Privacy Policy

Effective date: 3 August 2026

Last updated: 3 August 2026

This Privacy Policy explains how Nivas Portal, Sole Proprietor, operating as Nivas Portal ("Nivas Portal", "we", "us", "our"), collects, uses, discloses and protects personal data through the website and web application at nivasportal.com(the "Service"). It is written to align with India's Digital Personal Data Protection Act, 2023 ("DPDP Act") and the Information Technology (Reasonable Security Practices and Sensitive Personal Data or Information) Rules, 2011.

By using the Service, you agree to the collection and use of information as described here. If you do not agree, please do not use the Service.

1. Who this policy applies to

The Service is used by housing societies (apartment complexes, CHS, RWAs and villa townships) and the people connected to them: the committee/administrators who register and run a society on the platform, accountants, unit owners, tenants, staff, and security guards. Each of these is referred to below as a "User."

Important distinction for committees and administrators: when a society's committee registers on Nivas Portal and adds or invites its residents (owners/tenants) — including by bulk CSV upload of names, emails, phone numbers and unit numbers — the society is the data fiduciary for that resident data under the DPDP Act, and Nivas Portal acts as the data processor providing the underlying platform. Committees are responsible for having a lawful basis (typically consent, or the resident's own society membership/tenancy relationship) before uploading a resident's personal data, and for informing residents that their data has been added to the platform. Nivas Portal is not in a position to independently verify this consent chain for every society.

2. Data we collect

Account & identity data

Name, email address, phone number, password (stored as a Firebase Authentication hash, never in plain text), and, if you sign in with Google, your Google account email and display name.

Society & unit data

Society name and address, GST number and UPI payment ID (if configured), unit/flat numbers, and each unit's owner/tenant name, email and phone number as entered by the committee.

Financial & billing data

Maintenance bills and charges, payment records and self-reported UTR/reference numbers for UPI payments, expense and income entries, Fixed Deposit records, and defaulter/dues-ageing status. Nivas Portal does not process card payments or hold banking credentials — UPI payments happen directly between the resident and the society via the resident's own UPI app; we only store the amount and reference number entered afterwards.

Staff, vehicle & visitor data

Staff directory entries including police-verification status, vehicle/parking details (vehicle number, owner, QR sticker code), and visitor logs (visitor name, phone, host unit, entry/exit time).

Complaints, notices & documents

The content of complaints and comments residents file, notices/circulars committees post, and documents uploaded to the document vault (e.g. society bye-laws, insurance and fire-safety certificates).

Emergency SOS data

If you use the one-tap Emergency SOS feature, we record your unit number, the emergency category you select, and the timestamp, and share it with your society's security guards and committee.

Device & usage data

Push-notification tokens (Firebase Cloud Messaging) so we can deliver alerts to your device, and product usage analytics via Google Analytics 4 (pages viewed, features used, aggregate/anonymized where possible) to understand how the Service is used and improve it.

Cookies & local storage

We use Google Analytics cookies for usage analytics, and browser local storage for functional purposes only (e.g. remembering that you've dismissed the onboarding welcome tour). We do not use third-party advertising cookies or ad-tracking networks.

3. How we use your data

We use the data described above to: provide and operate the Service (billing, notices, complaints, visitor logs, SOS alerts); send transactional emails (bill generated, payment confirmed, notice posted, invitations, password resets) and push notifications; provide customer support; maintain and improve the Service, including through aggregate usage analytics; detect and prevent fraud, abuse and security incidents; and comply with applicable law.

We do not sell personal data.

4. Marketing communications & monetization

Registering a society, or creating an account to join one, is treated as consent to receive occasional marketing and promotional email from us — new features, upgrade offers, and similar product updates — for as long as your account or society remains registered. This is separate from, and never affects, the transactional emails needed to operate your society (bills, payments, notices, invitations, password resets).

We also reserve the right to monetize the Service by displaying affiliate links, sponsored offers, or Community Partner placements to residents within the Service (for example, on the resident dashboard). These are commercial placements shown as part of using the Service, not personal-data-driven advertising — we do not share your personal data with affiliate or sponsor partners for targeting purposes.

5. Who we share data with

We share data with the following categories of service providers, solely to operate the Service:

• Google Firebase / Google Cloud Platform — authentication, database (Firestore), file storage, and server-side functions. Some of this infrastructure runs on Google Cloud data centers located outside India, including in the United States, meaning your data may be processed and stored internationally.
• Transactional email providers (Resend, SendGrid and/or Amazon SES, depending on active configuration) — used only to deliver the emails described above.
• Google Analytics — aggregate product usage analytics.
• WhatsApp Business Platform (Meta) — only if and when a society enables WhatsApp notifications; as of this policy's effective date this integration exists in our systems but is not active for any society.

We may also disclose data if required by law, court order, or governmental request, or to protect the rights, property or safety of Nivas Portal, our users, or the public. Within a society, data is visible to other members according to their role (e.g. a committee member can see billing data; a security guard cannot).

6. Data retention

We retain personal data for as long as your account or your society's subscription is active, and for a reasonable period afterward to comply with legal, tax and accounting obligations — financial records such as bills, payments and expenses are typically retained for at least eight years, consistent with Indian tax and companies' record-keeping norms. A society's committee may request deletion of specific resident data or full account closure by writing to us; we will act on such requests except where retention is legally required.

7. How we protect your data

All data is transmitted over encrypted HTTPS connections and stored on Google Firebase infrastructure with encryption at rest. Access within the Service is role-based — a member only sees the data their role is permitted to see — and each society's data is logically isolated from every other society's. No method of transmission or storage is 100% secure, and we cannot guarantee absolute security.

8. Children's data

The Service is intended for use by adults (18 years or older) acting as society administrators, owners, tenants, staff or security personnel. We do not knowingly collect personal data directly from children. If you believe a child's data has been provided to us without appropriate consent, please contact us and we will address it.

9. Your rights

Subject to the DPDP Act and applicable law, you have the right to:

• Access a summary of the personal data we hold about you;
• Request correction or updating of inaccurate or incomplete data;
• Request erasure of your personal data, subject to our legal retention obligations described above;
• Withdraw consent to processing at any time, where consent is the basis for processing (this may limit or end your ability to use the Service);
• Nominate another individual to exercise these rights on your behalf in the event of your death or incapacity, as provided under the DPDP Act;
• Lodge a grievance with us (see below), and thereafter with the Data Protection Board of India if unresolved.

To exercise any of these rights, email support@nivasportal.com. Requests concerning resident data uploaded by a society should generally go through that society's committee, since they control that data.

10. Grievance Officer

In accordance with the Information Technology Act, 2000 and rules made thereunder, the Grievance Officer for Nivas Portal is:

We will acknowledge and address grievances within the timelines prescribed by applicable Indian law (currently 30 days).

11. Changes to this policy

We may update this Privacy Policy from time to time. Material changes will be reflected by an updated "Last updated" date on this page, and where appropriate, communicated by email or in-app notice.

12. Governing law

This policy is governed by the laws of India. Courts at Thane, Maharashtra shall have exclusive jurisdiction over any disputes arising from it.

13. Contact us

Questions about this policy or your data can be sent to support@nivasportal.com or enquiry@nivasportal.com.