Privacy Policy

Last Updated: 29 October 2026

HarmonySuite is DPDP Act 2023 Compliant

1. Introduction

HarmonySuite ("we", "us", or "our"), powered by NOVEXIAL, is committed to protecting your personal data in accordance with the Digital Personal Data Protection Act, 2023 (DPDP Act). This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our housing society management platform.

By using HarmonySuite, you agree to the collection and use of information in accordance with this policy. If you do not agree with this policy, please do not use our services.

2. Personal Data We Collect

2.1 Member & User Information:

Full name, email address, phone number, alternate phone number
Date of birth, gender, blood group
Residential address, flat number, building/wing details
Ownership type (Owner/Tenant/Family Member)
Profile photograph
Aadhar number, PAN number (if provided)
Emergency contact details
Vehicle registration numbers
Family member count, pet details
Committee role and tenure (if applicable)

2.2 Tenant Information (for rented properties):

Tenant name, contact details, date of birth, gender, blood group
ID proof documents (Aadhar, PAN)
Occupation, company name
Lease agreement copy, police verification report
Emergency contact information

2.3 Financial Information:

Maintenance bill details, payment history
Fine and penalty records
Expense records and invoices
Bank account details (for society accounts only, not personal)
Payment transaction IDs and timestamps

2.4 Visitor Information:

Visitor name, phone number, photograph
ID proof type and number
Vehicle registration number
Entry and exit timestamps
Geolocation data (for visitor tracking with consent)
Purpose of visit

2.5 Staff Information:

Name, designation, contact details
Aadhar, PAN, bank account details
Salary information, employment type
PF and ESI numbers
Employment documents

2.6 Complaints & Notices:

Complaint descriptions, photos, resolution notes
Notice content and acknowledgements

2.7 Technical & Usage Data:

IP address, browser type, device information
Login timestamps, activity logs
Cookies and session data

3. How We Use Your Data

We process your personal data for the following lawful purposes:

Society Management: To manage member records, generate maintenance bills, track payments, and maintain society operations.
Communication: To send notices, payment reminders, and important announcements.
Security: To manage visitor access, track entry/exit, and ensure society security.
Complaint Resolution: To receive, track, and resolve member complaints.
Financial Management: To process payments, generate invoices, track expenses, and maintain financial records.
Legal Compliance: To comply with applicable laws, regulations, and legal obligations.
Service Improvement: To analyze usage patterns and improve our platform's functionality.
Audit & Accountability: To maintain comprehensive audit logs for transparency and accountability.

4. Data Sharing & Disclosure

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

Within Your Society: Your data is accessible to authorized committee members and admins of your society for management purposes.
Service Providers: With trusted third-party service providers (e.g., payment gateways, email services, cloud hosting) under strict confidentiality agreements.
Legal Obligations: When required by law, court order, or government authorities.
Consent: With your explicit consent for any other purpose.

Note: We do not transfer your data outside India without your explicit consent and adequate safeguards.

5. Data Security

We implement reasonable security safeguards to protect your personal data:

Encryption of data in transit and at rest
Role-based access controls
Regular security audits and monitoring
Secure authentication mechanisms
Comprehensive audit logging of all data access
Cloud infrastructure with industry-standard security (Base44 platform)

Data Breach Notification: In the event of a data breach that may harm your rights, we will notify you and the relevant authorities within 72 hours as required by law.

6. Data Retention

We retain your personal data only for as long as necessary for the purposes stated in this policy or as required by law:

Active Members: Data retained while you are an active member of the society.
Financial Records: Retained for 7 years as per accounting and tax regulations.
Visitor Logs: Retained for 1 year for security purposes.
Complaint Records: Retained for 3 years.
Audit Logs: Retained for 5 years for accountability and legal compliance.
After Departure: When you leave the society, your data is archived or deleted as per your request and legal requirements.

7. Your Rights (Data Principal Rights)

Under the DPDP Act 2023, you have the following rights:

Right to Access: You can view and access your personal data at any time through your profile.
Right to Correction: You can update or correct inaccurate personal data.
Right to Erasure: You can request deletion of your personal data (subject to legal retention requirements).
Right to Data Portability: You can request a copy of your data in a structured, commonly used format.
Right to Withdraw Consent: You can withdraw consent at any time (though this may affect service availability).
Right to Nominate: You can nominate another individual to exercise your rights in case of death or incapacity.
Right to Grievance Redressal: You can raise concerns with our Grievance Officer.

To exercise your rights, visit:

Data Subject Rights Portal

8. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal data from children. If you are a parent or guardian and believe your child has provided us with personal data without consent, please contact us immediately, and we will delete such information.

9. Cookies & Tracking

We use cookies and similar technologies for authentication, session management, and analytics. For detailed information, please refer to our Cookie Policy.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of significant changes via email or prominent notice on our platform. Your continued use of HarmonySuite after such changes constitutes acceptance of the updated policy.

11. Contact & Grievance Redressal

For any questions, concerns, or to exercise your rights, please contact:

Grievance Redressal Officer:

Name: Novexial Compliance Cell

Designation: Grievance Redressal Officer (GRO)

Email: grievance@novexial.com

Address (India): Novexial Corporate Office, Pune, Maharashtra

We will respond to your request within 30 days as per DPDP Act requirements.

Data Protection Authority:

If you are not satisfied with our response, you have the right to lodge a complaint with the Data Protection Board of India.

Your Consent

By using HarmonySuite, you acknowledge that you have read, understood, and agree to this Privacy Policy. You consent to the collection, use, and processing of your personal data as described herein.