Effective Date: August 03, 2025 Last Updated: December 17, 2025

At HostelBuddy, we are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, store, and safeguard your data when you use our hostel management platform.

1. Information We Collect

We collect the following types of information:

1.1 Personal Information

When you register for HostelBuddy or use our services, we collect:

• Account Information: Name, email address, phone number, hostel name, and business details
• Renter Information: Renter names, contact details, ID proof (Aadhaar, PAN, etc.), photographs, documents, and emergency contacts
• Staff Information: Staff profiles, contact details, salary records, and employment documents
• Payment Information: Payment details processed through Razorpay (we do not store credit card information directly)

1.2 Usage Information

We automatically collect information about your use of HostelBuddy:

• IP address, browser type, device information
• Pages visited, features accessed, and time spent on the platform
• Log data including access times and error reports

1.3 Files and Documents

We store documents and images you upload including:

• Renter ID proofs, photographs, and agreements
• Staff documents and certificates
• Payment receipts and settlement reports

2. How We Use Your Information

We use the collected information for the following purposes:

2.1 Service Delivery

• To provide and maintain HostelBuddy services
• To manage renter profiles, room assignments, and payment tracking
• To generate exit settlement reports and receipts
• To send automated payment reminders via WhatsApp, SMS, and AI calls

2.2 Communication

• To respond to your inquiries and support requests
• To send service updates, notifications, and alerts
• To provide customer support via email, phone, or chat

2.3 Analytics and Improvement

• To analyze usage patterns and improve our platform
• To develop new features and enhance user experience
• To monitor system performance and troubleshoot issues

2.4 Legal Compliance

• To comply with legal obligations and regulatory requirements
• To enforce our Terms of Service and prevent fraud
• To protect the rights and safety of HostelBuddy and our users

2.5 Marketing (With Consent)

• To send promotional emails, newsletters, and product updates
• You may opt-out of marketing communications at any time

3. How We Share Your Information

We do not sell your personal information. We may share your data in the following circumstances:

3.1 Service Providers

We work with trusted third-party service providers who help us operate HostelBuddy:

• Razorpay: Payment processing (subject to Razorpay's privacy policy)
• AWS (Amazon Web Services): Cloud storage and hosting
• WhatsApp Business API: Automated messaging
• Twilio: SMS notifications
• Resend: Email delivery

These providers are contractually obligated to protect your data and use it only for providing services to HostelBuddy.

3.2 Legal Requirements

We may disclose your information if required by law, court order, or government authority, or to protect our legal rights and prevent fraud.

3.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity.

4. Data Security

We take data security seriously and implement industry-standard measures to protect your information:

4.1 Security Measures

• Encryption: All data transmitted between your device and our servers is encrypted using SSL/TLS
• Cloud Security: Data is stored securely on AWS servers with encryption at rest
• Access Controls: Strict access controls ensure only authorized personnel can access your data
• Regular Backups: Automated daily backups to prevent data loss

4.2 Your Responsibility

• Keep your login credentials confidential
• Use strong passwords and enable two-factor authentication if available
• Log out from shared devices after use

While we implement strong security measures, no system is 100% secure. We cannot guarantee absolute security of your data.

5. Data Retention

We retain your personal information for as long as necessary to provide our services and comply with legal obligations:

• Active Accounts: Data is retained as long as your account is active
• Inactive Accounts: Data may be deleted after 12 months of inactivity
• Legal Requirements: Some data may be retained longer to comply with tax, accounting, or legal obligations
• Renter Records: Renter data may be retained for archival and legal purposes even after they leave

You may request deletion of your data at any time (see Your Rights section below).

6. Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your experience:

6.1 Types of Cookies

• Essential Cookies: Required for the platform to function (login sessions, security)
• Analytics Cookies: Help us understand how users interact with HostelBuddy
• Preference Cookies: Remember your settings and preferences

6.2 Managing Cookies

You can disable cookies in your browser settings. However, some features of HostelBuddy may not function properly without cookies.

7. Your Rights

You have the following rights regarding your personal information:

7.1 Access and Portability

Request a copy of your personal data in a portable format

7.2 Correction

Update or correct inaccurate personal information

7.3 Deletion

Request deletion of your personal data (subject to legal retention requirements)

7.4 Objection

• Object to processing of your data for marketing purposes
• Opt-out of marketing emails by clicking "unsubscribe"

7.5 Restriction

Request restriction of processing in certain circumstances

7.6 Withdrawal of Consent

Withdraw consent for data processing where consent was the legal basis

To exercise any of these rights, please contact us at: hostelbuddyinfo@gmail.com

8. Third-Party Links

HostelBuddy may contain links to third-party websites or services (e.g., Razorpay, WhatsApp). We are not responsible for the privacy practices of these third parties. Please review their privacy policies before sharing your information.

9. Children's Privacy

HostelBuddy is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected data from a child, we will take steps to delete it promptly.

10. International Data Transfers

Your data is primarily stored on servers located in India. If we transfer data internationally, we ensure appropriate safeguards are in place to protect your information in compliance with applicable data protection laws.

11. Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. When we make significant changes:

• We will update the "Last Updated" date at the top of this policy
• We will notify you via email or in-app notification
• Continued use of HostelBuddy after changes constitutes acceptance of the updated policy

We encourage you to review this Privacy Policy periodically.

12. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

HostelBuddy Support

📧 Email: hostelbuddyinfo@gmail.com 📞 Phone: +91 9983307770 🏢 Address: India

We will respond to your inquiry within 7-14 business days.

13. Data Protection Officer

For data protection inquiries, you may contact our Data Protection Officer at:

📧 Email: hostelbuddyinfo@gmail.com

14. Grievance Officer (For India Compliance)

In accordance with Indian IT laws, our Grievance Officer can be reached at:

📧 Email: hostelbuddyinfo@gmail.com Response Time: Within 48 hours

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By using HostelBuddy, you acknowledge that you have read, understood, and agree to this Privacy Policy.

This Privacy Policy is compliant with:

• Information Technology Act, 2000 (India)
• GDPR principles (if applicable)
• Industry best practices for data protection