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PRIVACY & DATA PROTECTION

Privacy Policy

Learn how EZResident collects, processes, and protects your personal and residential community data in compliance with applicable Indian privacy laws.

Effective Date: 27/08/2026Last Updated: 27/08/2026DPDP Act 2023 & IT Act 2000 Compliant
Terms & ConditionsPrivacy Policy

EZResident Privacy Policy

This Privacy Policy explains how EZResident (“we,” “us”) collects, uses, discloses, and protects personal data in connection with the Services, in accordance with the Information Technology Act, 2000, the Information Technology (Reasonable Security Practices and Sensitive Personal Data or Information) Rules, 2011, and the Digital Personal Data Protection Act, 2023, as applicable and as they come into force.

1

Information We Collect

To provide society management, gated security, and resident communication services, we collect the following categories of information:

Personal Information

Full name, email address, mobile phone number, profile photo (optional), flat/apartment/unit number, and Society details.

Account Information

Encrypted login credentials, designated user role (e.g. Resident, Admin, Guard, Worker), and notification preferences.

Visitor & Access Information

Visitor names, contact numbers, vehicle registration numbers, entry/exit timestamps, gate photographs, and digital approvals.(Note: Gate photographs and identifiers constitute sensitive personal data and are handled under Section 5.)

Device Information

Device type, operating system version, mobile app build, IP address, crash telemetry logs, and app performance analytics.

Location Information

Collected only with your specific, opt-in permission when required for a particular feature (e.g., proximity-based visitor alerts). You may withdraw this permission anytime in device settings.

Payment-Related Information

Limited transaction metadata (amount, status, transaction timestamp, payment mode). Full card and bank account details are collected and stored directly by RBI-regulated payment gateways, never by EZResident.

3

Notifications & Alerts

We may send visitor alerts, maintenance reminders, Society announcements, emergency notifications, payment reminders, and security updates via push notifications, SMS, or email.

Non-essential notification preferences can be customized anytime through your mobile device or in-app notification settings. Essential security, access verification, and mandatory legal notices cannot be opted out of.

4

Sharing of Information

We do not sell personal information: EZResident will never sell, rent, or trade your personal data to any third-party marketing brokers.

We may share information, only as necessary for the specified purposes, with:

  • Society administrators and authorized committee members: limited strictly to what is necessary for managing community administration and security.
  • Other residents: only where a feature is explicitly designed for resident-to-resident visibility (e.g., visitor approvals, opt-in resident directory), and only with your prior knowledge.
  • Payment providers: certified RBI-regulated gateways solely to process payments and verify settlement status.
  • Cloud hosting and IT service providers: secure cloud infrastructure partners operating under strict contractual confidentiality and ISO-grade security obligations.
  • Government or regulatory authorities: where required by law, valid court order, or to protect life, health, and public safety.

Any third party with whom we share data is contractually mandated to maintain confidentiality, implement appropriate safeguards, and use the data solely for the designated purpose.

5

Sensitive Personal Data (including Visitor/Biometric-Adjacent Data)

Gate photographs, vehicle numbers, and similar identifiers are treated as sensitive personal data. We strictly adhere to the following rules:

1. Data Minimization

Collect only what is strictly necessary for gated security, access-control, and visitor authentication purposes.

2. Restricted Access

Restrict access strictly to authorized Society security and administrative personnel on duty.

3. Retention Period (90 Days)

Retain visitor logs and gate photos for 90 days, unless a longer period is required for an active dispute, police investigation, or legal obligation.

4. No Repurposing

Do not use sensitive access data for any purpose beyond access control and physical security without separate explicit consent.

6

Data Retention

We retain personal data only as long as necessary to provide the Services, fulfill legitimate business purposes, meet legal and regulatory retention requirements, resolve disputes, and enforce agreements.

On account deletion, we will delete or anonymize personal data within 30–90 days, except for data we are legally mandated to retain longer (e.g., historical society financial audit trails or unresolved disputes).

7

Your Rights (DPDP Act 2023)

Subject to applicable law (including rights available under the Digital Personal Data Protection Act, 2023 once its data-principal provisions take effect), you possess the right to:

Right to Access: Access the personal data and summary of processing activities we hold about you.
Right to Correction: Request correction, updating, or completion of inaccurate or incomplete personal records.
Right to Erasure: Request erasure of your data, subject to legal and financial retention requirements.
Right to Withdraw Consent: Withdraw consent for any specific optional processing activity at any time.
Right of Nomination: Nominate a representative to exercise your rights in the event of death or incapacity.
Right to Grievance Redressal: Lodge a grievance with our Grievance Officer and, if unresolved, with the Data Protection Board of India once operational.
8

Data Security

We implement reasonable technical and organizational security measures — including multi-factor authentication, TLS 1.3 encryption in transit, encryption at rest, role-based access permissions, and regular vulnerability scans — appropriate to the sensitivity of the data.

Please note that no method of transmission over the internet or method of electronic storage is completely 100% secure, and while we strive for maximum protection, we cannot guarantee absolute security.

9

Data Breach Notification

In the event of a personal data breach that compromises the confidentiality, integrity, or availability of your personal data, we will notify affected users and the relevant regulatory authority without undue delay, in accordance with the Digital Personal Data Protection Act, 2023 and applicable Indian regulations.

10

Children's Privacy

The Services are not directed at children under 18 years of age. Where a community feature involves a minor's information (for example, a family member profile or child exit gate permission), we require verifiable consent from a parent or legal guardian, who remains fully responsible for that data.

We do not knowingly collect personal data directly from a child without such verifiable parental consent.

11

Third-Party Services

The Services may integrate with third-party providers (payment gateways, SMS and push notification services, mapping providers, crash analytics). Their handling of your data is governed by their respective privacy policies, which we encourage you to review.

12

Cookies and Analytics

If you use our website, we use cookies and similar technologies only with your consent (except strictly necessary cookies required for the site to authenticate and function properly), to remember preferences and analyze anonymous traffic patterns.

You can manage your cookie preferences through the consent banner or by adjusting your web browser settings.

13

Cross-Border Data Transfer

Where your data is processed or stored outside India, we ensure appropriate contractual and technical safeguards are in place, consistent with applicable Indian law, including any restrictions the Central Government may notify from time to time under the Digital Personal Data Protection Act, 2023.

14

Policy Updates

We may update this Privacy Policy periodically to reflect technological advances, service changes, or statutory requirements. Material updates will be notified via the EZResident mobile application or email before taking effect.

The current version of this policy is always accessible within the application settings and on our website.

15

Contact Us & Grievance Officer

In accordance with the Information Technology Act, 2000 and the Digital Personal Data Protection Act, 2023, if you have any grievances, concerns, or inquiries regarding your data privacy, you may contact our designated Grievance Officer:

Registered Office

EZResident

Gandhinagar, Gujarat - 382007, India

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