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Privacy policy

Last updated: 2026-06-11

This privacy policy explains how Sdesizns Tech Private Limited (“HoodDesk”, “we”, “us”, “our”), the operator of the HoodDesk society management platform at hooddesk.com, collects, uses, stores, and protects personal data. It is written in line with the principles of India's Digital Personal Data Protection Act, 2023 (“DPDP”), and follows the data minimisation, purpose limitation, and security-by-design practices we apply across the product.

1. Who this policy applies to

This policy covers personal data of (a) committee members and society administrators using HoodDesk, (b) residents and family members enrolled by their society, (c) security guards using the gate app, (d) approved vendors using the vendor portal, and (e) visitors to hooddesk.com who submit demo or sales inquiries.

2. What we collect

  • Identity data: full name, phone number, email (where provided), photograph (only at the gate, where the society opts in).
  • Society data: society name, address, block/flat assignment, vehicle plate, family relationships, tenancy state.
  • Operational data: visitor entries, notices issued, bills raised, complaints filed, amenity bookings, documents uploaded by the committee.
  • Sales lead data: when you submit the demo-request form on hooddesk.com, we collect your name, phone, email (optional), society name (optional), unit count, city, and message.
  • Technical data: IP address, device user-agent, app version, log timestamps — used for security, abuse prevention, and incident response.

We do not collect Aadhaar numbers, PAN, biometric templates, financial account credentials, or precise device location. Where the society opts into face recognition or licence-plate recognition as a feature, those modules operate strictly inside the society's tenant, and recognition data is retained only for the configured window.

3. How we use it

  • To operate the HoodDesk platform and provide the modules your society has subscribed to.
  • To send notice deliveries, OTP messages, payment receipts, and committee notifications.
  • To respond to demo or sales inquiries you initiate on hooddesk.com.
  • To detect and prevent abuse, security incidents, and fraud.
  • To meet legal, tax, and regulatory obligations.

We do not sell personal data, we do not run advertising, and we do not share resident or society data with third parties except as described in section 5 below.

4. How long we keep it

Operational records (visitor entries, notices, bills, complaints) are retained for the lifetime of your subscription. Visitor photographs and guard-captured media are retained per the society's configured retention window (default 30 days). Audit-log entries are retained for at least 12 months and may be retained longer where required by law. Demo / sales lead records are retained for up to 24 months unless you ask us to delete them sooner.

5. Who we share with

We share data only with sub-processors strictly necessary to operate the platform — cloud hosting, transactional SMS/WhatsApp delivery, push notification delivery, payment processing — each bound by data protection terms aligned with this policy. We will also disclose data when required by lawful court orders, statutory notices, or to protect the safety of users.

6. Your rights

Subject to verification and applicable law, you have the right to:

  • Access the personal data we hold about you.
  • Request correction of inaccurate data.
  • Request erasure (where retention is not legally required).
  • Withdraw consent for any optional processing.
  • Lodge a grievance with our Data Protection Officer.

Residents typically exercise these rights through the society administrator, who is the data fiduciary for the society's records. Where the society administrator is unable to help, you may write to us directly at privacy@hooddesk.com.

7. Security

HoodDesk enforces multi-tenant isolation at the PostgreSQL row level, encrypts all data in transit, and rate-limits authentication endpoints. We maintain an append-only audit log of state-changing actions, and we follow secure software development practices including code review, dependency scanning, and least-privilege database roles.

8. Cookies and tracking

hooddesk.com uses strictly necessary cookies only. We do not run third-party advertising trackers. Analytics, if added in the future, will be limited to first-party, privacy-preserving aggregate metrics.

9. Changes

We may update this policy over time. Material changes will be announced via banner on hooddesk.com and email to active subscribers. The “last updated” date at the top reflects the most recent revision.

10. Contact

Data Protection Officer
Sdesizns Tech Private Limited
privacy@hooddesk.com