Privacy Policy

Effective date: 18 Jan 2026

This Privacy Policy explains how SocietyHub ("we", "us", "our") collects, uses, shares, and protects personal data when societies, residents, staff, and visitors use our platform. We act as a data processor/service provider for societies that control the data, and as a data fiduciary/controller for our own business data. This policy is intended to align with applicable Indian laws, including the Information Technology Act, 2000, the Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011, and the Digital Personal Data Protection Act, 2023, as applicable.

1. Data we collect

We collect data necessary to operate society management features, including:

• Identity data: name, email, phone, user role, society association.
• Residence data: flat/unit number, block, occupancy details.
• Financial data: invoices, payments, dues, ledger records (where applicable).
• Operational data: tickets, complaints, maintenance logs, service requests.
• Security data: visitor logs, access records, gate entries (where enabled).
• Device and usage data: IP address, browser details, and activity logs.

2. Sensitive personal data

We do not intentionally collect sensitive personal data such as financial account credentials, biometric identifiers, or government IDs unless required by a society and permitted by law. If such data is collected, we apply enhanced security and access controls.

3. Purpose and legal basis

We process personal data to provide the platform, fulfill contractual obligations to societies, maintain security, comply with legal requirements, and improve services. Where required, we rely on consent or legitimate uses under applicable law. Societies are responsible for collecting resident consent where required.

4. Data sharing

We do not sell personal data. We may share data with:

• Societies and authorized staff for management purposes.
• Service providers (hosting, communications, analytics) under confidentiality.
• Law enforcement or regulators where required by law.

5. Data retention

We retain data for as long as required to provide services, comply with legal obligations, resolve disputes, and enforce agreements. Societies may request export or deletion of data subject to legal and contractual requirements.

6. Security measures

We implement reasonable security practices including access controls, encryption in transit, audit logs, and role-based permissions. Despite safeguards, no system is completely secure.

7. Data subject rights

Subject to applicable law, individuals may request access, correction, deletion, portability, or restriction of their data. Requests can be routed through the society (as data controller) or directly to us for platform-level data.

8. Cross-border data transfers

If data is stored or processed outside India, we implement appropriate safeguards and ensure compliance with applicable Indian data protection requirements.

9. Grievance and contact

For privacy queries, contact our Grievance Officer:

Grievance Officer: privacy@societyhub.com
Address: SocietyHub, [Insert registered address], India

This policy is a general template and should be reviewed by legal counsel to ensure compliance with current laws and your organization’s practices.