Privacy Policy

This Privacy Policy details how CHSMGR Software Systems ("CHSMGR", "we", "us", or "our") collects, processes, stores, and protects personal, financial, and operational information when you access our cloud ERP software, portals, APIs, and associated web applications.

This policy applies to:

• Housing Society Managing Committees: Chairpersons, Secretaries, Treasurers, and Committee Members administering societies.
• Residents & Property Owners: Flat owners, co-owners, and registered tenants accessing their member dashboards.
• Society Staff & Gate Security: Security personnel, facility managers, and gatekeepers logging visitor activity.
• Public Website Visitors: Individuals browsing our landing page, subscription catalog, and knowledge base.

We collect only the information strictly necessary to facilitate co-operative housing society administration, statutory bookkeeping, visitor safety, and amenity coordination:

• Housing Society Profile: Society legal name, registration number, address, city, pincode, total units/wings, and bank account names used for voucher ledgers.
• Resident & Member Records: Full name, wing, flat number, primary email address, mobile phone number, residency status (owner or tenant), and authorized four-wheeler/two-wheeler vehicle numbers.
• Gatekeeper & Visitor Logs: Visitor full name, contact phone number, vehicle registration plate, target unit/flat visited, purpose of entry (guest, delivery, cab, contractor), timestamp of check-in and check-out, and optional visitor verification photo.
• Financial, Billing & Accounting Records: Maintenance bills, bill head breakdowns (sinking fund, repair fund, service charge), invoice issue and due dates, payment receipts, bank voucher references, and statutory double-entry journal logs.
• Complaints & Helpdesk Submissions: Ticket titles, category (plumbing, electrical, security), issue descriptions, priority levels, and resolution status notes.
• Technical & Session Data: IP address, device user agent, session cookies for login authentication, and CSRF security tokens.

Your data is processed strictly for legitimate society management operations, including:

• Statutory Maintenance Invoicing: Generating accurate monthly or quarterly maintenance bills in strict compliance with society bye-law formulas.
• Double-Entry Accounting & Audit Trail: Recording receipts, expense vouchers, journal entries, and generating statutory balance sheets and trial balances for mandatory annual audits.
• Gatekeeper Verification & Security: Allowing security guards to verify visitors, pre-authorize guests, and maintain an indisputable digital gate log.
• Automated Notifications: Sending bill reminders, payment receipts, visitor arrival alerts, and urgent society notices to residents via email or SMS.
• Amenity Booking & Facility Scheduling: Managing slot reservations for clubhouses, tennis courts, and community halls.
• Security Auditing & Fraud Prevention: Preserving immutable system activity logs for administrative accountability.

CHSMGR enforces multi-layered data segregation to ensure complete confidentiality:

• Database Multi-Tenant Partitioning: Each housing society's data is logically segregated using tenant identifiers. Society A can never view, query, or modify records belonging to Society B.
• Granular Role-Based Permissions (RBAC):
  • Super Admin: Platform infrastructure maintenance and global subscription licensing.
  • Society Admin (Secretary/Chairman): Full management of wings, residents, billing, and accounting for their specific society.
  • Committee Member / Treasurer: Financial voucher preparation, bill generation, and reports.
  • Resident / Flat Owner: Self-service access restricted exclusively to their own flat's maintenance bills, payment history, registered vehicles, and complaint tickets.
  • Gatekeeper: Dedicated kiosk interface restricted exclusively to visitor check-in/out and vehicle entry logging.

Financial security is paramount in housing society operations:

• PCI-DSS Level 1 Compliance: All online subscription renewals and maintenance bill payments are processed directly via Razorpay, an RBI-authorized, PCI-DSS Level 1 certified payment aggregator.
• No Storage of Sensitive Card Credentials: CHSMGR never stores, views, or retains credit card numbers, debit card numbers, CVVs, card expiry dates, or UPI MPINs on our servers.
• Transaction Reference Storage: We only store non-sensitive transactional identifiers (Razorpay Order ID, Payment ID, payment method type, and transaction timestamp) to generate statutory receipts and reconcile society ledgers.
• End-to-End Encryption: All checkout transmissions are protected with TLS 1.3 cryptographic 256-bit SSL encryption.

We align our data retention schedules with statutory cooperative society regulations:

• Accounting & Ledger Records: Under Co-operative Societies Acts and tax regulations, financial records (bills, vouchers, cashbooks, balance sheets) are retained for a minimum statutory period of 7 years to facilitate government audits.
• Visitor Gate Logs: Visitor entry records are retained for a standard operational period (default: 90 to 180 days) or as customized by the society managing committee, after which they are systematically purged.
• Post-Subscription Standby Window: Following subscription expiration, society databases remain safeguarded in an encrypted standby state for 60 calendar days, during which authorized administrators may download full CSV/Excel archives.
• Right to Erasure: Upon formal termination of services and expiration of statutory audit retention obligations, societies may request complete database sanitization.

Our use of cookies and web technologies is designed to prioritize user privacy:

• Strictly Necessary Cookies: We utilize secure HTTP session cookies and cryptographic tokens solely for maintaining user authentication state and verifying Cross-Site Request Forgery (CSRF) protection.
• Public Portal Analytics & Advertising: Contextual analytics (GA4) is used strictly on public, unauthenticated landing pages to evaluate platform performance.
• Exclusion of Paid Subscribed Users from Analytics: In accordance with our privacy-by-design architecture, all Google Analytics (GA4) tracking tags and scripts are completely stripped and deactivated for all paid subscribed housing societies, authenticated resident portals, and internal accounting ledgers.

In accordance with the Digital Personal Data Protection Act, 2023, data principals (society members and administrators) hold the following rights:

• Right to Access & Summary: Request an overview of personal data maintained within your society account.
• Right to Correction & Updating: Correct inaccurate phone numbers, vehicle registrations, or contact details directly via your profile portal or through your society secretary.
• Right to Data Portability: Society administrators have full capability to export resident lists, vehicle directories, and voucher journals in structured CSV format at any time.
• Right to Grievance Redressal: Direct complaints regarding privacy compliance to our designated Grievance Officer.

In accordance with the Information Technology Act, 2000 and the Digital Personal Data Protection Act, 2023, the contact details of our designated Grievance Officer are provided below: