Privacy Policy

1. Information We Collect

HostelSync collects information that you provide directly to us when using our service. This includes:

Account Information

• Name and email address
• Phone number (optional)
• Account credentials (securely hashed password)
• Profile information

Hostel Data

• Hostel names, addresses, and property details
• Room information and configurations
• Occupant names and contact details
• Rent payment records (manually entered by you)
• Warden and staff information

Usage Information

• Log data including IP address and browser type
• Pages visited and features used
• Time and date of access
• Device information

2. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve HostelSync services
• Process your subscription payments
• Send you technical notices and support messages
• Respond to your comments, questions, and requests
• Monitor and analyze trends, usage, and activities in connection with our services
• Detect, prevent, and address technical issues
• Provide customer service and support
• Send you updates about new features or changes to our service (you can opt out)

We will never sell your personal information to third parties or use your hostel data for any purpose other than providing the HostelSync service to you.

3. Data Storage and Security

Your data is stored securely using Convex, a modern backend platform with enterprise-grade security measures. We implement appropriate technical and organizational measures to protect your data against unauthorized access, alteration, disclosure, or destruction.

Security measures include:

• Data encryption in transit (HTTPS/TLS)
• Data encryption at rest
• Secure authentication and authorization mechanisms
• Regular security audits and updates
• Access controls and activity logging
• Regular automated backups

While we strive to protect your data, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security but we are committed to protecting your information to the best of our ability.

4. Payment Information

Subscription Payments: All subscription payments are processed securely through Razorpay, a PCI DSS compliant payment gateway. HostelSync does not access, store, or process your credit card information, bank account details, or any other sensitive payment credentials. All payment data is handled directly by Razorpay.

Rent Payments: HostelSync does not process or hold any rent payments from your hostel occupants. Rent collection is managed offline by you, and you manually record payment information in the system. We only store the payment records you enter, not actual payment credentials or transaction data.

5. Cookies and Tracking

HostelSync uses cookies and similar tracking technologies to provide and improve our service. Cookies are small data files stored on your device that help us:

• Keep you logged in
• Remember your preferences
• Understand how you use our service
• Improve user experience

You can control cookies through your browser settings. However, disabling cookies may affect the functionality of HostelSync.

6. Data Retention

We retain your account information and hostel data for as long as your account is active or as needed to provide you with services.

If you cancel your subscription:

• Your data remains accessible for 30 days to allow you to export it
• After 30 days, all your data is permanently deleted from our systems
• Backup copies are deleted within 90 days of account cancellation

We may retain certain information for legitimate business purposes or as required by law, such as transaction records for accounting and tax purposes.

7. Your Rights

You have the following rights regarding your personal data:

• Access: You can access your personal data through your account dashboard
• Correction: You can update or correct your information at any time
• Deletion: You can delete your account and all associated data
• Export: You can export your data in standard formats (CSV/Excel)
• Objection: You can object to certain processing of your data
• Portability: You can request your data in a machine-readable format

To exercise these rights, contact us at support@hostelsync.com or use the tools available in your account settings.

8. Third-Party Services

HostelSync uses the following third-party services:

• Convex: Backend database and application platform
• Razorpay: Payment processing for subscriptions
• Vercel: Hosting and content delivery

These services have their own privacy policies and we encourage you to review them. We only share information with these services that is necessary to provide HostelSync functionality.

9. Children's Privacy

HostelSync is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children under 18. If you believe we have collected information from a child under 18, please contact us immediately.

10. Changes to Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last updated" date.

We encourage you to review this Privacy Policy periodically. Your continued use of HostelSync after any changes constitutes your acceptance of the new Privacy Policy.

11. Contact for Privacy Concerns

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

• Email: privacy@hostelsync.com
• Support: support@hostelsync.com
• Website: https://hostelsync.com/contact

We will respond to your inquiry within 30 days.