Privacy Policy

Depending on your role, we collect:

• Account details — name, email, phone number, and role.
• Student profile details — date of birth, gender, college/course, address, and guardian and emergency contact name/phone (collected because many residents are students, and a guardian contact is standard hostel-safety practice).
• Residency & operational records — room/bed allocation history, attendance, complaints and their resolution, visitor log entries, and notices sent to you.
• Fee records — charges, payments, and receipts. We record the amount, method, and date of a payment; we do not collect or store payment card numbers (payments are recorded by hostel staff, not processed by us — see our Terms).
• Audit and security data — an internal log of who changed what and when, kept for accountability and to investigate misuse if it's ever reported.

Solely to operate the hostel or PG your organization runs (or that you live in, if you're a student): allocating rooms, billing and tracking fees, recording attendance, handling complaints, sending notices, and logging visitors. We don't use your data for advertising, and we don't sell it.

We use a small number of service providers ("processors") to run the platform, each only for the specific job below — we don't share your data with anyone else, and never for marketing:

• Supabase — hosts our database and any uploaded files (e.g. a hostel's cover photo).
• Resend — delivers transactional emails we send you (sign-in codes, fee reminders, notice alerts).

We may also disclose data if required by law, or to a platform administrator reviewing your organization's account as part of our normal approval process.

Many hostel residents are students, some of whom may be under 18. Where a resident is a minor, we rely on their enrolling organization (the hostel) and, where applicable, their guardian, to have obtained appropriate consent before entering that student's data into the platform — this is why guardian and emergency contact fields exist alongside a student's own profile. If you believe a minor's data was added without appropriate consent, contact us using the details in Section 8.

We retain your data for as long as your organization's account is active, and for a reasonable period after — including while a workspace is suspended, per our Terms — to meet legal, accounting, and dispute-resolution needs. You can request deletion as described in Section 6.

Under India's Digital Personal Data Protection Act, 2023, and as a matter of general good practice regardless of where you're located, you have the right to:

• Access the personal data we hold about you.
• Correct inaccurate data.
• Request erasure of your data, subject to our legal/accounting retention needs.
• Raise a grievance about how your data has been handled.

To exercise any of these, contact our Grievance Officer at privacy@hostelmanager.tractzo.com. If you're a student or staff member added by an organization, some requests (like correcting your profile) may be faster to resolve by asking that organization's Owner/Manager directly, since they manage your record day to day.

Every organization's data is isolated from every other organization's at the database level. Every meaningful change to a record is logged with who made it and when, for accountability. Data is encrypted in transit. No system is perfectly secure, but we take reasonable, verified measures to protect your data rather than just asserting we do.

We use a single essential cookie to keep you signed in (via NextAuth). We don't use advertising or analytics cookies.

We may update this policy from time to time. We'll update the effective date above when we do.

privacy@hostelmanager.tractzo.com · +91 9588078913 · Contact page