Legal

Privacy Policy

Last Updated: 4 September 2026

We respect your privacy and understand that when you use SocietyEase, our residential community-management platform, you trust us with information about you, your home and your interactions within your society.

This Privacy Policy explains what information we collect, why we collect it, who may have access to it, how we protect it, how long we keep it, and how you can request access, correction or deletion of your information.

This Privacy Policy applies to our mobile application, website, web portal and related services ("Platform"), operated by WeLogical Software Solutions LLP.

We handle personal data in accordance with applicable Indian laws, including the Digital Personal Data Protection Act, 2023 and applicable rules and regulations.

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Table of Contents

1. What We Collect, and Why 2. What We Do Not Collect 3. How We Use Your Information 4. Who Can See Your Information 5. Your Society/RWA and Your Data 6. WhatsApp and SMS 7. Payments 8. Where Your Information Is Stored 9. How We Protect Your Information 10. How Long We Keep Your Information
11. Deleting Your Account 12. Your Privacy Rights 13. Withdrawing Consent 14. Children 15. Data Breach 16. Third-Party Services 17. Changes to This Privacy Policy 18. Contact and Grievance 19. Our Privacy Commitment

1. What We Collect, and Why

The information we collect depends on the features you and your society use.

phone_android Mobile Number — Required

Your mobile number is used to:

  • Create and identify your account;
  • Send one-time passwords (OTP);
  • Authenticate your login;
  • Send important service notifications; and
  • Communicate with you regarding your account and society activities.

We use OTP-based authentication and do not require you to create a resident password.

badge Name — Required

Your name helps your society, authorised administrators and relevant community personnel identify the person associated with an account.

Your name may appear in areas of the Platform where your identity is necessary for community functionality, such as notices, complaints, visitor requests, polls or resident-related features, depending on the permissions configured by your society.

mail Email Address — Optional

Your email address may be collected if you choose to provide it. It may be used for:

  • Account-related communication;
  • Receipts;
  • Support;
  • Important service information; and
  • Other purposes explained when the information is collected.

You can use the core Platform without providing an email address where the feature does not require one.

apartment Society, Building, Flat and Resident Status

We collect information necessary to associate you with your residential community, such as:

  • Society/RWA name;
  • Building/tower/block;
  • Flat/unit number;
  • Owner or tenant status; and
  • Resident or other authorised role.

This information determines which society and which features you are permitted to access.

receipt_long Maintenance Bills and Payment Records

If your society uses maintenance billing and online payments, we may process:

  • Maintenance invoices;
  • Amount payable;
  • Due dates;
  • Payment status;
  • Receipts;
  • Transaction references;
  • Refund information; and
  • Other accounting information provided by your society or generated through the Platform.

The maintenance amount and charges are generally created or determined by the society/RWA or its authorised representatives.

credit_card Online Payments

Online payments may be processed through Razorpay or another authorised payment service provider. We may receive information such as:

  • Transaction ID;
  • Amount;
  • Payment status;
  • Date and time;
  • Refund status; and
  • Other information necessary to reconcile the transaction.

Your payment may also be subject to the payment provider's own terms and privacy policy.

We do not ask you to provide your UPI PIN, card PIN, banking password or similar confidential authentication credentials to us.

person_pin Visitor Information

If visitor management is enabled by your society, we may collect information about visitors entering or requesting entry into the premises. This may include:

  • Visitor name;
  • Visitor mobile number, where required;
  • Visitor photograph;
  • Resident/host being visited;
  • Vehicle details, where applicable;
  • Visit purpose, where required;
  • Date and time of entry;
  • Date and time of exit;
  • Approval status; and
  • Related visitor-management information.

Visitor photographs are collected specifically for visitor-management and related security purposes.

Visitor information may be entered by residents, security personnel, authorised society personnel or the visitor, depending on how the feature is configured.

local_shipping Delivery Information

If delivery management is enabled, we may process information such as:

  • Delivery person or courier details;
  • Delivery company;
  • Recipient/flat information;
  • Delivery time;
  • Delivery status; and
  • Related notification information.

This information is used to notify residents and help the society manage deliveries.

support_agent Complaints and Helpdesk Information

When you submit a complaint, we may collect:

  • Complaint description;
  • Complaint category;
  • Date and time;
  • Flat/unit information;
  • Photographs;
  • Documents or other attachments;
  • Communication relating to the complaint;
  • Status; and
  • Resolution information.

Complaints may be visible to authorised society/RWA administrators or persons responsible for resolving the complaint.

campaign Notices and Announcements

Your society/RWA may use the Platform to send notices and announcements. We process the information necessary to deliver those notices to the relevant residents, flats, buildings or groups.

how_to_vote Polls and Voting

If your society uses polls or voting, we may collect:

  • Poll/question;
  • Your response or vote;
  • Date and time of participation;
  • Account information; and
  • Results or related records.

The visibility of your vote depends on the type of poll and how it is configured by the authorised society/RWA administrator.

The Platform is a technology used to conduct polls or voting. Whether a particular poll constitutes a legally valid society/RWA resolution depends on applicable law, bye-laws and the rules governing that society.

emergency Emergency Contacts and Alerts

We may provide or store emergency contact information supplied by your society/RWA or authorised administrators, and emergency contacts that you add yourself in the app.

Access to your phone contacts — optional, and only when you add an emergency contact.

When you choose to add an emergency contact, the app may ask your permission to open your phone's contact list so that you can select a person instead of typing their details.

This permission is entirely optional. You can decline it and simply type the contact's name and number in by hand — the feature works either way, and nothing else in the Platform depends on it.

If you do grant the permission, we save only the contact you actually select — their name and phone number. We do not read, upload, store or transmit the rest of your address book, and we do not use your contacts for any other purpose.

The app includes a quick-dial convenience feature that lets you call an emergency contact you have saved. We do not keep any record of calls you place using this feature — the call is made by your own phone, in the ordinary way, and no call log, recording, duration or outcome is sent to us or stored by us.

We do not collect your GPS or location information for this or any other feature. If we introduce a location-based feature in future, we will update this Privacy Policy and obtain the permissions required by applicable law.

photo_camera Camera and Photos

The Platform may request access to your camera when you choose to use features such as:

  • Visitor photographs;
  • QR-code scanning;
  • Complaint photographs;
  • Document scanning;
  • Photo uploads; or
  • Other features that require the camera.

We do not continuously access your camera. Camera access is used only when you actively use a feature requiring it.

folder_open Documents and Uploaded Files

If you upload a photograph, document or other file, we process that content to provide the feature for which you uploaded it. For example, an image attached to a complaint may be accessible to the authorised person handling that complaint.

You should not upload another person's private or confidential information unless you have the necessary authority or permission to do so.

notifications_active Push Notification Information

We may use a device-specific notification identifier so that push notifications can be delivered to your device. Push notifications may include information about visitors, deliveries, maintenance, payments, complaints, notices, polls and other community activities.

security Technical and Security Information

When you use the Platform, we may automatically receive limited technical information required to operate and secure the service, such as:

  • IP address;
  • Device type;
  • Operating system;
  • Application version;
  • Browser information, where applicable;
  • Device identifiers;
  • Security logs;
  • Error/crash information; and
  • Technical information necessary for troubleshooting and security.

We use this information for security, fraud prevention, troubleshooting, service improvement and technical operations.

2. What We Do Not Collect

Based on the current version of the Platform:

contacts We Do Not Upload Your Address Book

The app may ask permission to access your phone contacts, but only so that you can pick someone from your contact list when adding an emergency contact — see "Emergency Contacts and Alerts" above. That permission is optional and you can decline it, entering the contact's details manually instead.

Only the contact you select is saved. We do not upload your complete address book to our servers, we do not read your contacts for any other feature, and we do not use them for marketing, analytics or profiling.

location_off No GPS Tracking

We do not collect your GPS/location information for ordinary use of the Platform. We do not continuously track your location in the background.

block No Advertising-Based Resident Profiles

We do not sell your personal information to advertisers or data brokers. We do not use your resident information to create advertising profiles for sale to third parties.

If our business model or features change in the future, this Privacy Policy will be updated accordingly and any required consent will be obtained.

3. How We Use Your Information

We use the information we collect to operate and provide the Platform, including:

  • Creating and managing accounts;
  • Verifying mobile numbers;
  • Providing OTP login;
  • Connecting residents with their society/flat;
  • Managing resident and flat records;
  • Displaying maintenance bills;
  • Processing and recording payments;
  • Providing visitor management;
  • Managing deliveries;
  • Managing complaints;
  • Sending notices;
  • Conducting polls and voting;
  • Providing emergency-related functionality;
  • Sending push notifications;
  • Sending WhatsApp and SMS messages;
  • Providing customer support;
  • Preventing fraud and misuse;
  • Maintaining Platform security;
  • Troubleshooting technical problems;
  • Improving reliability and performance; and
  • Complying with applicable legal obligations.

4. Who Can See Your Information

We do not make all information available to everyone. Access depends on the user's role and the feature being used.

You

You can access information associated with your account and the features available to you.

Society/RWA Administrators

Authorised administrators may access information required to manage their society. Depending on the features enabled, this may include resident information, flat/unit information, maintenance records, payment status, visitor records, delivery records, complaints, notices and poll-related information.

Security Personnel

Where visitor management is enabled, authorised security personnel may receive only the information required for gate and visitor-management activities.

Service Providers

We may share necessary information with service providers that help us operate the Platform. These may include providers for payment processing, SMS, WhatsApp, push notifications, cloud hosting, database infrastructure, security, technical support and other essential Platform services.

Government and Law Enforcement

We may disclose information where required by applicable law, legal process, court order or a lawful request from a government or law-enforcement authority.

We may also disclose information where reasonably necessary to protect the safety, security, rights or property of users or the Platform, subject to applicable law.

5. Your Society/RWA and Your Data

Our Platform is designed to help societies and RWAs manage their residential communities.

Your society/RWA may provide us with information about residents, flats, maintenance, notices and other community matters. Authorised society/RWA administrators may have access to information belonging to their own community as necessary to perform their responsibilities.

We do not permit one society to access another society's resident information.

The society/RWA is responsible for the accuracy of information it enters into the Platform and for using resident information for legitimate community-management purposes.

6. WhatsApp and SMS

We may use WhatsApp and SMS service providers to send OTPs, visitor alerts, delivery notifications, maintenance reminders, payment confirmations, complaint updates, notices, emergency-related messages and other service communications.

Your mobile number and information necessary to deliver the relevant message may be processed by the relevant communication provider.

WhatsApp and SMS delivery is dependent on third-party communication networks and providers.

7. Payments

Payments made through the Platform may be processed through Razorpay or another authorised payment provider.

The payment provider may collect and process payment information according to its own privacy policy and terms.

We receive transaction-related information required to confirm and record your payment.

If a payment fails, is delayed, reversed or refunded, the relevant payment provider, bank or payment network may also be involved.

Where your society collects through our payment gateway account, we also process the records needed to reconcile those collections and to remit them to your society — including settlement references, the payment-gateway charges applied, and the transfer reference for each remittance. How that arrangement works is explained in section 8A of our Terms and Conditions.

8. Where Your Information Is Stored

We may use servers located in India and/or cloud infrastructure provided by authorised cloud service providers.

The exact hosting infrastructure may change as our Platform develops.

Where personal data is processed or stored outside India, we will comply with applicable Indian legal requirements relating to such processing or transfer.

9. How We Protect Your Information

We take reasonable technical and organisational measures to protect personal data against unauthorised access, misuse, alteration, loss or disclosure.

Depending on the information and system involved, safeguards may include:

  • Secure authentication;
  • OTP-based access;
  • Role-based access controls;
  • Encryption in transit;
  • Access restrictions;
  • Monitoring and logging;
  • Secure cloud infrastructure;
  • Regular automated backups provided by our hosting infrastructure; and
  • Internal access controls.

No online service can guarantee that information will always remain completely secure.

10. How Long We Keep Your Information

We keep information for as long as reasonably necessary to provide the Platform and for legitimate operational, security, financial, dispute-resolution and legal purposes.

Different information may be retained for different periods. For example:

  • Account information may be retained while your account remains active;
  • Visitor records may be retained according to the society/RWA's requirements and applicable law;
  • Maintenance and payment records may need to be retained for accounting, audit or legal purposes;
  • Complaint records may be retained for as long as reasonably necessary to maintain the relevant community record;
  • Security logs may be retained for security and fraud-prevention purposes.

When information is no longer required and there is no legal or legitimate reason to retain it, it will be deleted or anonymised in accordance with our applicable retention procedures.

11. Deleting Your Account

You can delete your account yourself from within the SocietyEase mobile application. Open the Profile screen and select Delete My Account, shown below the Personal Information card.

You may also request deletion by writing to us at privacy@societyease.com. We may verify your identity before processing a request made by email.

Before you can delete your account, any unpaid maintenance dues must be settled.

If you have outstanding invoices, the Platform will ask you to clear them or to contact your society administrator first.

What is deleted immediately:

When your account is closed, we delete:

  • Your society and flat/unit memberships;
  • Your emergency contacts;
  • Your saved bank details;
  • Your family/household member records;
  • Your property access requests;
  • Your in-app notifications;
  • Your device push-notification identifiers; and
  • All active login sessions on every device.

What is anonymised rather than erased:

Your name, email address, mobile number, profile photograph and address are permanently removed from your account record, and the account is marked closed. The underlying record itself is retained in an anonymised form because maintenance invoices, payment records and accounting entries refer to it, and those financial records must remain complete and auditable.

Your mobile number is released:

Once your account is closed, the number is free to be used to register again in future.

Records held by your society:

Deleting your account does not necessarily mean that every record associated with your flat or society will immediately disappear. Your society/RWA may need to retain maintenance, accounting, complaint, security or other records for legitimate or legal reasons. Where we are required or permitted to retain information, we will retain only what is necessary for that purpose.

12. Your Privacy Rights

Subject to applicable Indian law, you may have rights relating to your personal data, including the right to:

  • Request information about your personal data;
  • Request correction or updating of inaccurate information;
  • Request deletion where applicable;
  • Withdraw consent where consent is the basis for processing;
  • Raise a grievance; and
  • Exercise other rights available under applicable law.

You may contact us using the details below to exercise applicable rights.

14. Children

The Platform is primarily intended for residents, owners, tenants, society/RWA administrators, security personnel and other authorised users.

We do not knowingly create resident accounts for children where such accounts are not appropriate under applicable law.

Where personal data relating to a child is processed, we will follow applicable Indian legal requirements concerning children's personal data.

If you believe that personal data of a child has been provided to us improperly, please contact us.

15. Data Breach

If we become aware of a personal data breach affecting information processed by us, we will take appropriate steps to investigate, contain and mitigate the incident and provide notifications to affected persons and/or authorities where required by applicable law.

16. Third-Party Services

The Platform may rely on third-party services such as:

  • Razorpay;
  • WhatsApp service providers;
  • SMS providers;
  • Cloud hosting providers;
  • Push notification providers;
  • Security providers; and
  • Other technical service providers.

Those providers may have their own terms and privacy policies. We encourage you to review the privacy policies of third-party services when you use their services directly.

17. Changes to This Privacy Policy

We may update this Privacy Policy when:

  • We introduce new features;
  • We change how information is processed;
  • We add or change service providers;
  • Technology changes;
  • Applicable law changes; or
  • Other legitimate operational reasons require an update.

The latest version will be made available through the Platform or website. The "Last Updated" date at the top of this Privacy Policy will show when it was last revised.

Where required by applicable law, we will provide additional notice or obtain consent before implementing material changes.

18. Contact and Grievance

If you have any question, privacy request or complaint regarding your personal data, please contact:

WeLogical Software Solutions LLP

Data Protection Officer

Sandeep Patel

Grievance Officer

Sandeep Parmar

Privacy & Data-Protection Requests

privacy@societyease.com

Formal Grievances

grievance@societyease.com

General Enquiries

contact@societyease.com

Registered Address

214, 2nd Floor, Sai Leela Mall, Abrama, Valsad – 396002, Gujarat, India

Please use privacy@societyease.com for requests concerning your personal data — access, correction, deletion or withdrawal of consent. Use grievance@societyease.com if you wish to raise a formal grievance.

We will handle privacy-related requests and grievances in accordance with applicable law.

19. Our Privacy Commitment

We believe a residential community-management app should make life easier without treating residents' personal information as a product.

Our current approach is simple:

  • verified_userWe collect information needed to operate the Platform.
  • verified_userWe never upload your phone's address book. Contacts are read only if you choose to pick an emergency contact from them — a permission you can decline — and only that one contact is saved.
  • verified_userWe do not use GPS tracking for ordinary Platform functionality.
  • verified_userWe do not sell resident personal data to advertisers or data brokers.
  • verified_userWe give access according to the user's role and the features used by the society.
  • verified_userWe aim to retain information only for as long as it is reasonably required or legally necessary.

Last Updated: 4 September 2026