Privacy Policy

FlatsMate ("we", "our", "the app") helps building secretaries and residents manage maintenance, expenses, notices, meetings and vehicle records. This page explains what information we collect, why, and how it's handled.

1. Information we collect

To run a building on FlatsMate, we collect:

• Account details — name, mobile number, email, and the flat/building you belong to.
• Building records — maintenance collections, expenses, notices, meetings, and vehicle details entered by your secretary or yourself.
• Payment information — subscription and maintenance payments are processed by Razorpay. We store the payment amount, status and Razorpay's transaction reference — never your card, UPI or bank details, which Razorpay handles directly.
• Device information — a push-notification token so we can alert you about dues, notices and meetings.
• Gate & visitor records — visitor name, contact number, vehicle number plate, purpose of visit, and entry/exit time, logged by your building's security guard at the gate.
• Security guard accounts — name, mobile number, shift and joining date, for guards your secretary invites.

2. How we use it

• To operate the app's core features — maintenance tracking, expense records, notices, meetings and vehicle logs.
• To verify your identity via one-time passwords (OTP) sent by SMS when you register, log in, or reset a password.
• To send transactional notifications — payment confirmations, dues reminders, notices and meeting alerts — by push notification, SMS or email.
• To process subscription payments and renewals for your building.

We do not sell your personal information, and we do not use it for advertising.

3. Who we share it with

We share the minimum data needed with the following service providers, solely to deliver the app's functionality:

• Razorpay — payment processing.
• 2Factor — SMS delivery for OTPs and account notifications.
• Firebase Cloud Messaging (Google) — push notifications.
• Our email provider — sending receipts and administrative notifications.

Within your building, your name, flat number and mobile number are visible to your building's secretary, and residents can see each other's names and flat numbers as part of normal building administration. Your flat's visitor log is the exception — it is private to your flat and is not visible to the secretary unless you approve a specific, time-limited access request (see "Visitor log privacy" below). We never share your data with another building or with anyone outside your own building's account.

4. Visitor log privacy

Your flat's visitor history is private to your flat by default — not even your building's secretary can see it automatically. If a secretary needs to review a specific flat's visitor log (for example, to investigate a gate incident), they must submit a request stating the flat, date range and reason. The flat owner can approve or reject that request. Approved access is limited to the exact date range requested and expires automatically after a short window — it is never permanent. Every access request, decision and actual view of a shared log is recorded in an audit trail, including who requested it, who approved or rejected it, and when the log was accessed.

A secretary can separately request a full, whole-building visitor export (for example, for a society audit). That request — along with the reason, contact details and date range provided — is emailed directly to FlatsMate support, who review it and share the export manually; it does not grant the secretary any automatic access to individual flats' visitor logs.

5. Data retention

We keep your account and building records for as long as your subscription is active, and for a reasonable period afterwards to meet accounting and legal obligations. You can request deletion of your personal data at any time — see "Your rights" below.

6. Security

Passwords are stored using industry-standard one-way hashing — we cannot see or recover your password. Data is transmitted over encrypted (HTTPS) connections. Access to building data is restricted to members of that building only.

7. Your rights

You can review, correct or delete your personal information at any time — most fields can be edited directly from Settings in the app. To request a full export or deletion of your data, contact us using the details below.

8. Children's privacy

FlatsMate is intended for adult residents and building administrators. We do not knowingly collect data from children under 13.

9. Changes to this policy

We may update this policy as the app evolves. Material changes will be reflected here with an updated "last updated" date.

10. Contact us

Questions about this policy or your data? Reach out to your building's secretary, or contact FlatsMate support directly through the app.