Privacy Policy

Maintayn ("Maintayn", "we", "us", "our") is a community and society management platform published and operated by Dhrumit Vijaykumar Modi. It is used by residents, administrators, committee members and security staff to manage their residential community — covering community directory, finance, maintenance/operations, governance, gate security, and parking. Maintayn is available as a website (maintayn.in) and as an Android mobile application (package com.maintayn.app) on Google Play.

This Privacy Policy applies to both the website and the mobile application (together, the "Service").

If you have any questions about this Privacy Policy or how your data is handled, contact us at: support@maintayn.in.

Maintayn is an account-based platform — it cannot function without basic account and community data. We only collect what is actually used by the Service, described below by category:

Account & profile

• Name, email address, phone number
• Password (stored as a one-way cryptographic hash — we never store or can see your plain-text password)
• Role (resident, admin, committee member, security staff) and your flat/unit assignment
• Profile photo and, for admins/committee preparing official documents, a signature image

Community & household

• Society/community name and your flat/unit details
• Family member / household occupant information added to your flat record
• Resident directory entries (name, flat, and phone number — your phone number is masked by default to other residents and only shown if explicitly "revealed"; each reveal is logged for accountability)

Gate, visitors & vehicles

• Visitor name, phone number, purpose of visit, host flat, and entry/exit timestamps
• Visitor photograph, where captured at the gate for security identification
• Vehicle registration number, type, make/model/colour, owner name, and vehicle/registration-certificate photos, for gate approval and parking
• QR-code gate passes and gate entry/exit logs

Finance

• Invoices, maintenance charges, and expense records for your community
• Payment records manually entered by your society's admin/accountant — amount, payment mode, and a reference/cheque number. Maintayn does not use a payment gateway and does not collect or process your card, UPI, or bank account details — payments are recorded as having been made outside the app (e.g. bank transfer, cheque, cash) and Maintayn simply keeps the ledger.
• Digital receipts generated for payments

Operations & governance

• Complaints/service requests you raise, including any photos you attach, comments, and status history
• Work orders and preventive-maintenance records your society's staff manage
• Documents and files you or your society upload (e.g. agreements, certificates, letters), and an access/audit log of who generated or viewed certain documents
• Appliance records you add for your flat, including photos of purchase invoices/receipts. On the website, if you use the optional "auto-fill from photo" feature, that image is sent to an AI service (see §6) solely to extract details like appliance name, brand and purchase date — this feature is not currently available in the Android app
• Notices, polls/votes you cast, and election nominations
• In-app notifications sent to you about the above activity

Staff/vendor directory

• Names and contact details of staff/vendors added by your society's admin for operational reference (these individuals typically do not have their own login)

Mobile app only (device-level)

• Camera — to scan QR gate passes and to capture photos you choose to attach (vehicle/RC photo, visitor photo)
• Photos — to let you pick an existing photo for the features above (the app uses the modern, scoped Android photo-picker permission — it does not request broad device-storage access)
• Push notification token — a device token used to deliver notifications to your device, via the Expo push notification service (which in turn uses Firebase Cloud Messaging as its Android delivery transport)
• The mobile app stores only your login/session token locally on the device, in encrypted secure storage; it does not keep a separate offline cache of your data

The mobile app does not currently integrate Firebase Analytics or Crashlytics, and does not collect crash/diagnostic or usage-analytics data from your device.

Automatically collected

• Standard server log data (IP address, request timestamp, browser/user-agent string) generated by normal web/API traffic, used for security monitoring and debugging

We do not access your device location/GPS, your contacts/address book, or your microphone, and the Service contains no third-party advertising SDKs.

• To create and secure your account, authenticate you, and enforce role-based access to your community's data
• To provide the core features you use: directory, finance/invoicing, complaints & work orders, gate/visitor/vehicle management, parking, governance, documents, and notifications
• To send transactional emails (welcome messages, password resets, payment receipts, digest summaries) and, on the mobile app, push notifications about activity relevant to you
• To maintain audit trails for sensitive actions (e.g. directory phone reveals, document access, gate entries) for security and accountability within your community
• To respond to support requests sent to support@maintayn.in

We do not use your personal data for third-party advertising, and we do not sell your personal data.

Most data in Maintayn is provided and controlled by your residential community (via its admins/committee) as part of managing that community — Maintayn acts as the technology platform that stores and processes this data on the community's behalf. We process data to provide the Service you or your community have signed up for, to comply with legitimate operational and accounting needs, and based on your consent where required (e.g. optional features like photo-based data extraction).

We do not sell your personal data. We share data only with the service providers that help us run Maintayn (acting on our instructions, not for their own purposes), and within your own community as the Service is designed to do (e.g. your name/flat appearing in your society's directory to other residents, or your complaint being visible to assigned staff):

• Emergent (our infrastructure provider) — hosting, database, file/object storage for uploaded photos and documents, outbound transactional email delivery, and the optional AI-assisted appliance-photo data extraction feature (website only, see §3)
• Expo (mobile app only) — push notification delivery infrastructure, which on Android uses Firebase Cloud Messaging as its underlying transport. The mobile app does not use any other Firebase/Google product (no Analytics, no Crashlytics)
• Your own society's administrators and committee members, and staff/vendors assigned to your requests, as a normal part of how community management works
• Where required to comply with a valid legal request, or to protect the rights, property or safety of Maintayn, our users, or the public

• All data in transit between your device/browser and our servers is encrypted using HTTPS/TLS
• Passwords are never stored in plain text — they are hashed using bcrypt, a one-way cryptographic function
• Access is controlled by role-based permissions (resident / committee / admin / security), enforced on our backend for every request, not just hidden in the app's interface
• Session authentication uses signed tokens (JWT) with a limited validity period
• Uploaded files/photos are stored via our managed object-storage provider rather than embedded directly in our database
• Sensitive actions (e.g. viewing a resident's masked phone number, accessing certain documents, gate entries) are logged for audit purposes

No method of transmission or storage is 100% secure, and we cannot guarantee absolute security. We have not obtained, and do not claim, any specific third-party security certification (such as ISO 27001, SOC 2, or PCI DSS).

We retain your data for as long as your account and your community's subscription remain active, so the Service continues to function correctly. When you request account deletion (see §10), we permanently delete or irreversibly anonymize the personal data that directly identifies you — your name, email address, phone number, password, and any profile/signature photos are overwritten so they can never be recovered or re-linked back to you, and your login is disabled immediately.

We retain a limited set of data even after this process — strictly for legitimate purposes, never to re-identify you:

• Accounting & financial records — invoices, payments and receipts tied to your flat are kept by your society in de-identified form, as required for its statutory accounting and audit obligations
• Legal & regulatory compliance — where retention is required to meet a legal, tax, or regulatory obligation
• Security & fraud prevention — audit logs (e.g. gate entry/exit records, directory phone-reveal logs, sensitive-action logs) may be retained in de-identified form to investigate misuse, fraud, or security incidents
• Backups — routine infrastructure backups may retain a copy of data for a limited period after deletion before being purged from backup sets as part of our standard backup cycle

None of this retained data is used to identify you personally once deletion is complete — it remains solely as de-identified operational, legal, or financial records belonging to your community.

• You can view and update most of your profile information directly from your account settings
• You can request a copy of the personal data we hold about you by emailing support@maintayn.in
• You can ask us to correct inaccurate data about you
• You can control whether your phone number is revealed in the resident directory (masked by default)
• You can delete your account at any time — see §12 below
• You can opt out of non-essential notifications from within the app's notification settings, where available

We apply these choices consistently with applicable privacy/data protection laws in the regions where Maintayn is used.

You can request permanent deletion of your Maintayn account and personal data at any time, in either of two ways:

• In the app: sign in → Profile → "Delete My Account" → confirm with your password. Processing begins immediately.
• Can't sign in, or want to request it another way? Visit maintayn.in/delete-account — a public page, no login or app install required — and submit a request. Our support team verifies and processes it, typically within 7 business days.

On completion, your personal data is permanently deleted or irreversibly anonymized — see §8 above for exactly what narrow categories of data are retained, and why. This is a one-way process: once completed it cannot be reversed, and your original account cannot be restored.

Maintayn is intended for use by adult residents, administrators, committee members and security staff of a residential community, and is not directed to children. We do not knowingly collect personal data from children under 13. If you believe a child has provided us with personal data, please contact support@maintayn.in so we can remove it.

Maintayn is built to serve communities in India today and may expand to other regions over time. Our infrastructure and service providers may store and process data in countries other than the one you live in. Wherever your data is processed, we require our service providers to handle it with an appropriate level of protection, and we process personal data in accordance with applicable privacy and data protection laws.

We may update this Privacy Policy from time to time as the Service evolves. We'll update the "Last updated" date at the top of this page when we do, and for material changes we'll make reasonable efforts to notify users (e.g. via an in-app notice or email). Continued use of the Service after a change becomes effective means you accept the revised policy.

Questions about this Privacy Policy, your data, or a deletion request can be sent to support@maintayn.in.