Legal

Privacy Policy

How SWA Society collects, uses, protects, and shares your housing society data.

Last updated: 02 November 2026 · Effective immediately

Contents

  1. Information We Collect
  2. How We Use Your Information
  3. How We Share Information
  4. Data Security
  5. Data Retention
  6. Your Rights
  7. Cookies & Tracking
  8. Children's Privacy
  9. Changes to This Policy
  10. Contact Us

Welcome to SWA Society ("we", "us", "our"). This Privacy Policy explains how we collect, use, disclose, and safeguard information when your housing society uses our cloud-based Society Management Software. This policy applies to all users — society administrators, committee members, owners, and tenants — accessing swasociety.com and app.swasociety.com.

Summary: We collect only what's needed to run your society. We never sell your data. Each society's data is isolated from every other society. You can request deletion at any time.

1. Information We Collect

1.1 Information You Provide

  • Society Information: Society name, registration number, address, contact person, PAN, GSTIN, bank details
  • Member Information: Name, flat/unit number, wing, ownership type (owner/tenant), email, mobile number, address
  • Financial Information: Billing records, payment records, receipts, expense vouchers, ledger entries, bank statements you import
  • Account Credentials: Username, encrypted password, role (admin/owner/tenant/committee)
  • Communication: Notices posted, complaints raised, amenity bookings, helpdesk tickets

1.2 Information Collected Automatically

  • IP address, browser type, device type, operating system
  • Pages visited within the platform, time spent, actions taken
  • Login timestamps and audit logs (required for compliance)
  • Cookies for session management and security

1.3 Information from Third Parties

  • Payment confirmation data from Razorpay or Stripe (we do not store card details)
  • Bank statement data you upload for reconciliation

2. How We Use Your Information

We use the information we collect to:

  • Provide, operate, and maintain the SWA Society platform
  • Process maintenance billing, receipts, payments, and reconciliation
  • Maintain accurate general ledgers and generate financial reports
  • Send transactional emails, WhatsApp messages, and SMS notices
  • Enforce role-based access control and protect against unauthorized access
  • Comply with Indian statutory requirements for cooperative housing societies
  • Improve the platform, fix bugs, and develop new features
  • Respond to support requests and communicate about your account

We do not use your society's financial or member data for marketing, profiling, or any purpose unrelated to operating your account.

3. How We Share Information

We do not sell your data. We share information only in these limited cases:

  • Within your society: Committee admins can access all society records. Owners/tenants can access only their own records.
  • Service Providers: Razorpay/Stripe (payments), AWS (hosting), WhatsApp/SMS gateways (communications). These providers are contractually bound to protect your data.
  • Legal Requirements: If required by Indian law, court order, or to protect rights and safety.
  • With Your Consent: Any other sharing with your explicit approval.

4. Data Security

We employ industry-standard security measures:

  • Encryption in Transit: All traffic is served over HTTPS/TLS 1.2+
  • Password Security: All passwords are hashed with bcrypt (cost factor 12)
  • Database Isolation: Each society's data is logically isolated. Cross-society queries are prevented at the application layer.
  • Access Control: Role-based permissions limit data access to authorized users only
  • Audit Logs: All critical actions are logged for traceability
  • Regular Backups: Encrypted backups taken daily and stored redundantly
  • Infrastructure: Hosted on SOC 2 compliant cloud infrastructure (AWS)

While we take every reasonable precaution, no system is 100% secure. If you discover a vulnerability, please report it to swasocietyfirebase@gmail.com.

5. Data Retention

We retain your society's data for as long as your account is active. If you cancel:

  • Your data remains accessible for 90 days for export
  • After 90 days, all data is permanently deleted from our active systems
  • Backups are purged within 180 days
  • Audit logs and financial compliance records may be retained longer if required by law

6. Your Rights

As a data subject under Indian and applicable international law, you have the right to:

  • Access: Request a copy of all data we hold about you
  • Correction: Update inaccurate or incomplete information
  • Deletion: Request deletion of your personal data (subject to legal retention requirements)
  • Export: Receive your data in a portable format (CSV / Excel / PDF)
  • Objection: Object to certain processing activities
  • Withdraw Consent: Withdraw consent where processing is based on consent

To exercise any right, email swasocietyfirebase@gmail.com. We respond within 30 days.

7. Cookies & Tracking

We use cookies strictly for:

  • Session Management: Keeping you logged in
  • CSRF Protection: Security tokens to prevent cross-site attacks
  • Preferences: Theme, sidebar state, language

We do not use advertising or third-party tracking cookies on our platform. Analytics, where used, is aggregated and anonymized.

8. Children's Privacy

SWA Society is not intended for use by anyone under 18. We do not knowingly collect personal information from children. If you believe a minor has provided us data, contact us and we will delete it.

9. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated via email and a prominent notice on the platform at least 30 days before they take effect. Continued use after the effective date constitutes acceptance.

10. Contact Us

For any questions about this Privacy Policy:

This Privacy Policy is compliant with the Information Technology Act, 2000, the IT (Reasonable Security Practices) Rules, 2011, and aligned with GDPR principles.