Privacy Policy

1. Introduction & Overview

Welcome to CommUnityX VMS ("the Application", "we", "our", or "us"), developed and maintained by Collab Services. We are committed to protecting the privacy, confidentiality, and security of all users, including gated community residents, property managers, security guards, and visitors.

This Privacy Policy explains how our mobile applications (Android/iOS) and web dashboard collect, use, store, process, and safeguard your personal data when you interact with our visitor management, access control, resident communication, and gate security services.

2. Information We Collect

To provide secure gate management, access authorization, and community services, we collect the following categories of data:

A. Resident & User Account Data

• Personal Identifiers: Full name, verified mobile phone number, email address, and encrypted password hash.
• Residence Information: Community/society name, block/tower, flat/unit number, and occupancy status (Owner/Tenant).
• Household & Staff Data: Names and phone numbers of family members or daily staff (maids, drivers) authorized by the resident.

B. Visitor & Gate Entry Logs

• Visitor Details: Full name, contact phone number, company/service name (Delivery, Cab, Guest, Service Provider).
• Vehicle Information: Vehicle type, registration license plate number (used for gate barrier clearance and parking management).
• Check-In/Out Metadata: Precise timestamps of gate entry and exit, flat number visited, gate name, and on-duty security guard.
• Visual Confirmation: Visitor photograph and/or ID proof image captured at the entry gate (if mandated by your community's safety bylaws).

C. Technical, Device & Diagnostics Data

• Device Identifiers: Device model, operating system version, unique device tokens for Firebase Push Notifications (FCM).
• Diagnostics: Performance logs, connection state, and crash analytics to maintain high system reliability.

3. Mobile Device Permissions & Explicit Purpose

In accordance with Google Play Developer Policies, CommUnityX VMS requests only runtime permissions that are strictly necessary to deliver core security and communication features:

4. How We Use the Information

We process collected data exclusively for verified society operations:

1. Gate Security & Access Control: Validating visitor entry via QR passes, OTP authentication, or instant resident push notifications.
2. Community Safety & Auditing: Maintaining chronological entry/exit logs for society security audits and emergency roll-calls.
3. Communication & Alerts: Sending urgent security announcements, maintenance notices, and emergency SOS sirens.
4. Identity Verification: Performing on-device optical character recognition (OCR) and barcode decoding to verify visitor authorization.

5. Data Sharing & Third-Party Service Providers

We DO NOT sell, rent, monetize, or trade your personal information. We only share necessary data with trusted infrastructure providers under strict confidentiality agreements:

• Cloud Infrastructure & Database: Secure cloud database and object storage infrastructure (e.g., AWS / Google Cloud) with encrypted connections.
• Google Firebase (FCM): Delivers encrypted push notifications to Android and iOS mobile devices.
• SMS & Voice Gateways: Transmits critical OTP login codes and phone verification alerts.
• Payment Processors: Processes maintenance dues and amenity bookings through PCI-DSS certified channels. We do not store credit card or bank credentials on our servers.
• Legal & Law Enforcement: We may disclose gate records only when strictly mandated by applicable laws, court orders, or official police investigations.

6. Data Security & Storage

We employ enterprise-grade technical and organizational security measures to protect your information:

• Encryption in Transit: All communications between the mobile app, web dashboard, and API servers use Transport Layer Security (TLS 1.3 / HTTPS).
• Encryption at Rest: Sensitive data (passwords, tokens, identity vectors) are stored using industry-standard hashing (bcrypt) and AES-256 encryption.
• Role-Based Access Control (RBAC): Access to visitor and resident data is compartmentalized. Guards only view active gate entries, residents only see their own flat data, and admins manage society-level configurations.

7. Data Retention & Deletion Policy

We retain your personal and visitor data only for as long as necessary to fulfill security operations, regulatory standards, or society bylaws.

• Resident Account Data: Retained while your residency is active. When a resident moves out, their account can be deactivated or deleted upon request.
• Visitor Log Records: Retained for a standard compliance window (typically 90 to 180 days based on society committee rules), after which older logs are automatically purged.
• User-Initiated Deletion: You have the right to request deletion of your account and associated personal data at any time. For full instructions, visit our dedicated Data Deletion Request Page.

8. Children's Privacy (COPPA Compliance)

CommUnityX VMS is strictly designed for adult residents, property managers, and security professionals. We do not knowingly collect or solicit personal information from children under the age of 13 (or under 18 depending on local jurisdiction). If we become aware that personal information of a minor was inadvertently collected without verifiable parental consent, we will promptly delete it.

9. User Rights & Data Control

Subject to applicable data protection laws, you possess the following rights regarding your personal data:

• Right to Access: Request a copy of your personal data stored in our systems.
• Right to Rectification: Edit your profile, phone number, vehicle records, and family details directly via the mobile app.
• Right to Erasure ("Right to be Forgotten"): Request complete deletion of your account and personal identifiers.
• Right to Withdraw Consent: Revoke app permissions (Camera, Notifications, Contacts) at any time via Android Device Settings.

10. Contact Us & Data Protection Officer

If you have any questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us: