Privacy Policy | Our Smart Society

1. About this policy

This Privacy Policy explains how Our Smart Solutions LLP ("OSS", "we", "us", or "our") collects, uses, stores, protects, and discloses information when you use the Our Smart Society website or mobile applications, including the iOS application ("OSSapp").

2. Information we collect

Depending on the services and features you use, and information provided by your housing society, OSSapp may process:

Account information: name, email address, mobile or WhatsApp number, profile information, and account preferences. Information may be provided by you or by your housing society as part of its membership, ownership, tenancy, or administrative records.
Authentication information: information associated with email OTP authentication, session information, and security tokens required to authenticate and protect your account.
Society information: society/building, unit or flat, ownership, tenancy, occupancy, membership, resident verification, and related administrative information.
Financial and accounting information: invoices, dues, receipts, payments, bank or ledger transaction descriptions and amounts, accounting records, reports, and related society finance data.
Finance review and intent information: for authorized users, notes or “user intent” text used to identify parties (such as flat or vendor), match or review bank lines, and related finance-review workflow context.
Meetings and minutes information: meeting notices, agendas, attendance, discussion or rough notes, resolutions, minutes of meeting (MOM), letters, and related generated or uploaded documents.
Communications and content: chat messages, notices, comments, support communications, and other information you submit through OSSapp.
Photos and attachments: images or documents that you choose to capture, select, or attach to supported features such as chats, messages, support requests, vouchers, meeting materials, or other records.
Technical information: device, application, browser, IP/log, diagnostic, security, and service-usage information reasonably required to operate and protect the service.

Camera or photo-library access is used only when a feature you choose to use requires it. You can manage these permissions through your device settings.

3. How we use information

Provide, authenticate, operate, and secure OSSapp services.
Connect residents, owners, tenants, and other authorized users with their housing society based on the society's records and applicable requirements.
Maintain society membership and administrative records.
Provide invoices, dues, receipts, payments, accounting information, reports, and related services.
Support authorized finance review, including bank-transaction matching and user-intent notes used to identify flats, vendors, or other parties.
Support meeting administration, including notices, minutes, attendance, resolutions, and related documents.
Provide messaging, notices, chat, support, and other communication features.
Process images, documents, and attachments when you choose to submit them.
Prevent unauthorized access, fraud, misuse, and security incidents.
Troubleshoot, maintain, and improve the service.
Meet applicable legal, regulatory, accounting, audit, security, and lawful-authority requirements.

4. Society records and visibility

Some information submitted through OSSapp forms part of a housing society's records. Depending on the feature and the society's configuration, information such as your name, unit, membership information, notices, messages, comments, or transaction-related information may be visible to authorized society administrators or other users where the feature is designed to provide that visibility.

Termination of a person's membership, ownership, or tenancy does not necessarily result in deletion of historical society records. Such records may need to be retained for historical, administrative, accounting, legal, compliance, audit, security, or legitimate administrative purposes.

5. WhatsApp communications

Where WhatsApp Business API services are used, OSS may process the relevant phone number and message content to provide requested communications and services. We do not sell personal information to third-party advertising services.

6. Sharing and disclosure

We may share information with the relevant housing society and its authorized administrators, service providers acting on our behalf, or other recipients where necessary to provide the requested service.

We may also disclose information to governmental, regulatory, or law-enforcement authorities where required or authorized by applicable law or proper legal process.

7. Data retention and deletion

We retain information only for as long as reasonably required for the purposes described in this policy. Retention may be required or permitted depending on the type of record, the society's obligations, the jurisdiction in which the society operates, and the circumstances requiring retention, including legal, regulatory, statutory, accounting, audit, security, dispute-resolution, and legitimate administrative purposes.

OSSapp does not apply a single fixed retention period to all society or personal records. Where applicable requirements or legitimate society purposes require historical information to be retained, that information may remain available after a person leaves a society or terminates an OSSapp account.

For information about account deletion, retention of society records, and the applicable deletion process and timelines, see our Data Deletion Policy.

8. Post-termination handling

Following termination of an OSSapp account, the account will no longer be available for use and 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.

9. Data security

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

No method of transmission or storage can be guaranteed to be completely secure.

10. Your requests

You may contact us to request access to or correction of personal information that is not otherwise available to you through OSSapp. Requests relating to account and eligible personal-data deletion are handled according to our Data Deletion Policy.

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

11. Changes to this policy

We may update this Privacy 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, we will provide additional notice of significant changes.

12. Contact us

Our Smart Solutions LLP

Email: reachus@ossapp.in