Privacy Policy
At MySocietyEntry, your privacy and data security are core to our platform design. This Privacy Policy details how we collect, process, and safeguard your personal, financial, operational, and visitor information across our web application and mobile platforms.
1. 1. Resident, Tenant, and Committee Profile Data Collection
• 1. We collect the full legal name of each registered resident to maintain the society directory. • 2. Flat owner status (owner vs. tenant) is stored to assign correct voting permissions on RWA polls. • 3. Email addresses are gathered to dispatch official maintenance invoices and notice summaries. • 4. Primary mobile numbers are collected for gate intercom routing and OTP security logs. • 5. Tower name, floor number, and flat ID are mapped to create a secure residency database. • 6. Alternate contact numbers are stored optionally for emergency communications and SOS alerts. • 7. Tenant lease start and end dates are recorded to automatically deactivate account access upon move-out. • 8. Secondary family member names are mapped to the primary unit to enable shared app controls. • 9. Co-owner profiles are linked to the flat ledger for clear financial responsibility mapping. • 10. Society committee admin roles and system permissions are tracked for security logging. • 11. Profile pictures uploaded by residents are stored to assist security guards with visual verification. • 12. Resident registry modifications are logged with admin IDs to maintain audit trails. • 13. Unit occupancy status (occupied, vacant, locked) is tracked for billing strategies. • 14. Communication preferences (SMS, WhatsApp, Email, Push) are saved in the database. • 15. Resident registration dates are stored to calculate initial prorated maintenance bills. • 16. Property documents uploaded for admin approval are stored temporarily and deleted post-verification. • 17. Vehicle parking slot assignment records are linked to the resident unit profile. • 18. Resident feedback and support tickets are logged to improve platform responsiveness. • 19. Sub-user invitations sent by primary residents are stored until accepted or expired. • 20. Resident login credentials are encrypted using bcrypt before database storage. • 21. User session duration and logout events are logged to prevent session hijacking. • 22. Flat configuration parameters (super built-up area, BHK configuration) are saved for billing. • 23. Notice board read receipts are tracked to confirm delivery of critical society updates. • 24. Community discussion forum posts are stored to maintain community guidelines compliance. • 25. Intercom call logs are stored for 30 days and contain no voice recordings. • 26. Resident vehicle numbers are stored to generate automatic gate access passes. • 27. Admin actions on flat profiles are logged to protect against unauthorized modifications. • 28. Authorized visitor pre-approval lists generated by residents are stored on secure servers. • 29. Tenant police verification status flag is stored for society security compliance. • 30. Alternate billing addresses for non-resident owners are saved for invoice mailing. • 31. Temporary guest parking slots assigned by the resident are saved for reservation logs.
2. 2. Visitor Gate Entry Logs, Photos, and Verification Capture
• 32. Visitor full names are recorded at the gate lanes using guard tablet input forms. • 33. Mobile numbers of visitors are verified via SMS OTP for high-security entries. • 34. Visitor photo profiles are captured by guard tablet cameras at the society entrance. • 35. Gate entry timestamps are logged to keep a live count of on-premises non-residents. • 36. Gate exit timestamps are recorded to verify visitor departure from the premises. • 37. The purpose of each visit (guest, delivery, service, repair) is cataloged for security records. • 38. Destination tower and flat ID are verified with residents before gate clearance is granted. • 39. Delivery agent company name (Amazon, Swiggy, Zomato, etc.) is recorded for verification. • 40. Cab license numbers and vehicle details are logged for transit tracking. • 41. Visitor entry passcodes generated by residents are matched against secure server records. • 42. Guard comments regarding delivery vehicle condition or security checks are logged. • 43. Visitor blacklist status is checked in real-time against society-configured safety lists. • 44. Overnight visitor stay flags are logged for security committee notification protocols. • 45. Visitor ID proofs, when mandated by society by-laws, are scanned and encrypted. • 46. Unannounced visitor entry requests trigger live mobile app push notification alerts. • 47. Visitor entry denials by residents are logged with rejection reason tags. • 48. Historical visitor logs are stored securely for 180 days before automated deletion. • 49. Visitor check-in queues and guard processing times are tracked for platform optimization. • 50. Courier package deliveries received at the gate are logged with photo and bin location details. • 51. Delivery package pickup events by residents are logged with electronic signature stamps. • 52. Cab transit limits (maximum allowed time on-premises) are tracked using automatic countdowns. • 53. Visitor count per flat is tracked to detect potential unauthorized commercial activity. • 54. Frequent visitor pass holders are linked to specific verification schedules. • 55. Gate intercom call attempts by guards to offline residents are logged. • 56. Visitor check-in barcodes generated by external RWA partner websites are verified. • 57. Group entry visitor counts (e.g., event guests) are logged under a single group pass ID. • 58. Visitor vehicle license plate captures are matched with digital gate entries. • 59. Service technician company IDs are scanned and matched against verified vendor files. • 60. Visitor exit check-out events are cross-referenced with entry timestamps to detect overstays. • 61. Gate security shift handovers log the active visitor count on-site. • 62. Visitor data access by society administrators triggers instant security alerts to affected residents.
3. 3. Billing, Invoices, Ledgers, and UPI Transaction Data
• 63. Maintenance bill amounts, payment schedules, and past due balances are tracked in flat ledgers. • 64. UPI transaction reference numbers are recorded to verify maintenance bill payments. • 65. Invoice details including billing dates, GST breakdown, and utility slabs are stored. • 66. Credit card and debit card transaction IDs are stored for billing reconciliation. • 67. NetBanking transaction references are logged to verify manual bank payouts. • 68. Double-entry accounting transaction details are saved in the society ledger. • 69. Payment gateway transaction status (pending, completed, failed) is tracked in real-time. • 70. Discount and late fee calculations applied to resident invoices are saved. • 71. Society expense vouchers, vendor bills, and receipt scans are uploaded to secure storage. • 72. Sinking fund allocations and fixed deposit ledger logs are managed by society treasurers. • 73. Bank account details (account number, IFSC code) of the RWA are stored for collections. • 74. Vendor bank details are stored for processing automated vendor payout distributions. • 75. UPI QR code mapping keys are linked to the society bank account for resident routing. • 76. Resident payment history lists are generated and stored for the annual financial audit. • 77. Ledger adjustments made by society accountants are logged with change timestamps. • 78. Transaction commission charges and GST fractions are tracked for RWA cost checks. • 79. Pre-payment credit balances for flats are tracked to offset future bills. • 80. Defaulter lists containing outstanding balances are generated dynamically. • 81. Automated payment reminders sent to residents are logged with timestamp details. • 82. Failed transaction logs are maintained for 90 days to assist support with troubleshooting. • 83. Refund requests, approvals, and payout transaction IDs are stored. • 84. Cash collection ledger sheets uploaded by accountants are stored in RWA files. • 85. Society assets depreciation schedules are calculated and stored in accounting ledgers. • 86. Expense categories, ledger groups, and tax slab maps are saved. • 87. Resident utility meter readings (water, electricity, gas) are stored to calculate bills. • 88. Facility booking reservation payments and security deposit refunds are logged. • 89. Admin approval logs for large expense claims are saved with committee signatures. • 90. Bank statement PDFs uploaded for auto-reconciliation are processed and stored. • 91. Recurring billing strategies (square foot billing vs. flat rate) are saved. • 92. GST invoice export requests and PDF downloads are logged for security. • 93. Annual income and expenditure balance sheets are compiled and stored.
4. 4. GST Registers, Tax Compliance, and TDS Sec 194C/194J Records
• 94. GSTIN (Goods and Services Tax Identification Number) of the society is stored for tax compliance. • 95. GSTR-1 and GSTR-3B tax return reports are generated and archived under society documents. • 96. GST rate mappings (e.g., 18% on maintenance over ₹7,500) are saved. • 97. TDS (Tax Deducted at Source) register entries are calculated for vendor payouts. • 98. Vendor PAN numbers are collected and stored for Form 16A TDS certificate issuance. • 99. Section 194C contract payments and TDS deduction rates (1% or 2%) are tracked. • 100. Section 194J professional fee payouts and TDS deduction logs are saved. • 101. Quarterly TDS return reports (Form 26Q) are compiled and stored. • 102. GST exemption certificates uploaded by non-profit societies are stored for validation. • 103. Tax audit reports compiled by chartered accountants are archived in RWA folders. • 104. Vendor GST compliance status is checked and logged during payouts. • 105. TDS payment challan numbers and dates are recorded in the tax ledger. • 106. Input Tax Credit (ITC) ledger records are tracked for RWA purchases. • 107. Tax invoices generated for commercial shop rentals inside the society are saved. • 108. TDS certificate downloads and email logs are stored for compliance tracking. • 109. GST ledger balance checks are performed and saved during accounting close. • 110. TDS penalty calculations and interest logs for late payments are recorded. • 111. Corporate tax identification details (TAN) of the RWA are stored. • 112. GST tax slabs for different society utilities (amenities, security, housekeeping) are mapped. • 113. Vendor TDS exclusions or lower deduction certificates are scanned and archived. • 114. Society audit trails for tax ledger corrections are saved permanently. • 115. Tax filing completion dates and confirmation receipts are uploaded by admins. • 116. General ledger tax groupings are configured and stored in accounting files. • 117. Commercial GST invoices are generated and logged for third-party billboard ads. • 118. TDS ledger adjustments made during CA reconciliation are logged. • 119. GST portal API sync logs are maintained to track compliance errors. • 120. RWA tax registration certificates (Form REG-06) are archived in files. • 121. Reverse Charge Mechanism (RCM) tax transactions are logged for security guards. • 122. Tax ledger export requests are tracked with IP addresses for audit security. • 123. Form 15G/15H logs for interest payment exemptions on society deposits are stored. • 124. Detailed GST transaction details are compiled for RWA annual tax audits.
5. 5. Domestic Helper KYC, Attendance, and Salary Advance Payouts
• 125. Domestic helper full name, contact number, and profile photo are collected. • 126. Helper KYC documents (Aadhaar, Voter ID, Driver License) are scanned and encrypted. • 127. Unique helper PIN codes are generated and stored for gate terminal check-in. • 128. Helper tower/flat roster mappings are saved to restrict entry to designated units. • 129. Daily entry timestamps are logged when the helper enters the society gates. • 130. Daily exit timestamps are logged when the helper checks out at gate terminals. • 131. Maid, cook, driver, and nanny role classifications are stored. • 132. Helper attendance sheets are compiled and shared with mapping flat residents. • 133. Helper salary advance request logs and approval flags are stored. • 134. Loan advance EMI deduction schedules are calculated and tracked. • 135. Resident reviews, ratings, and feedback regarding helper services are logged. • 136. Helper blacklist flags set by individual residents or the RWA are stored. • 137. Emergency contacts of helpers are saved to assist in on-premises incidents. • 138. Helper health card or vaccine clearance checks are archived. • 139. Resident ratings of helpers are compiled to generate community trust stats. • 140. Helper work duration logs are calculated for overtime salary estimation. • 141. Helper registration dates and activation status tags are stored. • 142. Helper profile modifications by residents are logged with timestamps. • 143. Staff badge barcodes are mapped to helper profiles for scanner compatibility. • 144. Temporary worker permits and police verification status are tracked. • 145. Bulk helper attendance reports are compiled for society administration checks. • 146. Salary payout transaction records made through resident apps are logged. • 147. Helper advance payout requests are matched with RWA accounting checks. • 148. Domestic helper flat assignment additions and removals are saved. • 149. Shift logs detailing check-in gates and checkout gates are recorded. • 150. Helper passport scans, when required for high-security areas, are encrypted. • 151. Daily helper on-premises status (present vs. absent) is tracked in real-time. • 152. Helper mobile numbers are kept hidden from other residents in the app. • 153. RWA approval logs for daily helper entries are saved with admin signatures. • 154. Helper badge replacement logs and barcode modifications are tracked. • 155. Helper shift calculation configurations (e.g. half-day calculations) are saved.
6. 6. Vehicle Plate OCR, RFID Tag Signatures, and Guard Patrol Scans
• 156. Resident vehicle registration numbers (license plates) are collected. • 157. Vehicle make, model, and color details are saved for visual verification. • 158. RFID tag IDs issued to resident vehicles are mapped to the flat profile. • 159. Vehicle entry timestamps are logged via RFID scans at the boom barrier lanes. • 160. Vehicle exit timestamps are recorded when crossing the checkout RFID loop. • 161. Registered vehicle parking slot numbers are stored in the database. • 162. License Plate Recognition (LPR) OCR camera text outputs are matched with vehicle logs. • 163. Visitor vehicle temporary slot reservations are logged with slot IDs. • 164. FASTag barcode scan details are checked for billing integration verification. • 165. Guard patrol check-in scans are logged via QR codes at checkpoint nodes. • 166. Guard patrol route GPS coordinates and timestamps are recorded. • 167. Patrol completion rates and route duration metrics are calculated. • 168. Unregistered vehicle parking violation flags are logged by security guards. • 169. Towing actions, fine invoices, and dispute resolution comments are stored. • 170. Boom barrier manual override events by guards are logged with reason tags. • 171. Guard patrol checkpoint photos captured during night rounds are archived. • 172. RFID barrier check-in logs are cross-referenced with resident flat lists. • 173. Visitor vehicle entry passcodes are matched with gate camera snapshots. • 174. Parking slot occupancy status maps (occupied vs. empty slots) are updated. • 175. Multi-level basement parking zone maps are stored in the database. • 176. Resident parking permit stickers are linked to registered vehicle records. • 177. Security patrol route templates and scheduled shift times are saved. • 178. Guard check-in barcode logs are stored for night shifts verification. • 179. Vehicle speed limit violations captured by gate sensors are logged. • 180. FASTag billing reconciliation logs are archived in accounting sheets. • 181. RFID card reissue logs and old tag deletion stamps are recorded. • 182. Guard terminal RFID connection status warnings are logged for IT teams. • 183. Resident vehicle addition requests are logged with owner signatures. • 184. Visitor parking overtime alert flags are sent to the guard console. • 185. Security supervisor shift handover notes log physical barrier status. • 186. RWA vehicle logs are exported monthly for society council reviews.
7. 7. Mobile App Permissions (Camera, Location, Notification Tokens)
• 187. Camera access permission is requested on mobile apps to scan guest QR passes. • 188. Gallery access permission is requested to upload resident profile photos. • 189. Device location coordinates (GPS) are requested to verify guard patrol locations. • 190. Firebase Cloud Messaging (FCM) push tokens are collected to deliver visitor alerts. • 191. Device operating system type (Android vs. iOS) and version are saved. • 192. Resident app login IP addresses are logged to detect unauthorized accesses. • 193. Device hardware IDs (UUID) are stored to link security guard accounts to tablets. • 194. App crash reports, trace logs, and telemetry are gathered for bug fixes. • 195. Camera permission state is saved in the app preferences database. • 196. Push notification settings (sound, vibration, banner) are stored locally. • 197. Storage permission is requested to download maintenance bills as PDF files. • 198. Voice microphone permission status is stored for in-app intercom calls. • 199. Bluetooth permission status is tracked for vehicle tag verification. • 200. Device network type (WiFi vs. Cellular) is logged to optimize photo uploads. • 201. App update version flags are tracked to enforce security patches. • 202. Screen resolution and device layout models are saved for responsive styling. • 203. App login authentication tokens (JWT) are stored securely in keychain vaults. • 204. Biometric login status (FaceID/TouchID enabled flag) is saved in settings. • 205. Network request latency metrics are tracked to verify API response speed. • 206. App notifications read status is tracked to update badge counts. • 207. Contacts import logs, when allowed optionally by users, are processed locally. • 208. Device battery level status logs are sent by guard tablets for power monitoring. • 209. In-app support chat history logs are archived on helpdesk databases. • 210. Offline local SQLite database synchronization files are verified. • 211. Mobile app session termination signals are logged upon user logout. • 212. App permissions status dashboards show active resident security settings. • 213. Firebase analytics logs track screen view durations across RWA tools. • 214. Resident app network diagnostic checks are logged for support review. • 215. Tablet hardware model IDs are checked to verify gate tablet authorizations. • 216. Guard app night mode settings are saved in device profile configuration. • 217. Push notification dispatch failures are logged for network routing analysis.
8. 8. Data Storage Security, VPC Networks, and AWS Cloud Hosting
• 218. All resident and visitor data is hosted inside regional cloud datacenters. • 219. Databases operate within secure Virtual Private Clouds (VPC) isolated from the public web. • 220. Personal Identifiable Information (PII) is encrypted at rest using AES-256 protocols. • 221. API integrations use TLS 1.3 encryption protocols for data in transit security. • 222. Database backups are generated daily and stored in secure offline cloud vault vaults. • 223. Access to production databases is restricted to authorized security engineers. • 224. Multi-region database replication is configured to prevent data loss in disasters. • 225. Vulnerability scan logs and penetration test reports are reviewed quarterly. • 226. Security audit logs track every database read and write operation. • 227. AWS IAM (Identity & Access Management) roles govern system permissions. • 228. Database shard configurations isolate resident data society-wise. • 229. Encrypted backup files are verified weekly through restoration test drills. • 230. Firewall routing rules block all unauthorized gate tablet database queries. • 231. Database query latency and connection pools are monitored 24/7. • 232. Static asset uploads (images, PDFs) are stored in secure S3 buckets. • 233. Asset download URLs are tokenized and expire after 15 minutes. • 234. Security group configurations restrict server communication to approved ports. • 235. DDOS protection services filter incoming traffic at the DNS level. • 236. Database encryption key management (KMS) rules enforce automatic rotation. • 237. Archived visitor logs are stored on cold storage servers before permanent purge. • 238. Server OS patches and database updates are deployed weekly in test environments. • 239. Access tokens for API routes are rotated automatically every 24 hours. • 240. Failed authentication attempts trigger automated firewall IP block list rules. • 241. Application logging systems strip out raw passwords and credit card details. • 242. Database size growth and storage utilization limits are tracked. • 243. Intrusion detection alert logs are sent to the cybersecurity response team. • 244. DevOps server configuration scripts are stored in encrypted version control. • 245. Production environment credential variables are hidden inside hardware modules. • 246. Server memory swap utilization and CPU limits are audited for stability. • 247. Database isolation keys ensure RWA treasurers only access local ledgers. • 248. Data storage security policies are aligned with international ISO 27001 guidelines.
9. 9. Third-Party API Processors (Razorpay, Paytm, Twilio, WhatsApp)
• 249. Razorpay APIs process credit card and UPI maintenance payments securely. • 250. Paytm payment gateway handles NetBanking and wallet collections. • 251. Twilio SMS gateway routes urgent visitor OTPs and billing reminders. • 252. WhatsApp Business APIs deliver gate notification alerts to residents. • 253. Firebase Cloud Messaging dispatch servers route push messages to app screens. • 254. Google Maps API maps guard patrol routes and gate GPS coordinates. • 255. Twilio VoIP API handles in-app intercom phone number masking calls. • 256. Sentry tracking captures mobile app runtime JavaScript crashes. • 257. Mailgun SMTP servers dispatch maintenance invoice PDF copies to emails. • 258. AWS cloud hosting supplies virtual server computation and isolated VPC loops. • 259. Third-party APIs operate under strictly bound Data Processing Agreements. • 260. External payment gateway processing fees and tax calculations are logged. • 261. Twilio SMS delivery success reports are saved to verify dispatch failures. • 262. WhatsApp notifications consent flags are stored on the resident profile. • 263. Razorpay transaction webhook updates update flat ledger statuses automatically. • 264. Google Analytics gathers anonymized visitor traffic stats on landing pages. • 265. No resident, visitor, helper, or vehicle data is shared with data brokers. • 266. We enforce a strict zero advertisement monetization policy across all modules. • 267. Resident contact lists are never shared with property listing platforms. • 268. Twilio VoIP call connection durations are logged for API billing verification. • 269. Razorpay refund settlement logs are processed through banking API hooks. • 270. Third-party software libraries are scanned daily for security vulnerabilities. • 271. Paytm bank reconciliation files are synced with society ledger balances. • 272. Twilio SMS template approvals are registered with telecom authorities. • 273. Third-party API route rate limits are enforced to protect server load. • 274. Sentry telemetry files strip out resident names before error analysis. • 275. Twilio voice routing logs are archived for telecom security audit checks. • 276. Twilio SMS transaction logs are kept for billing audit verification. • 277. Payment gateway security certificates (PCI-DSS) are verified annually. • 278. Third-party developer access to sandbox environments requires hardware MFA. • 279. Data privacy NDA agreements bind all external support and DevOps teams.
10. 10. DPDP Act 2023 Compliance, GDPR Rights, and DPO Contact Info
• 280. MySocietyEntry is fully compliant with India's Digital Personal Data Protection (DPDP) Act 2023. • 281. Platform data processing rules are aligned with GDPR privacy protection principles. • 282. Residents have the Right to Access and download a summary of their profile data. • 283. Residents have the Right to Rectification to correct flat directory errors. • 284. Residents have the Right to Erasure to delete all records upon moving out. • 285. Explicit consent checkmarks are requested before activating helper tracking tools. • 286. Consent history logs containing resident agreement timestamps are stored. • 287. DPO (Data Protection Officer) coordinates all privacy disputes and audits. • 288. DPDP compliance reviews are performed annually by legal counsels. • 289. GDPR processing log records detail the legal basis for data operations. • 290. Residents can retract consent for optional mobile app permissions at any time. • 291. Right to be Forgotten requests are completed on databases within 30 days. • 292. Privacy policy modification updates trigger mandatory read and accept displays. • 293. A designated legal security desk monitors compliance with regional laws. • 294. DPDP consent managers allow residents to delegate data controls. • 295. GDPR data portability requests export resident profiles in JSON format. • 296. Right to restrict processing toggles disable administrative audit log queries. • 297. Child safety feature consent is validated by primary resident parent profiles. • 298. Privacy incident notification rules enforce user alerts within 72 hours. • 299. Our Data Protection Officer contact email is privacy@mysocietyentry.com. • 300. DPDP data fiduciary logs define the society RWA as the primary data controller. • 301. MySocietyEntry processes data strictly as a data processor on behalf of the RWA. • 302. Legal compliance certificates are displayed on the public admin trust desk. • 303. DPDP compliance guidelines mandate secure storage boundaries in local datacenters. • 304. Residents can submit privacy complaints directly to our legal DPO inbox. • 305. GDPR compliance audit files are reviewed by external data protection counsels. • 306. Right to object flags temporarily freeze ledger access during RWA disputes. • 307. Automated decision making is not used to determine resident penalty fines. • 308. Privacy policy archives containing historic revisions are open to RWA councils. • 309. DPDP regulatory filings are submitted in compliance with legal authorities. • 310. Annual privacy audit certificates confirm our clean security stance.
Questions about our Privacy Policy?
If you have any questions or concerns regarding our privacy practices, please reach out to our legal and security team.
Email Legal Team