Data Deletion Policy

1. Purpose

This policy explains how account and eligible personal data associated with OSSapp may be deleted or anonymized, and why certain historical society records may need to be retained.

2. What deletion means

When an OSSapp account is terminated, the account will no longer be available for use. OSSapp will not send routine communications to the terminated account.

Personal information that is no longer required to be retained may be removed or irreversibly anonymized through our data-retention and database processes, subject to applicable legal, regulatory, accounting, audit, security, and legitimate administrative requirements.

3. Personal data eligible for deletion

Subject to applicable retention requirements, eligible personal information may include:

• Contact information such as name, email address, and phone or WhatsApp number.
• Profile information, account preferences, and personal settings.
• Authentication and session information that is no longer required for security or operational purposes.
• Chat messages, support communications, and other user-submitted content where deletion is legally and operationally possible.
• Photos, images, and attachments associated with the account where they are not required to be retained.
• Usage and activity information where retention is not otherwise required.
• Other personal identifiers that OSS is not required to retain.

4. Retention of Society Records

Deletion or termination of an OSSapp account does not necessarily require deletion of every historical record associated with the person.

OSSapp is used by housing societies to maintain records relating to owners, members, tenants, occupants, communications, financial transactions, maintenance, meetings, and other society activities. A person's association with a society may therefore form part of the society's historical records even after the person's membership, ownership, tenancy, or occupancy has ended.

Depending on the nature of the record and the circumstances, the society or OSSapp may be required or permitted to retain certain information for applicable legal, regulatory, statutory, accounting, audit, security, dispute-resolution, or legitimate administrative purposes, or to respond to a lawful request from a competent authority. The applicable retention period may therefore vary depending on the type of record, the society's obligations, the jurisdiction in which the society operates, and the circumstances requiring retention. OSSapp does not apply a single fixed retention period to all society or personal records.

When information is no longer required or permitted to be retained, it may be deleted or irreversibly anonymized in accordance with applicable retention and deletion processes.

5. Records that may be retained

Account deletion does not require deletion of information that OSS or the relevant society is required or reasonably permitted to retain for a legitimate purpose.

• Society and membership history: ownership, tenancy, occupancy, membership, resident verification, unit/property association, and related historical information.
• Financial and accounting records: invoices, receipts, dues, payments, transaction records, accounting information, and reports.
• Legal, regulatory, tax, and audit records: information required to satisfy applicable obligations.
• Dispute and administrative records: information needed to establish, investigate, exercise, or defend legal or administrative matters or maintain an accurate historical record.
• Lawful-authority requests: relevant records that may need to be provided to competent authorities in accordance with applicable law.
• Security and system records: limited logs, backups, or other records needed for security, audit, fraud prevention, disaster recovery, or system integrity.
• Anonymized information: information that has been irreversibly anonymized and can no longer reasonably be linked to an individual.

6. Data retention and purge process

OSS maintains data-retention processes designed to remove or anonymize information when it is no longer required for the applicable purpose, subject to required retention periods.

Older information may therefore be purged through database and retention processes in accordance with applicable requirements. Where information is required to be retained, it remains subject to appropriate access and security controls.

7. Deletion requests

If you wish to request deletion of your OSSapp account or eligible personal data, contact us at reachus@ossapp.in with the subject Data Deletion Request.

Please provide:

• Your full name.
• The email address or phone number associated with your account.
• Relevant account or society information, if available.
• A clear statement that you want your OSSapp account and eligible personal data deleted.

We may need to verify your identity or authority before processing a request.

8. Deletion timeline

If information cannot be deleted because it must be retained, we will retain it only for the applicable purpose and, where appropriate, explain the reason for retention.

9. Cost

We do not charge a fee for standard account deletion requests.

10. Security and protection against misuse

We take reasonable technical and organizational measures intended to protect retained information against unauthorized access, disclosure, alteration, misuse, or loss. Access to retained information is restricted according to operational and security requirements.

11. Consequences of deletion

• The terminated account will no longer be available for login or use.
• Routine communications will not be sent to the terminated account.
• Access to member-facing OSSapp services may end.
• Historical society, membership, financial, accounting, legal, audit, security, or administrative records may continue to exist where retention is required or reasonably necessary.
• Deleted or irreversibly anonymized information may not be recoverable after the applicable process is completed.

12. Special cases

Requests concerning another person's data, court orders, subpoenas, or requests from police or other competent authorities will be handled according to applicable law and our legal obligations. Requests made on behalf of another person may require proof of authorization.

13. Contact us

Our Smart Solutions LLP

Email: reachus@ossapp.in

14. Changes to this policy

We may update this policy from time to time. The date shown at the top of this page will be updated when changes are made. Where required by applicable law, significant changes will be notified.