Website Privacy Policy

Last updated: January 15, 2025

This Privacy Policy describes Our policies and procedures on the collection, use and disclosure of Your information when You use the Service and tells You about Your privacy rights and how the law protects You.

We use Your Personal data to provide and improve the Service. By using the Service, You agree to the collection and use of information in accordance with this Privacy Policy.

Interpretation and Definitions

Interpretation

The words of which the initial letter is capitalized have meanings defined under the following conditions. The following definitions shall have the same meaning regardless of whether they appear in singular or in plural.

Definitions

For the purposes of this Privacy Policy:

  • Account means a unique account created for You to access our Service or parts of our Service.

  • Company (referred to as either "the Company", "We", "Us" or "Our" in this Agreement) refers to Skubotics, 2F, Lotus-6, Magnolia City, Barasat.

  • Cookies are small files that are placed on Your computer, mobile device or any other device by a website, containing the details of Your browsing history on that website among its many uses.

  • Country refers to: India

  • Device means any device that can access the Service such as a computer, a cellphone or a digital tablet.

  • Personal Data is any information that relates to an identified or identifiable individual.

  • Service refers to the Website.

  • Service Provider means any natural or legal person who processes the data on behalf of the Company. It refers to third-party companies or individuals employed by the Company to facilitate the Service, to provide the Service on behalf of the Company, to perform services related to the Service or to assist the Company in analyzing how the Service is used.

  • Usage Data refers to data collected automatically, either generated by the use of the Service or from the Service infrastructure itself (for example, the duration of a page visit).

  • Website refers to Societykit, accessible from https://societykit.in

  • You means the individual accessing or using the Service, or the company, or other legal entity on behalf of which such individual is accessing or using the Service, as applicable.

Collecting and Using Your Personal Data

Types of Data Collected

Personal Information

While using Our Website (web portal), We collect the following personally identifiable information:

  • Name: First name and last name
  • Email address: Used for account creation, communication, and authentication
  • Phone number: Used for account verification, SMS notifications, and communication
  • Address: Physical address including State, Province, ZIP/Postal code, City for society management
  • User IDs: Unique identifiers associated with your account
  • Other Personal Information: Additional information you provide during account setup or profile completion

Location Data

We may collect location information when you use location-based features:

  • Approximate Location: General geographic area (city/region level) derived from IP address
  • Precise Location: Exact GPS coordinates if you grant permission for location-based features

Location data is used for app functionality, analytics, fraud prevention, and account management.

Messages and Communications

We collect and process:

  • Emails: Email communications sent through the web portal
  • SMS/MMS: Text messages sent for notifications and OTP verification
  • In-App Messages: Messages, complaints, announcements, and other communications within the system

Photos and Videos

We collect photos and videos you upload for:

  • Profile pictures
  • Complaint documentation
  • Visitor identification
  • Marketplace listings
  • Community posts and announcements

Contacts

With your permission, we may access contact information to facilitate features like managing resident contacts or emergency contacts.

Financial Information

We collect payment-related information for subscription and transaction purposes:

  • Payment method details (processed securely through payment gateways)
  • Purchase history
  • Transaction records

Website Activity and Usage Data

We automatically collect information about your website usage:

  • Website Interactions: Features you use, buttons clicked, pages visited
  • In-Site Search History: Search queries within the web portal
  • User-Generated Content: Posts, comments, reviews, and other content you create
  • Other Actions: General website activity and usage patterns

Device and Browser Information

We collect technical information including:

  • Device IDs: Unique device identifiers
  • Browser Information: Browser type, version, and settings
  • IP Address: Internet Protocol address
  • Diagnostics: Performance metrics, error reports, and technical diagnostics

Files and Documents

We collect files and documents you upload, such as:

  • Identity documents for verification
  • Society-related documents
  • Complaint attachments
  • Other files uploaded through the web portal

Usage Data

Usage Data is collected automatically when using the Service, including:

  • Device's Internet Protocol address (IP address)
  • Browser type and version
  • Pages visited, time spent on pages
  • Date and time of access
  • Unique device identifiers
  • Other diagnostic data

Tracking Technologies and Cookies

We use Cookies and similar tracking technologies to track the activity on Our Service and store certain information. Tracking technologies used are beacons, tags, and scripts to collect and track information and to improve and analyze Our Service. The technologies We use may include:

  • Cookies or Browser Cookies. A cookie is a small file placed on Your Device. You can instruct Your browser to refuse all Cookies or to indicate when a Cookie is being sent. However, if You do not accept Cookies, You may not be able to use some parts of our Service. Unless you have adjusted Your browser setting so that it will refuse Cookies, our Service may use Cookies.
  • Web Beacons. Certain sections of our Service and our emails may contain small electronic files known as web beacons (also referred to as clear gifs, pixel tags, and single-pixel gifs) that permit the Company, for example, to count users who have visited those pages or opened an email and for other related website statistics (for example, recording the popularity of a certain section and verifying system and server integrity).

Cookies can be "Persistent" or "Session" Cookies. Persistent Cookies remain on Your personal computer or mobile device when You go offline, while Session Cookies are deleted as soon as You close Your web browser. Learn more about cookies on the Free Privacy Policy website article.

We use both Session and Persistent Cookies for the purposes set out below:

  • Necessary / Essential Cookies

    Type: Session Cookies

    Administered by: Us

    Purpose: These Cookies are essential to provide You with services available through the Website and to enable You to use some of its features. They help to authenticate users and prevent fraudulent use of user accounts. Without these Cookies, the services that You have asked for cannot be provided, and We only use these Cookies to provide You with those services.

  • Cookies Policy / Notice Acceptance Cookies

    Type: Persistent Cookies

    Administered by: Us

    Purpose: These Cookies identify if users have accepted the use of cookies on the Website.

  • Functionality Cookies

    Type: Persistent Cookies

    Administered by: Us

    Purpose: These Cookies allow us to remember choices You make when You use the Website, such as remembering your login details or language preference. The purpose of these Cookies is to provide You with a more personal experience and to avoid You having to re-enter your preferences every time You use the Website.

For more information about the cookies we use and your choices regarding cookies, please visit our Cookies Policy or the Cookies section of our Privacy Policy.

How We Use Your Personal Data

The Company uses Personal Data for the following purposes:

  • Website Functionality: To provide and maintain our web portal, enable core features like visitor management, complaint handling, amenity booking, marketplace, polls, billing, expense management, and other society management features.
  • Account Management: To manage your registration, authenticate your identity, provide access to different functionalities, and maintain your account.
  • Analytics: To analyze website usage, identify trends, understand user behavior, and improve our Service.
  • Developer Communications: To send you updates, notifications, important announcements, and respond to your inquiries.
  • Fraud Prevention, Security, and Compliance: To detect and prevent fraud, ensure security, comply with legal obligations, and protect against unauthorized access.
  • Advertising and Marketing: To provide you with news, special offers, and information about goods, services, and events (you can opt-out at any time).
  • Personalization: To customize your experience, provide relevant content, and improve user experience.
  • Performance of Contract: To fulfill our contractual obligations, process payments, and deliver services you have requested.
  • Business Transfers: In connection with mergers, acquisitions, or asset sales, where your data may be transferred as part of business assets.

Data Collection Requirements

Most data collection is required for the web portal to function properly. You cannot opt-out of essential data collection (such as account information, authentication data) as it is necessary for core functionality. However, you can control certain optional features through website settings.

We may share Your personal information in the following situations:

  • With Service Providers: We may share Your personal information with Service Providers to monitor and analyze the use of our Service, to contact You.
  • For business transfers: We may share or transfer Your personal information in connection with, or during negotiations of, any merger, sale of Company assets, financing, or acquisition of all or a portion of Our business to another company.
  • With Affiliates: We may share Your information with Our affiliates, in which case we will require those affiliates to honor this Privacy Policy. Affiliates include Our parent company and any other subsidiaries, joint venture partners or other companies that We control or that are under common control with Us.
  • With business partners: We may share Your information with Our business partners to offer You certain products, services or promotions.
  • With other users: when You share personal information or otherwise interact in the public areas with other users, such information may be viewed by all users and may be publicly distributed outside.
  • With Your consent: We may disclose Your personal information for any other purpose with Your consent.

Retention of Your Personal Data

The Company will retain Your Personal Data only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use Your Personal Data to the extent necessary to comply with our legal obligations (for example, if we are required to retain your data to comply with applicable laws), resolve disputes, and enforce our legal agreements and policies.

The Company will also retain Usage Data for internal analysis purposes. Usage Data is generally retained for a shorter period of time, except when this data is used to strengthen the security or to improve the functionality of Our Service, or We are legally obligated to retain this data for longer time periods.

Transfer of Your Personal Data

Your information, including Personal Data, is processed at the Company's operating offices and in any other places where the parties involved in the processing are located. It means that this information may be transferred to — and maintained on — computers located outside of Your state, province, country or other governmental jurisdiction where the data protection laws may differ than those from Your jurisdiction.

Your consent to this Privacy Policy followed by Your submission of such information represents Your agreement to that transfer.

The Company will take all steps reasonably necessary to ensure that Your data is treated securely and in accordance with this Privacy Policy and no transfer of Your Personal Data will take place to an organization or a country unless there are adequate controls in place including the security of Your data and other personal information.

Your Rights Under DPDP Act (India)

Under the Digital Personal Data Protection Act, 2023 (DPDP Act), you have the following rights:

  • Right to Access: You can request access to your personal data we hold.
  • Right to Correction: You can request correction of inaccurate or incomplete personal data.
  • Right to Erasure: You can request deletion of your personal data, subject to legitimate restrictions explained below.
  • Right to Grievance Redressal: You can file a complaint with us or the Data Protection Board.
  • Right to Nominate: You can nominate another person to exercise your rights in case of death or incapacity.

To exercise these rights, please contact us at admin@societykit.in or use the contact information provided below.

Important Note on Data Deletion

SocietyKit is a manager-managed application for residential society management. As such, individual users cannot directly delete their personal data through the web portal. This restriction is necessary because:

  • Society Management Requirements: Your data is essential for the functioning of the society management system, including resident verification, visitor management, complaint handling, billing, expense management, and amenity bookings.
  • Legal and Compliance Obligations: We are required to maintain records for legal compliance, financial transactions, tax purposes, and regulatory requirements.
  • System Integrity: Data deletion by individuals could affect other residents' access to shared information and disrupt society operations.
  • Contractual Obligations: Your data is necessary to fulfill our contractual obligations to the society and its management.

If you wish to request data deletion, please contact your society manager or our Data Protection Officer. Such requests will be evaluated on a case-by-case basis, considering:

  • Legal obligations requiring data retention
  • Impact on society management operations
  • Other residents' legitimate interests
  • Ongoing legal proceedings or disputes

We will respond to your deletion request within 30 days and explain our decision. If deletion is not possible, we will inform you of the specific reasons and any alternative measures available.

Data Protection Officer (DPO)

For any privacy-related concerns or to exercise your rights under the DPDP Act, you can contact our Data Protection Officer:

  • Email: admin@societykit.in
  • Phone: +91 89814 23820
  • Address: Skubotics, 2F, Lotus-6, Magnolia City, Barasat, West Bengal, India

Legal Basis for Processing

We process your personal data based on the following legal grounds under the DPDP Act:

  • Consent: When you provide explicit consent for specific data processing activities (e.g., cookies, location services, contact access).
  • Contract Performance: To fulfill our contractual obligations with the society and provide society management services.
  • Legal Obligation: To comply with applicable laws, regulations, tax requirements, and legal processes.
  • Legitimate Interests: For fraud prevention, security, analytics, service improvement, and maintaining society management system integrity.
  • Public Interest: For purposes related to public safety, emergency services, and community welfare.

Note: As a society management platform, most data processing is necessary for the performance of our contract with the society and to fulfill legal obligations. Individual consent is obtained for optional features (like cookies, location services), but core functionality requires data processing as part of the society management service.

Data Deletion Requests

Important: As SocietyKit is a manager-managed society management application, individual users cannot directly delete their data through the web portal. Data deletion requests must be made through your society manager or our Data Protection Officer.

How to Request Data Deletion

If you wish to request deletion of your personal data, you can:

  • Contact your society manager (who has administrative access)
  • Email our Data Protection Officer at admin@societykit.in
  • Call us at +91 89814 23820
  • Submit a written request to: Skubotics, 2F, Lotus-6, Magnolia City, Barasat, West Bengal, India

Evaluation Process

All deletion requests will be evaluated within 30 days. We may deny or restrict deletion if:

  • Legal Obligations: We are required by law to retain the data (e.g., financial records, tax compliance, legal proceedings)
  • Society Management Necessity: The data is essential for ongoing society operations, resident verification, or shared services
  • Contractual Requirements: Data retention is necessary to fulfill our contract with the society
  • Legitimate Interests: Retention is necessary for fraud prevention, security, or dispute resolution
  • Public Interest: Retention serves a legitimate public interest

What Happens After a Request

If your deletion request is approved:

  • We will delete your personal data within 30 days
  • You will receive confirmation of deletion
  • Some anonymized data may be retained for analytics and system improvement

If your deletion request is denied:

  • We will provide a written explanation of the reasons
  • We will inform you of your right to file a grievance with the Data Protection Board
  • We will explain any alternative measures available (e.g., data correction, access restrictions)

Account Deactivation

While direct data deletion may not be possible, you can request account deactivation through your society manager. Deactivated accounts will have limited access, but data may be retained for the reasons stated above.

Disclosure of Your Personal Data

Business Transactions

If the Company is involved in a merger, acquisition or asset sale, Your Personal Data may be transferred. We will provide notice before Your Personal Data is transferred and becomes subject to a different Privacy Policy.

Law enforcement

Under certain circumstances, the Company may be required to disclose Your Personal Data if required to do so by law or in response to valid requests by public authorities (e.g. a court or a government agency).

Other legal requirements

The Company may disclose Your Personal Data in the good faith belief that such action is necessary to:

  • Comply with a legal obligation
  • Protect and defend the rights or property of the Company
  • Prevent or investigate possible wrongdoing in connection with the Service
  • Protect the personal safety of Users of the Service or the public
  • Protect against legal liability

Data Security

The security of Your Personal Data is important to Us. We implement industry-standard security measures including:

  • Encryption: All data transmitted between your browser and our servers is encrypted using TLS/SSL protocols.
  • Secure Storage: Personal data is stored in secure databases with access controls.
  • Access Controls: Only authorized personnel have access to personal data, and access is logged and monitored.
  • Regular Security Audits: We conduct regular security assessments and updates.
  • Data Breach Notification: In the event of a data breach that may affect your rights, we will notify you and relevant authorities as required by law.

However, no method of transmission over the Internet or electronic storage is 100% secure. While We strive to use commercially acceptable means to protect Your Personal Data, We cannot guarantee its absolute security.

Data Retention

We retain your personal data only for as long as necessary to:

  • Provide our services
  • Comply with legal obligations
  • Resolve disputes
  • Enforce our agreements

When data is no longer needed, we securely delete or anonymize it. Some data may be retained longer if required by law or for legitimate business purposes.

Cross-Border Data Transfers

Your personal data is primarily stored and processed in India. If we transfer data outside India, we ensure adequate safeguards are in place to protect your data in accordance with applicable data protection laws, including the DPDP Act.

Children's Privacy

Our Service does not address anyone under the age of 13. We do not knowingly collect personally identifiable information from anyone under the age of 13. If You are a parent or guardian and You are aware that Your child has provided Us with Personal Data, please contact Us. If We become aware that We have collected Personal Data from anyone under the age of 13 without verification of parental consent, We take steps to remove that information from Our servers.

If We need to rely on consent as a legal basis for processing Your information and Your country requires consent from a parent, We may require Your parent's consent before We collect and use that information.

Links to Other Websites

Our Service may contain links to other websites that are not operated by Us. If You click on a third party link, You will be directed to that third party's site. We strongly advise You to review the Privacy Policy of every site You visit.

We have no control over and assume no responsibility for the content, privacy policies or practices of any third party sites or services.

Changes to this Privacy Policy

We may update Our Privacy Policy from time to time. We will notify You of any changes by posting the new Privacy Policy on this page.

We will let You know via email and/or a prominent notice on Our Service, prior to the change becoming effective and update the "Last updated" date at the top of this Privacy Policy.

You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

Contact Us

If you have any questions about this Privacy Policy, You can contact us: