Privacy Policy

How we collect, use and protect information in PG Manager.

Last updated: 10 Nov, 2025

This Privacy Policy explains how PG Manager ("we", "us", "our") collects, uses, discloses and protects information when you use our PG/hostel management web application and related services (the "Platform").

By accessing or using the Platform, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree, please do not use the Platform.

1. Information We Collect

We may collect the following categories of information:

  • Account Information: Name, email address, mobile number, password (hashed), and any other details you provide when you register or update your profile.
  • Property & Tenant Data: Property name, address, rooms, beds, rent amounts, due dates, tenant names, contact details, ID proof details, check-in/check-out dates and related notes.
  • Payment & Transaction Data: Records of rent payments, deposits, fines, food charges, payment status and payment methods (e.g., cash, UPI, bank transfer). We do not store full card details if you use third-party payment gateways.
  • Usage Information: Log data such as IP address, browser type, device type, access times, pages viewed, and actions performed (e.g., adding tenants, updating payments).
  • Cookies & Similar Technologies: We may use cookies or similar technologies to remember your preferences, keep you logged in, and analyze usage patterns.
2. How We Use Your Information

We use the collected information for purposes such as:

  • Creating and managing user accounts for Owners and staff.
  • Allowing Owners to manage properties, tenants, rooms, beds and payments.
  • Generating reports and dashboards for PG/hostel operations.
  • Sending important notifications (e.g., due payments, reminders, system alerts).
  • Improving, customizing and securing the Platform.
  • Responding to support queries and providing customer service.
  • Complying with legal obligations where applicable.
3. Legal Basis (where applicable)

Depending on your jurisdiction, we may process your information based on one or more of the following:

  • Your consent.
  • The necessity to perform a contract or provide the service you requested.
  • Legitimate interests in operating and improving our Platform.
  • Compliance with legal obligations.
4. How We Share Information

We do not sell your personal information. We may share information in the following situations:

  • Within Your Account/Organization: Owners and authorized staff under the same account can access PG data configured for that account (properties, tenants, payments, etc.).
  • Service Providers: With trusted third-party vendors who help us with hosting, analytics, email delivery or payment processing (where applicable). They are required to handle data securely and only for specified purposes.
  • Legal Requirements: When required by law, regulation, court order, or to protect our rights, safety, or the rights and safety of our users or the public.
  • Business Transfers: In connection with a merger, acquisition or sale of all or part of our business, your information may be transferred as part of that transaction.
5. Cookies & Tracking Technologies

We may use cookies and similar technologies to:

  • Keep you signed in and maintain session information.
  • Remember your preferences (e.g., language, filters).
  • Understand how the Platform is used and improve performance.

You can usually control cookies through your browser settings. However, disabling certain cookies may affect some features of the Platform.

6. Data Retention

We retain your information for as long as necessary to provide the Platform, fulfill the purposes described in this policy, and comply with legal obligations. Owners can delete or update many records (e.g., tenant entries) from within the Platform. Some logs or backups may be retained for a longer period for security, audit or legal reasons.

7. Data Security

We use reasonable technical and organizational measures to protect your data against loss, misuse, unauthorized access, disclosure, alteration or destruction. However, no method of transmission or storage over the internet is completely secure, and we cannot guarantee absolute security.

8. Your Rights & Choices

Depending on your location and applicable law, you may have rights such as:

  • Accessing the personal data we hold about you.
  • Requesting correction of inaccurate or incomplete data.
  • Requesting deletion of your data, subject to legal or contractual obligations.
  • Objecting to or restricting certain types of data processing.
  • Withdrawing consent where processing is based on consent.

To exercise these rights, you can contact us using the details provided in the "Contact Us" section below. We may need to verify your identity before acting on your request.

9. Owner’s Responsibility for Tenant Data

Owners may store personal information of Tenants (such as ID proofs, contact details and stay records) in PG Manager. Owners are responsible for:

  • Collecting such data lawfully from Tenants.
  • Using tenant data only for legitimate PG/hostel management purposes.
  • Complying with local data protection and privacy laws.
10. Third-Party Links

The Platform may contain links to third-party websites or services. We are not responsible for the privacy practices or content of those third parties. We encourage you to review their privacy policies before providing any information.

11. Children’s Privacy

The Platform is intended for use by adults (e.g., PG/hostel owners, staff and adult tenants). We do not knowingly collect personal information directly from children under 18. If you believe a child has provided us with personal data, please contact us so we can take appropriate action.

12. International Users

If you access the Platform from outside the country where our servers are located, your information may be transferred across borders. By using the Platform, you consent to such transfers in accordance with this Privacy Policy.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we do, we will update the "Last updated" date at the top of this page. Significant changes may be communicated via email or a notice within the Platform. Your continued use of the Platform after any changes indicates your acceptance of the updated policy.

14. Contact Us

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

PG Manager Support
Email: support@pgmanager.com
Phone: +91 98765 43210

This Privacy Policy is a general template for a PG management system and does not constitute legal advice. Please consult a legal professional to adapt it to your specific business, data flows and local regulations.