Privacy policy

This Privacy policy describes how Easy Connect Private Limited, the company that owns and operates ResiSmart (“ResiSmart”, “we”, “us”), collects, uses, shares and protects personal data when you use the ResiSmart website, the web dashboard, and the Resismart (society & residents), RS Guard (security guards) and RS Partner (partner businesses) mobile apps (the “Service”). It is written with the Digital Personal Data Protection Act, 2023 (India) and the Information Technology Act, 2000 in mind.

1. Who this policy covers

It applies to everyone who interacts with the Service: society administrators and committee members, residents and tenants, security guards and society staff, helpers (domestic staff, drivers, etc.) whose details are recorded, visitors whose entry is logged, partner businesses and their staff, and visitors to our website. It also covers owners of independent homes (a house that is not part of a society), their family members and tenants, the visitors they expect, and residents who buy from partner shops.

2. Our role: processor for societies, controller for accounts

• For data a society or partner enters or collects through the Service (flat and resident records, visitor logs, staff files, bills, ledgers, notices, complaints, listings), the society or partner decides why and how it is used — it is the data fiduciary/controller. ResiSmart processes that data on its instructions as a data processor. Questions about how your society uses your data should go to your society’s administrator first; we will help route them.
• For account, security, billing, support and analytics data we collect to run the Service itself, ResiSmart is the controller.

3. Data we collect

Provided by you or your society

• Identity & contact: name, phone, email, profile photo, role, flat/unit and block, ownership or tenancy status, move-in/out dates.
• Society records: blocks, flats, parking, committee terms and designations, election records, staff and helper profiles (including police-verification status where the society records it), vendor and equipment records.
• Gate & visitor data: visitor name, phone, purpose, host flat, vehicle number, entry/exit times, pass details, approval decisions, and any visitor photo the guard captures if the society enables it. Blocklist entries the society maintains.
• Finance: charge heads, bills, dues, receipts, payment mode and reference (cash/cheque/UPI/online), ledgers, budgets, fund and bank records, GST details, invoices and quotations. We do not store full card numbers or UPI PINs.
• Communications: complaints and their status history, notices, community posts and comments, reviews and ratings, support messages, and optional voice notes you record and attach to a complaint.
• Emergency: SOS/emergency alerts you raise, the time, the reporting user and, if you allow location, where the alert was raised.
• Partner data: business name, GST/registration numbers, address, catalogue and services, prices, orders, bookings, invoices, party (customer/supplier) balances.
• Marketplace: property listings you publish (including the map pin you place), enquiries you send, comparisons you save.
• Independent homes, Spend Manager, reminders, emergency card, bills & appliances, home visitors, and shop credit, points and offers: see Section 4 below for exactly what we keep and who can see it.

Collected automatically

• Device & technical: device model, OS, app version, language, IP address and time zone, recorded in server logs to keep the Service secure and working. The mobile apps contain no third-party analytics, advertising or crash-reporting SDKs and do not use the Advertising ID.
• Notifications: a push-notification token so we can deliver approvals, alerts and updates you have enabled.
• Guard & staff attendance: duty start/end times, the location at check-in/check-out (if the guard’s phone shares it), a duty selfie when a guard starts duty in the RS Guard app and, where the app asks for one, when they end it, and helper entry/exit times recorded at the gate. Location is read only at that moment — the apps never track location in the background.

4. Independent homes, spends, safety and shops — in detail

This section explains, in simple words, the data used by our newer features. Some of them are available only where we have switched them on.

Independent homes (house owners and tenants)

• Exact home location is required. To register an independent home you must write the address and set an exact map pin for the house. You can set the pin with your phone’s location, by moving the pin on the map, or by typing the numbers yourself. An address alone is not accepted. Once set, the pin can be moved but not removed.
• Who sees the exact pin: in the app, only the home owner. Tenants and family see the address. Shops and service providers see your home only as “Independent home, <your locality>”, never the private name you give your house. The pin is used to work out which shops, services and listings are near you, and by our systems to flag for our team a home whose name looks like a nearby society’s.
• ResiSmart staff: our admin console shows a home’s locality, city and PIN code, with the owner’s phone and email partly hidden. A staff member with permission can open the exact pin; each time this happens we record who opened it, when, and from which device and IP address.
• Tenant records the owner keeps: each tenant’s name, phone, email and relationship; rent, security deposit, other charges, late fees, payments and receipts; agreement details (such as stamp paper and registration numbers); the move-in inventory with photos; notices sent to tenants; and the move-out settlement.
• Tenant ID (KYC): we keep only the type of ID (Aadhaar, PAN, driving licence, voter ID, passport or other) and its last 4 characters — never the full number. The owner must confirm the tenant’s consent before saving it, and we record when. The owner may also attach a copy of the ID document, which is kept in private storage.
• Police verification: its status (not started, submitted, verified or rejected), the police station, reference number, dates, a note, and an optional copy of the document. The owner gets a few reminders to complete it.
• Who sees tenant records: the owner sees all of them. A tenant sees their own lease and rent, the names of co-tenants on the same lease (not their phone, email or ID), and only the status of police verification. A tenant does not see the tenants of other portions. The owner’s family members cannot open rent and tenant records. The owner decides which papers the tenant can see; by default these are the rent agreement and the inventory. Links to papers stop working after 5 minutes.
• Owner’s PAN: asked for only when a lease’s yearly rent is above ₹1,00,000, because tenants need it to claim HRA. It is stored encrypted and shown partly hidden (like ABCDE••••F). It is printed in full on HRA rent receipts, which the owner and the tenant can download, and partly hidden on ordinary payment receipts.
• Rent statement link: the owner can share a rent statement as a link. Anyone who has the link can open it without signing in until it expires (30 days by default, at most 90 days) or the owner cancels it.
• Meter readings: the owner records meter readings, with an optional photo of the meter. Photos are kept in private storage. A tenant sees the readings of their own portion’s meter, without the photos.
• Home visitors: when you add an expected visitor we keep their name, company (for deliveries), number of guests, expected time, arrival and leaving times, a note, and their phone number with only the first 2 and last 3 digits kept. Visit codes are stored only in scrambled form (plus their last 2 digits), and delivery OTPs are not stored. Only people living in the same portion of the home see these visits. Visit records are deleted automatically 180 days after the visit.

Bills and appliances (in a society flat or an independent home)

You can record household bills (provider, due date, amount, payments) and appliances (brand, model, purchase date, price, seller, warranty and service details, and papers such as invoices, warranty cards, manuals and photos). For bill consumer numbers and appliance serial numbers we keep only the last 4 characters. Papers are kept in private storage, and links to them stop working after 5 minutes. These records are visible only to you, unless you choose to share one with your household and the other members have also agreed to household sharing. Society admins, shops and neighbours have no access to them. Only you can edit or delete what you created.

Spend Manager

• What it keeps: a private record of your household spending and income — amount, date, category, a title and an optional note, plus any budgets and repeating entries you set. It does not store bill photos or bank details, and it does not read your SMS or your bank account.
• Entries added for you: it copies amounts from your own activity in ResiSmart — shop orders, service bookings and session packages, shop khata and subscription payments (such as milk or newspaper), society maintenance receipts (for the household head who pays them), helper payments you record, rent you pay or receive for an independent home once it is confirmed, and household bills you mark as paid. It only reads these records; it never changes them. These entries are added once you start using Spend Manager; there is no separate switch to stop them, but you can edit or hide any of them, and a hidden entry does not come back.
• Who sees your spends: only you. Society admins, committee members, shops and neighbours cannot see them. Our admin console shows ResiSmart staff only overall counts (for example, how many people use it and how many entries exist) — not amounts, categories or names. Budget alerts come only as app notifications, and exports (CSV/PDF) are made only for you.
• Family sharing only with consent: the head of the household can turn on family sharing, and every other member must agree for themselves. Members who have agreed see the household’s totals and totals per category for the members who agreed — never another member’s individual entries. Any member can stop sharing at any time; if the head turns it off, everyone’s agreement is cleared.

Reminders and document expiry

You can save reminders and the expiry dates of documents such as a passport, driving licence, vehicle RC, insurance or rent agreement. We store the type of document and the dates — never the document number, and no photo of it. Reminders come only as app notifications (not SMS or WhatsApp). A reminder is shared with your household only if you choose to share it and the other members have also agreed to household sharing; they can then mark it done.

Emergency card and SOS

• Emergency card: your blood group, allergies, your doctor’s name and phone number, and a short note. Only you can see it, from your own account. It is not sent with SOS alerts, and no society admin, guard, shop or ResiSmart staff screen shows it.
• Emergency contacts: the people you save (name, phone, relation). When you raise an SOS, they get an SMS — and, where set up, an automated phone call — only if you have turned on family alerts, and never for a silent alarm. The message gives your name, the kind of emergency and your flat or home.
• Who receives an SOS: in a society, by default the guards on duty and the committee; society admins and, for medical alerts, neighbours in your wing as the alert escalates (neighbours never for a silent alarm); and anyone else the society adds. The society can change these choices. In an independent home, your own household: when a tenant raises an SOS the owner’s side is alerted (the owner can turn this off), and when the owner raises one the tenants are alerted only if the owner turns that on.
• Location on SOS is optional. If your phone shares it, your location is saved with the alert and can be seen by everyone allowed to open that alert — you; in a society, the admins, committee members, guards and staff with safety access, and staff who respond to it; in an independent home, the household members who are alerted. The SMS and WhatsApp alert messages carry your name, the kind of emergency and your flat, not your location.

Shops: customer records, store credit, points, referrals and offers

• Customer record: when you first order from or book a shop, that shop gets a customer record for you (such as your name, phone, email, society and flat, and any delivery address you give). In the shop’s customer list your name is shortened and your phone and email are hidden until the shop has accepted an order or booking from you.
• Store credit, loyalty points and referrals: if a shop runs these, it keeps your credit balance, points, a referral code, a history of each credit and points entry, and who referred whom. These are kept separately for each shop; one shop cannot see another shop’s records. You can see your own balance, points and history in the app. Opening a shop’s wallet page when that shop runs referrals adds you to that shop’s customer list. Points expire after the number of days the shop sets (365 days unless the shop changes it), and we remind you 7 days before points expire.
• Offers from shops (marketing): a shop can send offers to app users who are its customers. These come only as app notifications — never SMS or WhatsApp — and you get at most one offer from the same shop in 24 hours. The shop picks groups using its own customer data (for example tags, society or block, and how much, how often or how recently you bought); it sees only how many people an offer will reach, never who they are. You can stop offers from one shop in that shop’s page in the app, or stop all shop offers by turning off “Offers from shops you buy from” in your notification settings. Order updates and alerts you asked for are not marketing and still arrive.

Property listings

On listing pages, maps and searches, a listing’s position is shown only approximately — at a point inside the same square of about 500 metres as the real location — and distances are rounded to whole kilometres. The exact address is shown only in the listing’s own edit form. The lister’s phone number is hidden unless they choose to show it; even then, a visitor who is not signed in must first confirm their own phone number with a one-time code to see it. When you send an enquiry, the person who posted the listing (or the flat’s owner) receives your name, phone number and message.

5. App permissions and why we ask

The apps do not request access to your contacts, call logs or SMS messages. We do not sell personal data, and we do not use it for advertising.

6. How we use data

• To provide the Service: gate approvals, billing and receipts, complaint workflows, notices, bookings, orders and all other features you or your society use.
• To secure the Service: authentication, fraud and abuse prevention, audit trails (for example who approved a visitor or edited a bill).
• To communicate: transactional notifications, alerts, dues reminders and support replies via push, SMS, WhatsApp or email.
• To bill societies and partners for their plan and to keep tax and accounting records.
• To improve the Service using our own server logs and your feedback.
• To comply with law and respond to lawful requests.

Legal basis: performance of our contract with you or your society; your consent (e.g., camera, location, marketing); our legitimate interests in running a secure service; and compliance with legal obligations.

7. Who we share data with

• Inside your society/partner workspace, according to roles the administrator sets — for example a guard sees today’s expected visitors, a resident sees their own bills, a treasurer sees the ledger, committee members see governance records.
• Service providers who process data for us under contract: cloud hosting and databases, payment gateways, SMS/WhatsApp/email and push-notification providers, maps and customer-support tools. We do not share data with advertising networks or data brokers.
• Partners receive the order/booking details you submit to them (name, phone, flat/society, order contents).
• Inside an independent home, the owner and tenants see each other’s data only as described in Section 4.
• Legal & safety: to comply with law, court orders or government requests, or to protect the rights, property or safety of ResiSmart, its users or the public.
• Business transfers: if ResiSmart is involved in a merger, acquisition or asset sale, data may transfer to the successor under this policy.

8. Payments

Online payments (plan subscriptions, maintenance dues, amenity charges, partner orders) are handled by PCI-DSS-compliant payment gateways. Card and bank details are entered directly with the gateway and are not stored on ResiSmart servers; we receive a payment reference, status, amount and masked instrument details to reconcile the payment against the correct bill or order.

9. How long we keep data

• Account data: for as long as your account is active. When you delete your account in the app, it is deleted 30 days after your request; sign in before then to cancel. Your login and profile are then anonymised, and any remaining personal data is removed within 90 days, except as noted below.
• Society records (flats, residents, staff, minutes, elections) are controlled by the society; they persist while the society uses the Service and are deleted or exported when the society closes its workspace, subject to legal retention.
• Financial and tax records (bills, receipts, invoices, ledgers): retained for at least 8 years as required by Indian accounting and tax law, even after an account is deleted — but de-linked from your login identity where possible.
• Visitor logs: retained per the society’s configured retention (default 12 months) for security and audit; the society may shorten this.
• Spend Manager, reminders and emergency card: deleted when you delete your account. If you headed a family share, it is switched off.
• Independent homes: while a home is active, its rent and tenant history stays with it, including for past tenants. When a home is closed (for example, when its only owner deletes their account), its data is kept for a set period (currently 30 days) so it can be restored, and is then deleted — rent, tenant, meter and visitor records and the stored papers and photos. Accounts that were linked only to that home are deleted in the same way as a self-service account deletion. Our audit trail and a record that the home existed remain.
• Home visitor records: deleted automatically 180 days after the visit.
• SOS alerts, including false alarms, are kept as a safety record. They are not deleted automatically, including when the person who raised one deletes their account.
• Shop loyalty points expire as set by each shop (see Section 4).
• Backups and logs: encrypted backups age out on a rolling schedule (up to 90 days); security logs up to 12 months.

10. Security

We use encryption in transit (TLS) and at rest, tenant isolation so one society can never query another’s data, role-based access controls, one-time-code verification, hashed passwords, least-privilege access for our staff, and monitoring for abuse. No system is perfectly secure; if we learn of a breach affecting you we will notify you and the relevant authorities as the law requires.

11. Your rights and choices

• Access & correction: view and edit your profile in the app; ask your society administrator to correct society records about you.
• Deletion: request deletion of your ResiSmart account and personal data — see Delete your account. Some records (financial, security logs) may be retained as described in Section 9.
• Portability: society administrators can export their data (registers, ledgers, reports) from the dashboard.
• Consent: withdraw optional permissions (camera, location, notifications) in your device settings at any time.
• Marketing: we send very little; opt out via the unsubscribe link or by emailing us.
• Offers from shops: stop one shop’s offers from that shop’s page in the app, or all shop offers by turning off “Offers from shops you buy from” in notification settings (Section 4).
• Sharing with your household: you can stop Spend Manager family sharing, or household sharing of reminders, bills and appliances, at any time; shared items are then hidden from the others.
• Grievance: raise a concern with our grievance officer (Section 16). You may also approach the Data Protection Board of India where applicable.

12. Children

The Service is intended for adults. Societies may record household members (including minors) as part of a flat’s residents; that data is entered by the society/parent and used only for society purposes. We do not knowingly create accounts for children under 18.

13. Cookies and similar technologies

The website and dashboard use strictly-necessary cookies (session, language preference, security) and, where enabled, privacy-respecting analytics to understand usage in aggregate. We do not use advertising cookies. You can control cookies through your browser; the Service may not work correctly without essential cookies.

14. Where data is stored

Data is primarily hosted with reputable cloud providers with data centres in India and/or other regions that provide adequate protection. Where data is processed outside India by our providers, we use contractual safeguards. By using the Service you consent to such processing.

15. Changes to this policy

We may update this policy; the date at the top will change and material changes will be announced in the app or by email. Continued use after the effective date means you accept the updated policy.

16. Contact and grievance officer

Easy Connect Private Limited
Jaipur, Rajasthan
India
Privacy: info@resismart.in
Grievance officer: Grievance Officer — info@resismart.in

We acknowledge privacy requests within 24 hours and resolve them within 15 days, or as the law requires.