Privacy Policy — HostelOS (The Hostel Yard)

Last updated: July 15, 2026

This Privacy Policy explains how HostelOS ("we," "our," "the App") collects, uses, stores, and protects your information when you use our mobile application and related services.

1. Information We Collect

Account information

• Full name, phone number, email address
• Gender and date of birth (optional)
• Profile photo/avatar

Identity verification (KYC)

• Government-issued ID documents you upload for verification purposes: Aadhaar card and PAN card
• A selfie photo for identity confirmation
• Verification status and any rejection reasons provided by hostel staff

Emergency contact information

• Name, phone number, and relationship of an emergency contact you provide

Hostel operations data

• Room and bed assignment
• Maintenance/complaint tickets you raise, including photos you attach
• Leave applications and their approval status
• Visitor gate passes you create, including visitor name and phone number
• Notices and community board posts you view or interact with
• Mess menu preferences, if applicable

Communications and notifications

• Push notification tokens (used to deliver app notifications to your device)
• In-app messages between you and hostel staff

Payment information (when enabled)

• Rent and deposit payment records processed through our payment partner (Razorpay). We do not store your card, UPI, or bank account details ourselves — these are handled directly by our PCI-compliant payment processor.

Technical information

• Device type and operating system version
• App usage logs for debugging and security purposes (e.g. login timestamps)

2. How We Use Your Information

We use the information we collect to:

• Verify your identity and approve your tenancy
• Assign and manage your room/bed
• Process maintenance requests, leave applications, and gate passes
• Send you notices and important updates from hostel management
• Facilitate rent and deposit payments (when enabled)
• Maintain security records of visitors entering the property
• Improve and troubleshoot the App

3. Who Can See Your Information

• Hostel staff (Wardens/Support Staff) at your assigned property can see your profile, KYC documents, room assignment, and requests you submit — this is necessary for them to manage your tenancy and verify your identity.
• We do not sell your personal information to third parties.
• Service providers who process data on our behalf under strict confidentiality obligations:
  • Amazon Web Services (AWS) — file storage (KYC documents, photos) and database hosting, in the Mumbai (ap-south-1) region
  • Twilio — SMS delivery for OTP verification
  • Razorpay — payment processing (when enabled)
  • Firebase (Google) — push notification delivery
• Legal requirements — we may disclose information if required by law, court order, or to protect the safety of residents and staff.

4. Data Storage and Security

• Your data is stored on servers located in India (AWS ap-south-1, Mumbai region).
• All data transmitted between the App and our servers is encrypted using HTTPS/TLS.
• KYC documents are stored in access-controlled cloud storage, accessible only to authorized hostel staff for verification purposes.
• Passwords are never stored in plain text — they are cryptographically hashed.

5. Data Retention

We retain your information for as long as your account is active or as needed to provide you services. If you check out or your account is deactivated, we retain your data for a reasonable period as required for legal, accounting, or dispute-resolution purposes, after which it is deleted or anonymized.

6. Your Rights

You can:

• Request a copy of the personal data we hold about you
• Request correction of inaccurate information via your profile settings
• Request deletion of your account and associated data, subject to any legal retention requirements
• Withdraw consent for optional data (e.g. profile photo) at any time

To exercise these rights, contact us at the email below.

7. Children's Privacy

The App is intended for use by hostel residents, staff, and management, and is not directed at children under the age of 18. We do not knowingly collect information from children.

8. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes through the App or via email. Continued use of the App after changes constitutes acceptance of the updated policy.

9. Contact Us

If you have questions about this Privacy Policy or how your data is handled, contact us at: