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PRIVACY POLICY

HostelGrid Privacy Policy

Effective Date: October 8, 2026
Last Updated: October 11, 2026
Governing Regulation: Digital Personal Data Protection (DPDP) Act, 2023 (Republic of India)
Location: Hyderabad, Telangana, India
Official Grievance Officer Contact: support@hostelgrid.in

1. Introduction & Scope

HostelGrid ("HostelGrid," "we," "our," or "us") provides property administration software engineered for Paying Guest (PG) facilities, student hostels, and co-living residences. This Privacy Policy governs your use of the HostelGrid Android application, this website (hostelgrid.in), and our customer support channels (collectively, the "Platform").

We are deeply committed to protecting the privacy and confidentiality of our business customers (hostel owners and property managers, designated as Data Fiduciaries) and their residents/tenants (designated as Data Principals) under the Digital Personal Data Protection Act, 2023 ("DPDP Act"). For resident records that operators enter into HostelGrid, the operator is the Data Fiduciary. In this version of the app those records stay on the operator's own device (see Section 2).

2. Where Your Data Lives & How It Is Protected

In this version of the app, your property data is stored on your own device. HostelGrid does not run a cloud database for your records, and the app does not upload them to our servers.

  • On-Device Storage: Your property records, resident details, dues ledgers, and transaction logs are kept in a private database inside the app's own space on your device, which Android protects through its app sandbox.
  • Uninstalling or Clearing Data: Uninstalling the app or clearing its data permanently deletes these records. HostelGrid does not hold a copy and cannot restore them, so please keep your device safe and backed up.
  • Android Backup: If Android's own backup is turned on for your phone, Android may copy app data to your personal Google account. That backup is controlled by you and Google, not by HostelGrid.
  • If Cloud Sync Is Added Later: If HostelGrid introduces optional cloud storage in a future version, we will update this Policy and our Terms and tell you in the app and on this website before it applies to you.
  • Access Control: Because the records stay on your device, they are accessible only to people who can unlock and use that device and the app. HostelGrid personnel do not have access to them.
  • Address Lookup (OpenStreetMap Nominatim): When you set a property location or capture GPS coordinates, the app sends only approximate latitude and longitude to the public OpenStreetMap Nominatim service to return a readable street address. No resident names, phone numbers, or financial details are ever sent.
  • Credential Protection: App PINs and credentials are held in the Android secure storage facility on your device.
  • Your Part in Security: Please keep a screen lock enabled on devices that use HostelGrid, keep your Android version updated, and do not share your login credentials or PIN.

3. Data Collection & Processing Categories

We process personal data solely for lawful, specific business administration purposes authorized by the Data Fiduciary.

A. Property Operator Data

  • Contact details you share when you reach out, request access: name, business name, mobile number, email address, and property address.
  • Support correspondence sent to support@hostelgrid.in.

B. Resident / Tenant Administration Data (Entered and Kept by Property Operators on Their Device)

  • Identity and contact information: resident name, mobile number, emergency contact, permanent address, and institutional/employer affiliation.
  • Tenancy and financial logs: bed allocations, check-in/checkout dates, rent payment dates, due amounts, late penalty records, and security deposit settlement receipts.
  • Incident and maintenance records: room complaints, service tickets, and communication logs.

The operator decides what is recorded and is responsible for obtaining resident consent. The app uses this data on the device only to provide its features to the operator.

C. Device Permissions

The HostelGrid Android app asks for the following permissions, each for one purpose only:

  • Internet and network state (INTERNET, ACCESS_NETWORK_STATE): Used to check that you are connected, run the address lookup described above, and open WhatsApp links. The app does not send your property records anywhere.
  • Location (ACCESS_FINE_LOCATION, ACCESS_COARSE_LOCATION): Requested only when you tap to capture your property location. The app reads your position once at that moment, never in the background and never continuously. Only approximate coordinates are sent to OpenStreetMap Nominatim to return a readable street address. You can deny this permission at any time in Android settings.
  • Notifications (POST_NOTIFICATIONS): Used to show due-date, promise-to-pay and incident reminders on your device. This is optional; if you deny it, the app still works but will not alert you.
  • Run after restart (RECEIVE_BOOT_COMPLETED): Used only to restore your scheduled reminders after your phone restarts or the app is updated.
  • Vibration (VIBRATE): Used so reminder notifications can vibrate your phone.

Storage is not requested. HostelGrid does not ask for access to your photos, gallery, files or shared storage. Your on-device records are kept in the app's own private space, which Android protects without any permission, and they are removed when you uninstall the app or clear its data.

HostelGrid does not request camera, microphone, contacts, call log or SMS permissions. When you send a WhatsApp message, the app opens WhatsApp with the text pre-filled; it does not read your contacts or your WhatsApp chats.

4. Absolute Commercial Integrity & Zero-Tracking Invariants

HostelGrid maintains an uncompromised, zero-monetization stance regarding personal data:

  1. Zero Third-Party Advertising: The Platform is 100% ad-free. We do not integrate advertising SDKs, ad-tech trackers, behavioral cookie networks, or retargeting pixels.
  2. Zero Commercial Data Brokers: We will never sell, rent, trade, lease, or monetize resident directories, tenant contact details, or financial ledgers to credit bureaus, marketers, or data brokers.
  3. Zero Cross-App Behavioral Tracking: We do not profile resident habits, browsing behavior, or purchase histories across third-party websites or services.

5. Purpose of Data Processing

HostelGrid processes personal data strictly for:

  • Generating interactive 2D bed occupancy matrix maps.
  • Computing automated rent cycles, grace periods, and late fee penalties.
  • Providing 1-tap WhatsApp reminders and payment receipts. HostelGrid opens WhatsApp with the message pre-filled; you review it and press Send yourself. HostelGrid does not send messages automatically.
  • Processing check-in onboarding, room checkout countdowns, and deposit settlement reconciliations.
  • Producing audit trails and accounting reports for property owners.
  • Helping operators keep tenant administrative records for their own management obligations.

6. Data Principal Rights Under DPDP Act 2023

Under the DPDP Act 2023, Data Principals (residents and property operators) possess enforceable statutory rights:

  • Right to Access Information: You have the right to request a summary of personal data being processed and the identities of any service partners involved.
  • Right to Correction & Erasure: You may request the correction of inaccurate or outdated data, or the deletion of personal data no longer necessary for the purpose for which it was collected. Operators can edit or delete resident records within the app, or write to us at support@hostelgrid.in.
  • Right of Grievance Redressal: You have the right to direct complaints and redressal requests to our Grievance Officer.
  • Right to Nominate: Data Principals have the right to nominate an individual who, in the event of death or incapacity, shall exercise their data privacy rights.

Residents who wish to exercise these rights over records entered by an operator should contact that operator, who is the Data Fiduciary for those records. We will support the operator in responding.

7. Data Retention & Erasure

  • Active Tenancy Data: Resident records and financial ledgers remain on the operator's device throughout the resident's tenure.
  • Post-Checkout Records: After checkout and final security deposit settlement, operators may retain records for up to 7 years to meet statutory accounting and tax requirements under Indian law, or delete them sooner.
  • Deleting Your Data: Operators can delete resident records inside the app. Uninstalling the app or clearing its data deletes all records stored on the device. HostelGrid holds no server copy, so deleted data cannot be recovered by us.
  • Information We Hold About You: Contact and support records (for example, emails you send to us) are retained only as long as needed to serve you and to meet legal and tax obligations. You may ask us to delete them by writing to support@hostelgrid.in.

8. Data Grievance Redressal Officer

In compliance with Section 10 and related provisions of the Digital Personal Data Protection Act, 2023, HostelGrid has designated an official Data Grievance Officer:

  • Designation: Grievance Redressal Officer
  • Location: Hyderabad, Telangana, India
  • Official Grievance Email: support@hostelgrid.in
  • Response Commitment: Grievances and data access inquiries are acknowledged within 24 hours and resolved within 30 calendar days.

9. Changes to This Policy

We may update this Privacy Policy from time to time. The "Last Updated" date above shows the latest revision, and material changes will be communicated through app updates or a notice on this website.