StayDesk ("we," "our," or "us") is a paying guest (PG) and hostel management application developed and operated by Evertics Infotech, Kerala, India. This Privacy Policy explains how we collect, use, store, share, and protect your personal information when you use the StayDesk mobile application and related services (collectively, the "Service"). By using StayDesk, you agree to the practices described in this policy.
Information We Collect
Information You Provide
| Data Type | Examples |
|---|---|
| Account Information | Name, email address, phone number, password |
| Property Details | Property name, address, room/bed configurations, amenities, photos |
| Resident Information | Resident name, phone number, emergency contact, ID proof details, check-in/check-out dates, room/bed assignments |
| Financial Information | Rent amounts, payment records, deposit details, invoice history, subscription/billing information |
| Communications | Messages, support requests, feedback submitted through the app |
Information Collected Automatically
| Data Type | Details |
|---|---|
| Device Information | Device model, operating system version, unique device identifiers, app version |
| Usage Data | Features used, screens viewed, actions taken, timestamps, crash logs |
| Push Notification Tokens | Firebase Cloud Messaging (FCM) tokens for delivering notifications |
Information from Third Parties
We may receive transaction confirmation data from our payment processor (Razorpay) to verify and record payments made through the app.
How We Use Your Information
We use the information we collect for the following purposes:
- Service Delivery: To create and manage your account, enable property and resident management, process rent payments, generate invoices and receipts, and facilitate room/bed assignments and changes.
- Communications: To send transactional notifications (payment reminders, rent due alerts, booking confirmations) via push notifications, WhatsApp, or email.
- Subscription Management: To manage your StayDesk subscription plan, process subscription payments, and enforce plan-based feature limits.
- Improvements: To analyze usage patterns, fix bugs, improve app performance, and develop new features.
- Security: To detect and prevent fraud, abuse, and unauthorized access to accounts.
- Legal Compliance: To comply with applicable laws, regulations, and legal processes.
Legal Basis for Processing
We process your personal information on the following legal bases:
- Contractual Necessity: Processing required to provide the StayDesk service you have subscribed to.
- Consent: Where you have given explicit consent, such as opting in to WhatsApp notifications or push notifications.
- Legitimate Interests: To improve our services, ensure security, and prevent fraud, balanced against your privacy rights.
- Legal Obligations: To comply with applicable Indian laws, including the Information Technology Act, 2000 and its rules, and the Digital Personal Data Protection Act, 2023 (DPDPA).
Data Sharing & Disclosure
We do not sell your personal data. We may share information only in the following circumstances:
| Recipient | Purpose | Data Shared |
|---|---|---|
| Razorpay | Payment processing | Transaction amounts, order IDs, payment status |
| Firebase (Google) | Push notifications, crash analytics | FCM tokens, device info, crash logs |
| WhatsApp Business API | Transactional notifications (via Chatber) | Recipient phone number, message content |
| Hosting Providers | Server infrastructure | All data stored on servers is hosted on secure infrastructure |
| Legal Authorities | When required by law, court order, or government request | As legally required |
All third-party service providers are contractually obligated to handle your data securely and only for the purposes specified.
Data Retention
We retain your personal information for as long as your account is active or as needed to provide you the Service. Specifically:
- Account Data: Retained while your account is active and for up to 90 days after account deletion to allow for recovery.
- Financial Records: Retained for a minimum period as required by applicable Indian tax and accounting laws (typically 7 years).
- Usage & Analytics Data: Retained in anonymized or aggregated form for service improvement.
- Crash Logs: Retained for up to 180 days for debugging purposes.
After the retention period, data is securely deleted or anonymized so that it can no longer be associated with you.
Data Security
We implement appropriate technical and organizational measures to protect your personal information, including:
- Encrypted data transmission using TLS/SSL (HTTPS)
- Hashed and salted password storage
- Role-based access controls and multi-tenant data isolation
- Regular security audits and vulnerability assessments
- Secure server infrastructure with restricted access
While we strive to protect your personal data, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security.
Your Rights
Depending on your location and applicable laws, you may have the following rights regarding your personal data:
Under Indian Law (DPDPA 2023 & IT Act 2000)
- Right to access your personal data held by us
- Right to correction of inaccurate or incomplete data
- Right to erasure / deletion of your data
- Right to withdraw consent at any time
- Right to nominate another person to exercise rights in case of death or incapacity
- Right to grievance redressal
Under GDPR (for EU/EEA Users)
- Right to access, rectification, and erasure
- Right to data portability
- Right to restrict or object to processing
- Right to lodge a complaint with a supervisory authority
Under CCPA (for California Users)
- Right to know what personal information is collected and how it is used
- Right to delete personal information
- Right to opt out of sale or sharing of personal information (note: we do not sell your data)
- Right to non-discrimination for exercising your rights
To exercise any of these rights, please contact us at the email address provided below.
Account & Data Deletion
You can request deletion of your account and associated personal data at any time by:
- Using the "Delete Account" option within the StayDesk app (Settings → Account → Delete Account)
- Sending an email to privacy@evertics.com with the subject "Account Deletion Request"
Upon receiving a deletion request, we will:
- Verify your identity
- Delete or anonymize your personal data within 30 days
- Retain only data required by law (e.g., financial records for tax compliance)
- Notify you upon completion of the deletion process
Children's Privacy
StayDesk 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 under 18, we will take steps to delete that information promptly. If you believe a child has provided us with personal data, please contact us immediately.
Third-Party Services
Our Service integrates with or relies on the following third-party services, each governed by their own privacy policies:
- Razorpay — Payment processing (Razorpay Privacy Policy)
- Firebase / Google — Push notifications, analytics, crash reporting (Firebase Privacy)
- WhatsApp Business API (via Chatber) — Transactional messaging (WhatsApp Privacy Policy)
We encourage you to review the privacy policies of these third-party services.
Changes to This Policy
We may update this Privacy Policy from time to time. When we make material changes, we will:
- Update the "Last Updated" date at the top of this page
- Notify you via in-app notification or email
- Where required by law, obtain your consent before applying changes
We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.
Contact Us
If you have any questions, concerns, or requests related to this Privacy Policy or your personal data, please contact us:
Kerala, India
Email: privacy@evertics.com
Website: staydesk.evertics.com
We aim to respond to all privacy-related inquiries within 30 days.