate refuses the card at once.
  • When each helper was last at the gate.
The homeowner’s Helpers page: Jun Bautista, Liza Mendoza and Maria Dela Cruz with photos, Pass on switches and when each was last at the gate.

For the board

A private logbook

  • Every scan: who, when, which gate, the result.
  • Homeowners see only their own household.
  • Deleted automatically after 90 days.
Property management’s Gate activity page: today’s scans with time, person, household, gate and result, including one entry denied because the helper is blocked.

Gate devices

Gates that guard themselves

  • Runs on mobile data: no Wi-Fi needed at the gate.
  • Locked in kiosk mode, day and night.
  • A siren if it leaves its post, loses its SIM or stays offline.
  • Live map, alarms, battery and health for the admin.
  • Or use any tablet’s browser as a scanner.
The admin’s page of the Main Gate: online via mobile data, battery, storage, memory, the safe zone at its post, and a map with the post and the outline of the village.

Privacy by design

Built for the Data Privacy Act

What the National Privacy Commission asks of the association, and how TuloyPass answers it.

The rule asks TuloyPass does
Don’t keep IDs Nothing is handed over. The pass is a QR code on a card or a phone.
Don’t copy ID numbers or ID photos We keep a name and a photo. Nothing from any ID.
Keep the logbook out of sight The gate log needs a sign-in. A household sees only its own.
Keep data only as long as needed Visits and selfies go after 30 days, the gate log after 90.
Only necessary data on ID cards Printed passes carry no name and no photo, just a random code.
Protect what you keep Photos lose their location data. Only signed-in accounts and paired gates see them.

NPC Circular No. 2022-03 §3 and §5 · NPC Circular No. 2023-03 §3 (contents of ID cards)

Rollout

Getting started

  1. 01

    Load the village

    Households, addresses and residents.

  2. 02

    Pair the gates

    A one-time setup code turns a phone or tablet into a scanner.

  3. 03

    Hand out passes

    Print resident and helper cards in bank-card size.

  4. 04

    Invite visitors

    Homeowners send a link. Guards scan the pass.

FAQ

Questions boards ask

Do guards still need to look at IDs?

No. Residents, helpers and visitors show a pass, and the gate screen shows the photo and name to compare. If your policy still asks for an ID, the circular lets a guard look at it after explaining why, but never keep it.

What does a visitor need?

A phone with a camera and a browser. No app and no account: the household sends a link, the visitor takes a selfie and the pass appears.

What if the gate loses its connection?

Nobody gets in on a guess. Without an answer from the server the gate shows an amber NOT VERIFIED card. The Android gate runs on mobile data and raises an alarm when its connection stays down.

Who can see the gate log?

Property management sees every scan. Homeowners see only their own household’s helpers and visitors. Nothing is left on paper at the gate.

How long do you keep the data?

Visits and their selfies are deleted 30 days after the visit day. The gate log is kept for 90 days, then deleted automatically.

Which devices do we need at the gate?

An Android 11 or newer phone or LTE tablet with GPS, a rear camera and 3 GB of RAM for the gate app, or any tablet’s browser as a scanner. Each one is paired with a one-time setup code.

A helper stopped working for us. Now what?

Switch the pass off or remove the helper. The gate refuses the card from the next scan.

No IDs at the gate. Every entry on record.

See TuloyPass working at your own gate. We’ll walk your board through it.

Book a demo Read the rules