Privacy Policy

Last Updated: February 12, 2026

1. Introduction

Welcome to the SGVU Hostel Management System ("we," "our," or "us"). We are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our mobile application and services.

2. Information We Collect

2.1 Personal Information

We may collect the following types of personal information:

• Student Information: Student ID, full name, email address, phone number, date of birth, gender, course details, academic information, and emergency contact details.
• Staff Information: Full name, email address, phone number, role, department, and assignment details.
• Account Information: Username, password (encrypted), login history, and device information.
• Hostel Information: Hostel assignment, room number, bed number, and accommodation history.

2.2 Usage Information

We automatically collect certain information when you use our services:

• Device information (device ID, device name, operating system, app version)
• IP address and location data
• Usage patterns and preferences
• Log files and analytics data

2.3 Content Information

We collect information you provide when using our services:

• Support tickets and maintenance requests
• Leave applications and documents
• Visitor requests
• Attendance records
• Comments and feedback

3. How We Use Your Information

We use the collected information for the following purposes:

• To provide and maintain our hostel management services
• To process and manage your requests (leave applications, visitor passes, support tickets)
• To communicate with you about your account and services
• To send important notifications and updates
• To improve our services and user experience
• To ensure security and prevent fraud
• To comply with legal obligations and institutional policies
• To generate reports and analytics for administrative purposes

4. Data Sharing and Disclosure

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

• With Authorized Personnel: Your information may be accessed by authorized hostel administrators, wardens, and staff members who need it to perform their duties.
• With Educational Institution: We may share information with the educational institution (GVU) for administrative and academic purposes.
• Legal Requirements: We may disclose information if required by law, court order, or government regulation.
• Service Providers: We may share information with trusted third-party service providers who assist us in operating our services (hosting, email services, SMS services), subject to confidentiality agreements.
• Emergency Situations: We may share information in emergency situations to protect the safety and security of students and staff.

5. Data Security

We implement appropriate technical and organizational security measures to protect your personal information:

• Encryption of sensitive data in transit and at rest
• Secure password hashing and authentication
• Regular security audits and updates
• Access controls and role-based permissions
• Secure server infrastructure

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee absolute security.

6. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. Specifically:

• Active student and staff records are retained while you are enrolled or employed
• Historical records may be retained for administrative and legal purposes
• Account deletion requests are processed within 7-30 days
• Some information may be retained in anonymized form for analytics and reporting

7. Your Rights and Choices

You have the following rights regarding your personal information:

• Access: You can request access to your personal information
• Correction: You can update or correct your information through the app or by contacting us
• Deletion: You can request deletion of your account by submitting a request through our Delete Account page
• Data Portability: You can request a copy of your data in a portable format
• Opt-out: You can opt-out of non-essential communications

8. Children's Privacy

Our services are intended for students and staff of the educational institution. We do not knowingly collect personal information from children under the age of 13. If you believe we have collected information from a child under 13, please contact us immediately.

9. Third-Party Services

Our app may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to read their privacy policies.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. You are advised to review this Privacy Policy periodically for any changes.

11. Contact Us

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

• Email: clsaini032032@gmail.com
• Address: Suresh Gyan Vihar University, Jaipur, Rajasthan, India
• Phone: [Contact Number]