Privacy Policy

1. Who is responsible for what

• Your own account and billing data (the owner's name, e-mail, phone, business and billing details, payments to us): UtilifyLabs decides why and how this is used.
• Your tenants', applicants', residents' and staff members' data that you enter or collect through the service: you decide why and how it is used. We store and process it on your behalf and on your instructions to provide PG Manager One. You are responsible for telling them what you collect and for having any consent you need.

2. What we collect

Account and business information

• Name, e-mail address, phone number and password (stored only as a one-way hash). Business name, address, GSTIN and billing details. Sign-in history and, if you use it, Google sign-in identity (name and e-mail).

Information you enter about your PG

• Branches, rooms and beds; tenant, applicant and staff details such as name, contact details, emergency contact, identity or address documents and photos you upload; rent schedules, invoices, receipts, deposits, expenses and notes; messages and reminders sent from the service.

Payment information

• Invoice and payment records, payment references, and bank-transfer or UPI proofs you upload. Online payments are processed by our payment partner (currently Razorpay); card, UPI and bank credentials go to the partner and are not stored by us.

Usage and security data

• Actions taken in the product (an audit log), IP address, browser and device type, and error logs, used to keep accounts secure and investigate problems. Support sessions opened by our staff are time-limited and logged.

3. How we use it

• To create and run your account and workspace, and to provide the features you use.
• To issue invoices, take and verify payments, and meet tax and accounting duties.
• To send service messages: verification codes, invoices and receipts, renewal and price-change notices, security alerts and replies to support requests. We do not send you advertising by e-mail unless you ask for it.
• To keep the service secure, prevent fraud and misuse, and fix technical problems.
• To improve the product using aggregate usage information.
• To comply with the law and enforce our Terms of Service.

We do not sell personal data and we do not use tenants' data for advertising.

4. Who it is shared with

• Service providers that help us run PG Manager One: payment processing (Razorpay), e-mail delivery, file storage and hosting. They may use the data only to provide their service to us and must protect it.
• Your staff and you. Staff see only what their permissions allow. A resident sees only their own information.
• Authorities and advisers where the law requires it, or to protect rights, safety and security.
• If the business is sold or reorganised, data may move to the new owner on the same terms.

5. Cookies

• Essential cookies keep you signed in, protect forms from forgery and remember your session. The service does not work without them.
• "Stay logged in" sets a longer-lived sign-in cookie only if you tick it, for the period the service allows.
• We do not use advertising cookies or third-party tracking on the site. If that changes we will update this policy and ask where the law requires.

6. How we protect it

• Traffic to the service is encrypted with HTTPS.
• Passwords are stored hashed. Sensitive settings such as payment keys are stored encrypted. Uploaded documents and payment proofs are kept in private storage and are only served to people allowed to see them.
• Every business sees only its own data. Sign-in can be protected with two-step verification for administrators, and sessions can be ended remotely.
• Administrative actions, support access and changes to prices and access are recorded in an audit log.

No system is completely secure. If a breach affects your personal data we will tell you and the authorities as the law requires.

7. How long we keep it

• While your account is active we keep your data so you can use the service.
• If a subscription expires, your records stay available during the notice period shown in your account. If you ask us to delete the account, there is a 7-day window to change your mind; afterwards the workspace is archived, people are signed out and sign-in details are anonymised.
• Invoices, payment records and audit logs that the law or a legitimate dispute requires us to keep are retained for as long as needed, then deleted or anonymised.

8. Your rights

You can ask us to give you a summary of the personal data we hold about you and who it has been shared with, to correct or complete it, to erase it when it is no longer needed for the purpose or the law, to withdraw consent you gave us, and to nominate someone to exercise these rights for you. If you are a tenant or staff member of a PG that uses PG Manager One, please start with the PG owner, who decides how your data is used; we will help the owner respond. To use a right with us, write to pg-manager@utilifylabs.com. We aim to reply within a reasonable time and in line with the law. You may also complain to the Data Protection Board of India once it is operating.

9. Children

PG Manager One is for adults. We do not knowingly collect children's data for ourselves. PG owners who record details of residents under 18 are responsible for having the consent of a parent or guardian as the law requires.

10. Changes

We may update this policy. For material changes we will email you or show a notice in the product before they take effect. The date at the top shows when it was last changed.

11. Contact and grievances

For privacy questions or complaints, contact pg-manager@utilifylabs.com or use the contact form. Mark your message "Privacy grievance" and we will acknowledge it and respond within the time the law allows.