Privacy notice

Your housing society is the Data Fiduciary. It decides why and how members’ personal data is processed and is accountable for it under the DPDPA.

Society OS is the Data Processor. We process personal data only on the documented instructions of your society and only to run the accounting service — we never sell it, never use it for advertising, and never repurpose it for our own ends.

Each society designates a Grievance Officer (usually the treasurer or secretary) whose contact details appear on your society’s receipts and in its settings. For concerns about the platform itself, see the grievance page.

We keep collection to the minimum needed to run society accounts:

• Member and resident name, flat/unit, and occupancy (owner or tenant).
• Contact details — email and phone — where provided, to send receipts and reminders.
• Financial records — dues, receipts, payments, vouchers, bills, and bank narrations.
• For committee logins — the email address used to sign in.
• Uploaded documents you choose to add — vendor bills and payment screenshots.

We do not collect Aadhaar numbers or dates of birth. There are no fields for them anywhere in the product. Please don’t enter them in free-text notes.

Personal data is used strictly for the accounting purposes your society signed up for: raising and settling dues, issuing receipts, recording expenses and approvals, tracking corpus and project funds, generating statutory and audit reports, and communicating those to members. We do not process it for any incompatible purpose.

Some optional features use artificial intelligence. Where they do, the AI model is provided by Anthropic, which acts as our sub-processor. AI is used only to assist a human — it never posts to the ledger on its own, and every AI feature has a manual alternative. A society can switch AI off entirely in settings.

What each feature sends to the sub-processor is limited by design:

• Bill reading (OCR): the vendor bill image you upload, as-is. A bill may contain a vendor’s name, GSTIN or PAN and other printed text.
• Bank reconciliation suggestions: bank-generated transaction narrations, amounts and dates, plus opaque flat codes — never resident names or phone numbers as structured fields. We mask phone-like numbers and UPI handles in narrations before sending; however, a bank narration can still contain a payer’s residual name that we cannot reliably strip, and such text may reach the sub-processor.
• Monthly treasurer note: only category and account aggregates and flat codes — no individual contact details.

Payloads are sent over encrypted connections. We meter AI usage per society and disclose it in settings.

Data is hosted on managed cloud infrastructure in India. Financial records — the ledger, receipts, vouchers and supporting bills — are retained for eight (8) years to meet income-tax, co-operative and audit obligations. This statutory retention overrides an erasure request for those specific records: we may keep them until the retention window ends, even after you ask for deletion, and delete them thereafter unless a legal hold applies.

Data that is not subject to a retention obligation is deleted when it is no longer needed, or on your society’s instruction.

Under the DPDPA you may ask your society to:

• Access a summary of the personal data held about you and how it’s used.
• Correct or complete inaccurate or outdated details.
• Erase your personal data — subject to the 8-year retention of financial records described above, which we are legally required to keep.
• Nominate another person to exercise your rights if you are unable to.
• Withdraw consent for processing that relied on consent, going forward.

Raise these with your society’s Grievance Officer. We help your society fulfil them, including producing a per-member data export.

We apply reasonable safeguards: encryption in transit, row-level access controls so a society only ever sees its own data, an append-only audit trail, and least-privilege service access.

If a personal-data breach occurs, our protocol is to intimate the Data Protection Board of India without delay, notify the affected society and members as required, and provide a detailed report within 72 hours covering the nature, scope, likely impact and remedial measures.

First contact your society’s designated Grievance Officer. For the Society OS platform, write to privacy@societyos.in. We acknowledge promptly and resolve every grievance within 90 days. If you remain dissatisfied, you may escalate to the Data Protection Board of India. Full details are on the grievance page.

We may update this notice as the law or the product evolves. Material changes will be communicated to societies, and the “last updated” date above will change.