The Future of Society Management is Here

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Privacy Policy

Effective date: 5 August 2026  ·  Last updated: 5 August 2026  ·  Version 3.0

EstatePRO™ ("we", "us", "our") operates a residential society management platform, including a mobile application, web application, and associated services (the "Service"). This Privacy Policy sets out our privacy practices with respect to the Service. By using the Service, or by otherwise providing us with your information, you agree to the terms of this Privacy Policy and expressly consent to our collection, use, and disclosure of your Personal Information in the manner described here. If you do not agree with this Policy, do not use the Service or provide us with your information.

1. Who We Are

EstatePRO™ is a society management platform developed and operated as a software product for residential societies, their Committee Roles (Admin, Secretary, Treasurer, Committee Member, Auditor), and residents. This Policy applies to the EstatePRO™ mobile application (Android and iOS), the EstatePRO™ web application, and all associated services. For questions about this Policy, contact us at the address in Section 12.

2. Data We Collect

2.1 Account and Identity Data

Data	Purpose	Required
Full name	Identity, displayed in the app	Yes
Mobile number	Login via OTP, notifications	Yes
Email address	Secondary login, communications	No
Flat number	Society membership, maintenance records	Yes
Resident type (Owner/Tenant)	Access control	Yes

2.2 Society and Financial Data

• Society name, address, GSTIN, PAN — for configuration and invoice generation
• Maintenance records — monthly dues tracking and billing
• Payment transaction IDs and amounts — reconciliation and records
• Expense records and vendor details — society accounting
• Non-member income records — NMI invoicing and GST tracking
• Vendor PAN and bank account details — for TDS compliance and vendor payment processing

2.3 Content and Media

• Complaint photos — attached to resident complaints
• Expense invoice images — for OCR-based processing
• Bank statement files (CSV) — uploaded for reconciliation; processed and then deleted, not retained
• Society logo — branding on invoices and documents

2.4 Device and Usage Data

• FCM device token — to deliver push notifications
• App usage logs, crash and error data — error monitoring and debugging
• IP address and device identifiers — automatically captured on any request to our servers; used for security, fraud prevention, and diagnosing technical issues

2.5 Identity Documents for Payment Onboarding (Unregistered Societies)

Where a Society is not formally registered and its Admin chooses to use an individual payment account to collect maintenance online, we may separately collect that Admin's Aadhaar and/or PAN details. This information is collected offline, directly from the Admin, and is used solely to facilitate the setup of that individual's payment collection account with our payment processing partner. This data is not collected through the app itself and is not stored within the app's database. It is retained only for as long as necessary to complete and support that account setup.

2.6 What We Do Not Otherwise Collect

• Other than as described in Section 2.5, we do not collect Aadhaar numbers, PAN, or biometric data of residents or Committee Role holders
• We do not track your precise device location
• We do not use advertising trackers, and the Service does not display third-party advertisements
• We do not sell your Personal Information to advertisers or any other party

3. How We Use Your Data

• Providing the Service — creating maintenance records, processing payments, generating invoices, and enabling communication between residents and Committee Roles
• Authentication — verifying your identity via OTP to secure your account
• Notifications — dues reminders, payment confirmations, society announcements via push notification and email
• Compliance — generating GST-compliant invoices and maintaining financial records as required under Indian law
• Support — resolving issues raised through the in-app support assistant or support tickets
• Security and fraud prevention — detecting, investigating, and preventing fraudulent or abusive activity on the Service
• Service improvement — analysing how the Service is used and diagnosing technical problems

We process your data only for the purposes described above. We do not use it for profiling or advertising.

4. Legal Basis for Processing

Under India's Digital Personal Data Protection Act 2023 (DPDP Act), we process your personal data on the following bases: your consent, given when registering and accepting this Policy; our legitimate use of data reasonably necessary to provide the services you have requested; and our legal obligation to generate GST-compliant invoices and maintain financial records as required under applicable Indian law.

5. Sharing of Information

5.1 Service Providers. We do not sell your Personal Information. We engage third-party service providers to perform specific functions on our behalf, and share only the data reasonably necessary for each to do so — including providers of cloud infrastructure and data hosting, payment processing, document- and image-processing technology used to support features such as invoice scanning, and transactional email delivery. Our arrangements with these providers restrict them from using your Personal Information for any purpose other than performing the relevant function for us.

5.2 Business Transfers. If EstatePRO™ is involved in a merger, acquisition, restructuring, sale of assets, or bankruptcy, your Personal Information may be transferred to the successor entity as part of that transaction.

5.3 Regulatory and Legal Disclosures. We may access, use, preserve, and disclose your Personal Information, including to government authorities, law enforcement, or private parties, where reasonably necessary to satisfy applicable law or legal process, enforce our Terms and Conditions, detect or prevent fraud or security issues, or protect the safety, rights, or property of EstatePRO™, our users, or the public. Such disclosures may be made without notice to you.

5.4 Affiliates and Successors. We may disclose your Personal Information to our affiliates, subsidiaries, or related entities, and to any third party to whom we transfer our rights and obligations under our Terms and Conditions.

6. Data Storage and Security

Your Society's data is stored using cloud infrastructure located within India, and is not transferred outside India as part of our standard operation of the Service.

• Data in transit is encrypted using industry-standard protocols
• Data at rest is encrypted by our infrastructure provider
• Role-based access rules — residents can generally only access their own records
• OTP-based authentication — no passwords to steal or lose
• Payment processing by a PCI DSS compliant payment processor — we never store card, UPI, or bank account credentials

No Absolute Guarantee: We use commercially reasonable, industry-standard measures to protect your Personal Information. However, no method of electronic transmission or storage is completely secure, and we cannot guarantee absolute security. By using the Service, you accept the inherent security risks of data transmission over the internet, and agree that EstatePRO™ assumes no liability for any disclosure of information due to errors in transmission, unauthorised third-party access, or acts or omissions beyond our reasonable control, and you agree not to hold EstatePRO™ responsible for any such breach of security.

Data Retention: Financial records are retained for as long as required under applicable Indian accounting and tax law. Personal data is otherwise retained only as long as necessary for the purposes it was collected, or as permitted or required by law. We may retain relevant data after account closure to comply with legal obligations, resolve disputes, prevent fraud, or enforce our agreements.

7. Your Rights and Choices

You may request access to, or correction of, the personal data we hold about you by contacting us at the address in Section 12, or, for most fields, directly within the app under Profile. You may withdraw any consent you have given for our collection, use, or disclosure of your Personal Information at any time by contacting us; where you do, we will stop the relevant processing except to the extent we have another lawful basis to continue. You may also nominate another individual to exercise these rights on your behalf in the event of your death or incapacity, by writing to us at the address in Section 12.

You are responsible for maintaining the accuracy of the information you provide to us and for promptly informing us of any changes.

8. Cookies and Tracking

The EstatePRO™ mobile app does not use cookies. This website uses only essential session identifiers required for the site to function. We do not use tracking cookies, advertising cookies, or third-party analytics.

9. Exclusions

This Policy applies to Personal Information collected by us through the Service as described in Section 2. It does not apply to any information you post in areas of the Service visible to other users — for example, complaint descriptions or content you otherwise voluntarily disclose in a manner not limited to your own private records. All such information shall be deemed non-confidential, and we shall be free to use and disclose it without limitation.

10. Access Outside India

The Service is designed for use within India and is compliant with Indian law. We make no representation that the Service is appropriate for use outside India. If you access or use the Service from outside India, you do so at your own risk and are responsible for compliance with the laws of your jurisdiction.

11. Changes to This Policy

We may update this Policy from time to time. Any changes will be effective immediately upon posting of the revised Policy. Where we make material changes, we will notify you by means of a notice within the Service prior to the change becoming effective. Continued use after a policy update constitutes acceptance.

12. Contact Us

For privacy-related queries, data requests, or concerns:
Email: legal@estatepro.in
Response time: Within 30 days

EstatePRO™ · Privacy Policy · Version 3.0 · Effective 5 August 2026

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Terms and Conditions

Effective date: 4 August 2026  ·  Last updated: 4 August 2026  ·  Version 1.0

These Terms and Conditions ("Terms") govern your access to and use of EstatePRO™, an information-technology platform for residential society management. By registering, accessing, or using the Service in any manner, you agree to be bound by these Terms. Please read them carefully.

1. Definitions

• "EstatePRO™" — the society management platform, including its mobile application, web application, and associated backend services
• "Society" — a residential apartment complex, gated community, or similar housing cooperative registered on EstatePRO™
• "Admin" — the authorised representative of a Society who administers its EstatePRO™ account
• "Committee Roles" — Admin, Secretary, Treasurer, Committee Member, and Auditor
• "Resident" — a flat owner or tenant registered under a Society on EstatePRO™
• "User" — any person accessing the Service, in any of the above roles
• "Content" — any data, records, images, or documents uploaded to or generated by EstatePRO™

2. Acceptance of Terms

By registering for and/or using the Service in any manner, you agree to these Terms, which incorporate our Privacy Policy and any other operating rules or policies we publish from time to time. If you are registering or acting on behalf of a Society, you represent that you are authorised to bind that Society to these Terms.

3. Account Registration and Eligibility

• Eligibility — You must be at least 18 years of age to use EstatePRO™
• Account Accuracy — You agree to provide accurate, complete, and current information during registration, and to promptly update it if it changes
• Account Security — EstatePRO™ accounts are secured using OTP-based authentication. You are responsible for all activity occurring under your account
• Committee Role Responsibilities — Users holding Committee Roles are responsible for ensuring residents have consented to their data being processed within EstatePRO™, maintaining accurate Society configuration, managing role assignments, and ensuring timely payment of subscription fees

4. Subscription and Payment

• Trial Period: New Societies receive a free trial period, as displayed in the app. No payment method is required to begin the trial. Continued use after the trial requires an active paid subscription
• Subscription Plans and Revision of Fees: EstatePRO™ offers subscription plans based on flat count. EstatePRO™ reserves the right to revise Subscription Fees without notice to you, at any time. We shall intimate you of any revised fees, and you undertake to pay the difference in amount following such revision
• Payment Processing: Subscription payments are processed through a licensed payment aggregator. EstatePRO™ does not itself store your card, UPI, or bank account credentials
• Refunds: Subscription fees paid to EstatePRO™ are non-refundable
• Subscription Lapse: If a subscription expires and is not renewed, access to administrative features will be suspended

5. Acceptable Use

5.1 Permitted Use — EstatePRO™ may only be used for legitimate residential society management purposes, including maintenance billing, expense tracking, non-maintenance income invoicing, bank reconciliation, resident communications, complaint management, and asset/consumable records.

5.2 Prohibited Use — You must not: upload false or fraudulent Financial Records; harass, intimidate, or discriminate against any resident; collect money from residents for any purpose other than legitimate Society expenses; access another Society's data without authorisation; reverse engineer or copy EstatePRO™; use automated tools to scrape data from the Service; or violate any applicable Indian law.

5.3 Financial Accuracy — EstatePRO™ provides tools to record, categorise, and track a Society's financial data — it does not itself audit, verify, or certify that data. The accuracy of Financial Records is the sole responsibility of the Society's authorised Committee Roles. Reports generated by EstatePRO™ should be independently reviewed by a qualified Chartered Accountant before being relied upon for statutory filings, audits, or any official or legal purpose.

6. Content and Images

All Content you or your Society upload to EstatePRO™ remains your responsibility. EstatePRO™ allows images to be uploaded in several specific contexts: complaint photographs (visible to the resident who uploaded them and Committee Roles managing complaints), invoice/receipt images (processed to help pre-fill expense details), asset documentation images, and Society logos (used on invoices and documents generated by the Service). Images are retained for as long as the record they are attached to exists.

7. AI Features

EstatePRO™ includes AI-powered features, including invoice scanning, an AI budgeting assistant, AI-assisted bank reconciliation matching, and an in-app support assistant. These features use automated intelligent technology and are provided for convenience and guidance only. AI-generated outputs are suggestions only, not authoritative financial, legal, or professional advice. You are responsible for reviewing and verifying any AI-generated content before relying on it.

8. Third-Party Services

EstatePRO™ relies on third-party service providers to deliver certain functions of the Service, including payment processing, cloud infrastructure and data storage, AI-assisted features, and transactional email delivery. We select our service providers with reasonable care but are not responsible for their independent availability, accuracy, or actions. We reserve the right to change our third-party service providers at any time without notice to you.

9. Data Ownership

You and your Society retain ownership of all Content you upload to EstatePRO™. By using the Service, you grant us a limited, non-exclusive licence to store, process, transmit, and display that Content solely for the purpose of providing the Service to you.

10. Intellectual Property

EstatePRO™, its source code, design, features, and platform content (excluding your Content) are owned by or licensed to us and protected by applicable intellectual property law. You may not copy, modify, distribute, or create derivative works from any part of the Service without our prior written permission.

11. Copyright and Trademarks

"EstatePRO" and the EstatePRO™ logo, together with all associated trademarks, service marks, and trade dress, are proprietary to us. No content, code, or material from the Service may be copied, reproduced, or distributed without our express written permission. You agree that we may reference your Society's name and use of the Service in our own sales materials and promotional channels.

12. Service Availability

We aim to keep EstatePRO™ available at all times but do not guarantee uninterrupted or error-free service. We are not liable for losses arising from temporary unavailability of the Service.

13. Limitation of Liability

EstatePRO™ will not be liable for any failure caused by circumstances beyond our reasonable control, a third-party service provider, or the Service not meeting your Society's individual requirements. To the maximum extent permitted by law, EstatePRO™ and its directors, employees, and agents are not liable for indirect, remote, or consequential losses; loss of profits, revenue, or goodwill; unauthorised access to your data; or wasted expenditure. EstatePRO™'s total aggregate liability under these Terms is limited to the subscription fees paid by your Society in the 3 months preceding the claim.

14. Indemnification

You shall defend, indemnify, and hold harmless EstatePRO™, its affiliates, and their employees, contractors, and representatives from all losses, costs, claims, and expenses arising from your use or misuse of the Service, your violation of these Terms, or infringement by you or any third party using your account, of any intellectual property or other right of any person.

15. Suspension and Termination

You may cancel a subscription at any time; cancellation takes effect at the end of the current billing period. We may suspend or terminate access to the Service, with immediate effect where necessary, if you materially breach these Terms, if required by law, or if you engage in fraudulent or abusive activity.

16. Governing Law and Disputes

These Terms are governed by the laws of India. Any disputes shall be subject to the exclusive jurisdiction of the courts in Hyderabad, Telangana, India.

17. Changes to These Terms

Material changes will be communicated with reasonable advance notice via in-app announcement or another appropriate channel. Where the Service requires explicit acceptance of these Terms, you will be prompted to review and accept the updated Terms before continuing to use the Service.

18. Force Majeure, Electronic Record, Miscellaneous

We are not responsible for delays caused by events beyond our reasonable control. This document is an electronic record under the Information Technology Act, 2000, and does not require a physical or digital signature. These Terms are personal to you and may not be assigned without our prior written consent.

19. Contact Us

Email: legal@estatepro.in
Response time: Within 14 business days

EstatePRO™ · Terms and Conditions · Version 1.0 · Effective 4 August 2026