Privacy Policy - HostelDesk

1 Introduction

Welcome to HostelDesk. Your privacy is our priority. This Privacy Policy outlines how HostelDesk ("we," "our," or "us") collects, uses, and protects your information when you use our application. We are committed to transparency and the highest standards of data security.

By using HostelDesk, you agree to the collection and use of information in accordance with this policy. Our platform is designed to simplify hostel management while keeping user data safe and private.

Children & Minors' Data: Our services are primarily intended for users who are 18 years of age or older. In compliance with Section 9 of the Indian Digital Personal Data Protection (DPDP) Act, if a resident is a minor (under 18 years of age):

Verifiable parental or lawful guardian consent must be provided through the administrative enrollment channel prior to account activation.
We strictly limit the processing of minors' personal data to essential hostel administration operations (such as room allotment, official attendance logs, and emergency safety tracking).
We explicitly guarantee that we do not engage in behavioral tracking, targeted monitoring, or targeted advertising directed at minor residents, nor do we process data in any manner likely to cause significant harm to a child.

2 Data Collection

To provide a functional and secure hostel management experience, we collect specific information necessary for administrative and operational purposes:

Personal Identification Full name, email address, and phone number for authentication and communication.
Hostel Records Room numbers, bed allocation, and attendance records for administrative management.
Payment Information Fee payment status and digital receipts (we do not store credit card numbers).
Required Verification Explicit consent is obtained at the point of collection for uploading mandatory identification documents, which are strictly used for verified residential authentication by hostel administrators.
Device Identifiers & Push Tokens Temporary device tokens generated by Firebase Cloud Messaging (FCM) are stored to route transaction notifications to your device.
Hardware & Media Access Disclosures We request access to your device's Camera to scan hostel QR codes, and your Gallery to upload profile avatars, digital receipts, and mandatory verification documents. We do not access, store, or transmit any other media files.

3 How We Use Data

HostelDesk uses the collected data purely for hostel management purposes. We do not use your data for advertising or profiling. Key uses include:

Securing your account via Supabase authentication.

Managing resident directories for authorized wardens.

Processing maintenance requests and meal attendance.

Real-time System Notifications: We use device tokens to deliver push alerts regarding leave approvals, payment verifications, and room complaints.

Data Retention: We retain your personal data and hostel records only for as long as your hostel account is active, or as necessary to provide you with the Service. If you request account deletion, we will delete or anonymize your data within 30 days.

Third-Party Services & Non-Sale

Your data is handled with the utmost care and respect for your privacy.

We Do Not Sell Data

HostelDesk explicitly states that we do not sell, rent, or trade student data to third parties for marketing or any other purposes.

Supabase Infrastructure

We use Supabase for secure backend storage. Your data is handled according to their enterprise-grade security protocols.

4 Data Security & Encryption

We implement industry-standard encryption and security practices to protect your hostel records. In accordance with regional regulations (including IT Acts and DPDP guidance), sensitive records and verification assets are secured inside authorized storage buckets rather than insecure client-side string transformations:

SSL/TLS Transit Encryption for all data in motion.

AES-256 At Rest Database encryption via Supabase.

5 User Rights & Deletion

You have the right to access, update, or delete your personal information. We believe in "The Right to be Forgotten."

Account Deletion To delete your account, please log in to the app and visit your profile page. Alternatively, you can request account deletion online through our web portal: Request Account Deletion Portal All data deletion requests are permanently fulfilled within 30 days.

You can also manage your data within the app settings or email us at hosteldesk247@gmail.com.

Right to Withdraw Consent: You have the right to withdraw your consent to data processing at any time. Please note that withdrawing consent will result in the immediate suspension of your account, as we will no longer be authorized to store your login credentials.

Contact Our Privacy Team

For any questions regarding this Privacy Policy or your personal data, reach out to our compliance officers:

Designated Grievance Officer Data Protection Officer, DBRP Grow hosteldesk247@gmail.com

Headquarters Pune, India