Privacy Policy

This Privacy Policy explains how this hostel fee collection and management portal collects, uses, stores, shares, and protects information related to students, wardens, head wardens, and administrators.

This policy is intended for the portal's operational use and should be reviewed with the institution's official privacy, records, and legal requirements before publication.

Account information: email address, password hash, role, account creation date, password reset token status, and session information.

Student profile information: name, admission number, mobile number, father's name, category, course, current year, hostel, and room number.

Hostel and request information: hostel assignment, room request dates, session, amount, payment status, mess cut days, mess cut amount, warden remarks, head warden remarks, approval status, and related timestamps.

Payment information: payment order IDs, payment IDs, payment signatures where applicable, payment amount, currency, payment method, paid date, and success or failure status. The portal does not need to store full card, UPI PIN, CVV, or net-banking credentials.

Audit and security information: user actions, affected records, metadata, login/session behavior, and technical information needed to operate and secure the service.

We use information to create and manage accounts, verify student records, process hostel room requests, calculate and record hostel fees, manage mess cut workflows, verify payments, maintain audit logs, support password reset, and provide administrative dashboards.

We may also use information to prevent misuse, troubleshoot errors, reconcile payments, respond to user requests, comply with institutional rules, and maintain accurate hostel records.

The portal uses secure session cookies to keep signed-in users authenticated. These cookies are necessary for access control and account security.

Do not use a shared or public device without signing out after use.

Student information may be accessible to authorized wardens, head wardens, and administrators based on their role in hostel operations.

Information may be shared with service providers that support the portal, such as database hosting, Cloudflare hosting, email delivery providers, and Razorpay or another payment gateway for payment processing and verification.

Information may also be disclosed when required by applicable law, institutional policy, audit, security review, dispute resolution, or lawful request from competent authorities.

Payment checkout and payment instrument processing are handled by the payment gateway. The portal records the information needed to create orders, verify payment status, and reconcile hostel fee records.

Users should review the payment gateway's own terms and privacy practices when completing a payment.

Records are retained for as long as needed for hostel administration, payment reconciliation, audit, legal, institutional, and dispute-resolution purposes.

Some records, such as successful payments, audit logs, hostel allocation history, and official student records, may need to be retained even after account access is disabled.

The portal uses access controls, role-based permissions, password hashing, session protection, database controls, and infrastructure security measures to protect information.

No system is completely secure. Users should choose strong passwords, keep credentials private, and report suspected unauthorized access promptly.

Students may update supported profile fields through the portal. For corrections that cannot be made directly, contact the authorized hostel administration.

Requests for access, correction, restriction, deletion, or grievance review will be handled according to applicable law, institutional record requirements, and operational feasibility.

If a student is under 18, use of the portal should be under the authorization of the institution and, where required, a parent or guardian. The portal should not be used to submit information for a person who is not an eligible student.

This policy may be updated when the portal, service providers, data practices, institutional requirements, or applicable laws change. The updated date will be revised when changes are published.

For privacy questions, profile corrections, account issues, or payment-record concerns, contact the authorized hostel administration through the official channels provided by the institution.