Features Terms of Service Privacy Policy
Last Updated: September 2026

Privacy Policy

Your privacy, personal data protection, and PG/Hostel security are our highest priorities. Learn how RoomSetu handles your data and how you can exercise your privacy rights.

Introduction

Welcome to RoomSetu (also operating on the StayNiva framework), a comprehensive Smart PG and Hostel management platform created and operated by Aura Setu ("we", "us", or "our"). This Privacy Policy outlines our standards, practices, and commitments regarding the collection, storage, use, and permanent erasure of personal data across our Android, iOS, and Web applications (the "App" or "Platform").

By downloading, installing, registering, or accessing RoomSetu, you consent to the data collection and practices described in this policy. If you do not agree with these terms, please discontinue use of the App.

Information We Collect by Role

RoomSetu serves multiple user roles. The data we collect depends on your designated role in the property ecosystem:

Residents & Students Admission & Stay Data

Full name, phone number, email address, profile photo, emergency contact person and phone, permanent address, government ID details (Aadhaar/Passport/Driving License), assigned PG, room and bed number, monthly fee dues, joining date, continuation renewal status, and food/mess preferences.

PG Owners & Co-Owners Property & Business Info

Full name, phone number, firm and business registration details, owned PG/Hostel properties, structure hierarchy (blocks, floors, rooms, beds), base rents, food charge configs, staff permissions, and expense tracking logs.

Managers & Staff Operations & Desk Access

Name, mobile number, job title, assigned properties, staff salary records, fee collection desk transactions, lead management logs, assigned inventory assets, and complaint resolutions.

Parents & Guardians Family Monitoring

Parent/Guardian name, contact phone number, relationship to resident, linked student profile, view-only stay records, gate entry logs, and emergency contact routing.

Data Handled by Platform Features

We process specific data to power RoomSetu's smart features:

  • Pro-Rata Rent & Fee Calculations: If a resident joins mid-month (e.g., on the 15th), the system automatically calculates precise pro-rata stay and food dues for transparent invoicing.
  • Universal QR Codes & Standee Posters: We generate cryptographic QR payloads and invite codes (RES-xxxx and STF-xxxx) enabling contactless student admissions, staff onboarding, and printable A4 promotional standee flyers.
  • Gatekeeper Verification & Attendance: Resident and staff check-in/out timestamps, outside duration logs, and gatekeeper scanning records.
  • Inventory & Asset Management: Record of room inventory items (mattresses, keys, study tables, chairs, AC remotes) issued to residents along with condition status.
  • Digital Invoicing & Receipt Generation: Payment transaction receipts, deposit records, advance amounts, and downloadable PDF transaction slips.
  • Notice Board & Push Alerts: Digital hostel announcements, urgent maintenance alerts, and automated due payment reminders.

Device Permissions Required

RoomSetu requests device permissions strictly on-demand to deliver essential features:

Camera & QR Scanner

Used solely to scan PG Join QR codes, Staff Onboarding QR codes, Gatekeeper passes, and to take pictures for profile photos, KYC documents, or complaint proof.

Push Notifications (FCM)

Delivers real-time alerts for rent receipts, room change approvals, complaint updates, gate check-in logs, and hostel notices.

Storage / Media Library

Allows downloading digital PDF rent receipts, member admission forms, and QR poster standees directly to your device.

How We Use Your Data

We use your information exclusively to provide, maintain, and optimize hostel operations. We do NOT sell or monetize your personal information. Specifically, your data is used to:

  • Authenticate user identity via Phone OTP and Firebase Authentication.
  • Manage room/bed allocations, occupancy rates, and pending admission requests.
  • Generate automated fee schedules, rent receipts, and financial expense summaries.
  • Facilitate instant QR code scanning and printable flyer generation.
  • Track asset issue/return conditions to prevent property loss.
  • Allow parents to stay informed regarding ward safety and hostel updates.
  • Process support requests and account deletion workflows.

Third-Party Services & Infrastructure

We partner with industry-leading infrastructure providers to securely host and protect your data:

  • Google Cloud & Firebase Authentication: High-security authentication and token management.
  • Cloud Firestore: Encrypted NoSQL cloud database storing property layouts, transactions, and user profiles.
  • Firebase Cloud Storage: Encrypted object storage for KYC files, receipts, and photos.
  • Firebase Cloud Messaging (FCM): Secure transactional and notification delivery.

Data Deletion & Account Erasure Policy

We believe in absolute user ownership over personal data. In strict compliance with Google Play Store, Apple App Store, and international privacy standards, every type of user (Resident, Staff, Manager, Owner, and Parent) has the guaranteed right to delete their account at any time directly in the App.

Universal Access In-App Account Deletion Available for Everyone

Whether you are a student moving out, a staff member departing, or an owner closing a property, you can trigger a permanent account deletion request directly from your profile.

How to Delete Your Account from the App:

  1. Open RoomSetu and go to the Profile Details or Settings screen.
  2. Scroll to the bottom and tap "Delete Account" or "Request Account Deletion".
  3. Review the consequences and tap "Request Deletion" to confirm.

What Data is Erased Upon Deletion:

  • Personal identity details (Name, phone, email, emergency contacts, profile photo).
  • KYC documents (Aadhaar, Identity proofs, uploaded signatures).
  • Gatekeeper logs, check-in history, and attendance records.
  • Active bed assignments, room booking requests, and notice board read states.
  • Authentication tokens and device FCM notification identifiers.

Note: All deletion requests are processed and permanently erased from production databases within 7 business days.

Manual Data Deletion Request

If you cannot access your mobile app or wish to request data deletion via email, you can reach out directly to our privacy officer. We will process your erasure within 7 business days.

Email Deletion Request

Data Security & Encryption

We use enterprise-grade security practices to safeguard all user information:

  • All network traffic is encrypted in transit using 256-bit TLS/SSL encryption.
  • Database records and cloud files are encrypted at rest using Google Cloud KMS.
  • Role-Based Access Control (RBAC) ensures residents, staff, and owners only view records authorized for their tier.

Contact Information

If you have any questions, concerns, or feedback regarding this Privacy Policy, please contact our Data Protection Team:

Aura Setu (RoomSetu Privacy & Compliance)

Email: support@aurasetu.com

Website: https://room-setu.web.app

Location: Ahmedabad, Gujarat, India