Last updated · 24 August 2026
Your society's records belong to your society.
This is the plain-language version. What we collect, why we need it, who ever sees it, and how you get it out again. The full clause-by-clause text is further down the page.
- No data broker, no ad network
Never sold- Encrypted, on Indian servers
Stored in India- Full export, any time
Yours on request
The one-line version
We hold your society's records so the committee can run the society. We do not sell them, rent them, or hand them to advertisers. Ever.
- Sold or rented to anyone
- Shared with advertisers or brokers
- Used to profile or score a member
What we collect
Four kinds of information, and nothing else.
Each card says what it is, why the app needs it, and how long we keep it.
You give itWho you are
- Name, flat number and block
- Phone number and email
- Role in the society, if any
Why we need it
To sign you in, put you on the right flat, and show the committee who holds which seat.
Kept · While your flat is on the society
The committee enters itSociety records
- Maintenance dues and receipts
- Fund movements and categories
- Parking bays and vehicle numbers
- Occupancy: owner, rented or vacant
Why we need it
These are the records the app exists to keep. They belong to the society, not to us.
Kept · 8 years for financial entries
AutomaticDevice and usage
- App version, device model, operating system
- Crash reports and error logs
- Which screens are used, counted anonymously
Why we need it
To fix crashes and see which modules societies actually use, so we build the right things next.
Kept · 18 months, then deleted
When you write to usSupport conversations
- Callback form entries
- Emails, calls and messages with our team
- Feature requests you send us
Why we need it
To answer you, and to remember the context the next time your society calls.
Kept · 2 years
Who can see what
A resident sees their flat. The committee sees the society.
Access follows the seat someone holds. Change the seat, and the access changes with it.
A resident
Their own flat ledger, receipts, their parking bay and the notices meant for them.
A committee member
Society-wide dues, fund movements, the parking board and resident records for the modules they handle.
The chairman or secretary
Everything the committee sees, plus permissions: who gets a login and what each seat can open.
Another society
Nothing. Records are separated per society and never pooled or compared across societies.
Our own team
Nivas staff open your society's records only when you ask us for support, or to import your data during setup. Every such access is logged, and we tell you why.
Your rights
Four things you can ask us for, any day.
Write to privacy@nivasapp.in from the number or email on your record. We reply within 7 working days.
- 01
See it
Ask for a copy of everything on your record and we send it in a readable format.
- 02
Fix it
Wrong flat, old phone number, misspelt name. Tell us or ask your committee and it is corrected.
- 03
Take it out
A society can export its full records to a spreadsheet at any point, pilot or paid.
- 04
Delete it
Ask us to erase your account and anything not held back by audit or statutory rules.
The full text
Every clause, in the order a lawyer would want it.
01Who is responsible for your data
Nivas is operated from Surat, Gujarat, India. For records belonging to a society, the society is the owner of the data and Nivas processes it on the society’s instructions. For your own account details, Nivas is responsible directly.
02How we use the information
To run the features you see in the app: maintenance ledgers, fund entries, parking allotments, resident records and committee roles. We also use aggregate, de-identified usage counts to decide what to build next. We do not build advertising profiles, and we do not run automated decisions that affect a member’s rights.
03Legal basis and consent
We process data on the basis of your consent when you register, and to perform the service the society has asked us for. Where the law requires records to be kept, such as financial entries, we retain them for that period. You can withdraw consent for optional items, such as marketing emails, without losing access to the app.
04Who we share it with
Only service providers who help us run the product: cloud hosting, SMS and email delivery for one-time passwords and notices, error monitoring, and payment gateways if your society enables online payments. Each is contractually bound to use the data only for that purpose. We also disclose data when a court, regulator or law requires it, and we tell the society unless we are legally barred from doing so.
05Where it is stored and for how long
Records are stored on servers located in India. Society records stay live while the society uses Nivas, and for 90 days after it stops, so a committee changeover does not lose them. Financial entries are kept for eight years to satisfy audit and statutory requirements. Support conversations are kept for two years. After that, records are deleted or irreversibly anonymised.
06How we protect it
Traffic is encrypted in transit, data at rest is encrypted on our hosting provider, access inside our team is role-based and logged, and backups are taken daily. No system is perfect, so if a breach affects your data we notify the society and the relevant authority as required by law, with what happened and what to do about it.
07Children
Nivas is meant for adult residents and committee members. We do not knowingly create accounts for anyone under 18. A minor may appear as a family member on a flat record, entered by the flat owner, and that record carries only a name and relationship.
08Cookies and analytics
The website uses only what is needed to keep you signed in and to count page visits. The app records anonymous crash and performance data. No third-party advertising trackers on either.
09Exports and deletion
A society can request a full export of its records at any time, in a spreadsheet format, during or after the pilot. An individual can ask for a copy of their own record, a correction, or deletion of anything not required for statutory or society-ledger purposes. Requests go to privacy@nivasapp.in and are answered within seven working days.
10Changes to this policy
If we change something material, we update the date at the top of this page and post a notice inside the app for every committee, at least seven days before it takes effect. Older versions are available on request.
Something here unclear?
Tell us which clause and we will rewrite it in plainer words. We would rather change the page than explain it twice.
Email the privacy deskGrievance officer
Nivas Privacy Desk
Surat, Gujarat, India
privacy@nivasapp.in
Governed by Indian law, including the Digital Personal Data Protection Act, 2023.