Privacy Policy

1. Information We Collect

We collect information that you provide directly to us and information that is automatically collected when you use the portal. Certain information is required for membership registration and property management per society rules and regulations.

A. Membership & Property Information (Required for Registration)

• Property Ownership Details: Property type, block, road, house/flat number, floor, unit size, ownership type (freehold/leasehold), deed/mutation documents, and legal ownership verification.
• Owner Identity: Full legal name, National ID (NID) number, passport (for foreign nationals), photograph, and contact details as required by society bylaws.
• Co-Owner Information: Details of all co-owners/joint owners as per property documents.
• Authorized Occupants: Details of family members, tenants, or authorized residents living in the property.

B. Account & Communication Information

• Account Credentials: Email address, phone number, username, encrypted password, and profile photo for portal access.
• Communication Records: Messages sent through the portal, support requests, complaints, feedback, and official correspondence with society management.

C. Payment & Financial Information

• Transaction Records: Payment history, invoice details, payment methods, bank transaction references, and receipts.
• Billing Information: Monthly charge assessments, penalty records, advance payment balances, and dues status.

D. Automatically Collected Information

• Usage Data: Pages visited, features used, login/logout times, and navigation patterns for portal improvement.
• Device Information: IP address, browser type, operating system, device identifiers for security and fraud prevention.
• Security Logs: Access attempts, failed logins, password changes, and audit trails for accountability.
• Cookies and Tracking: Essential cookies for session management, authentication, and security (see Section 6).

2. How We Use Your Information

We use the information we collect for the following purposes, which are necessary for society operations and member services:

• Membership Registry: Maintain the official register of members as per society bylaws and regulations.
• Property Management: Verify ownership, manage property records, process transfers, and maintain accurate ownership database.
• Financial Management: Process monthly maintenance charges, generate invoices, track payments, manage accounts, and prepare financial statements for audit.
• Society Communications: Send official notices, AGM/EGM notifications, election information, emergency alerts, and general announcements.
• Facility Management: Manage access to common facilities (mosque, school, playground, community center) for members and authorized residents.
• Security & Safety: Verify resident identity, manage gate access, maintain security logs, and coordinate with authorities when required by law.
• Legal Compliance: Fulfill obligations under applicable Bangladesh law, society bylaws, tax regulations, and government directives.
• Dispute Resolution: Maintain records for mediation, arbitration, or legal proceedings per society bylaws.
• Portal Improvement: Analyze usage patterns to improve portal functionality and member experience.

3. How We Share Your Information

We do not sell, trade, or rent your personal information to third parties for commercial purposes. We may share your information only in the following circumstances, which are necessary for society operations or legally required:

• Authorized Society Management: With elected Executive Committee members (President, General Secretary, Treasurer, Office Secretary) and appointed staff who need access to perform their official duties under society bylaws.
• Payment Processors: With secure, PCI-DSS compliant payment gateways to process transactions (only necessary payment data, not full member profiles).
• Legal & Regulatory Requirements: When required by Bangladesh law, court order, government authority, tax authority (NBR), or law enforcement agencies.
• Property Transfer Process: Relevant ownership and payment information with the new owner during property transfer (with proper authorization and documentation).
• Service Providers: With trusted third-party service providers who assist in operating the portal (hosting, maintenance, security, analytics) under strict written confidentiality agreements and data processing agreements.
• Auditors & Legal Counsel: With appointed auditors for annual financial audit and legal counsel for society legal matters, under professional confidentiality obligations.
• Emergency Situations: With emergency services, law enforcement, or relevant authorities in case of emergencies affecting resident safety.

4. Data Security

We implement appropriate technical and organizational measures to protect your information, recognizing the sensitive nature of property and financial data:

• Encryption: All sensitive data (passwords, payment info, NID numbers) encrypted in transit (TLS 1.2+/SSL) and at rest (AES-256).
• Access Control: Role-based access control (RBAC) ensures only authorized personnel can view specific data categories. Members only see their own data.
• Audit Logs: All data access, modifications, and exports are logged with user ID, timestamp, and action for accountability.
• Regular Security Updates: Security patches, dependency updates, and vulnerability scans applied promptly.
• Secure Infrastructure: Portal hosted on secure, monitored infrastructure with firewalls, intrusion detection, and DDoS protection.
• Data Minimization: We collect only information necessary for stated purposes and retain only as long as required.

While we implement industry-standard security measures, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security but are committed to continuous improvement.

5. Data Retention

We retain your information for as long as necessary to fulfill the purposes outlined in this policy and comply with legal obligations:

• Membership & Property Records: Retained permanently as the official society register (per society bylaws and regulations).
• Payment & Financial Records: Retained for a minimum of 7 years after the financial year end for accounting, audit, and tax compliance (Income Tax Ordinance, 1984).
• Communication Logs: Retained for 3 years for reference and dispute resolution.
• Security & Audit Logs: Retained for 5 years for security monitoring and compliance.
• Usage Analytics: Aggregated, anonymized data may be retained indefinitely for portal improvement.
• Former Members: Property ownership history retained permanently; personal contact data anonymized after 7 years post-transfer unless legally required.

6. Cookies and Tracking Technologies

We use cookies and similar technologies for essential portal functions only:

• Essential/Session Cookies: Required for portal operation - session management, authentication, CSRF protection, security. Cannot be disabled.
• Preference Cookies: Remember your settings (language, display preferences, dashboard layout).
• Analytics Cookies: Help us understand portal usage (anonymized, no personal identification). We use privacy-respecting analytics.

We do not use advertising cookies, third-party tracking pixels, or share data with advertising networks. You can control non-essential cookies through your browser settings. Disabling essential cookies will prevent portal access.

7. Your Rights

As a member, you have the following rights regarding your personal information, subject to legal retention requirements:

• Access: Request a copy of your personal data held by the society (excluding data about other members).
• Correction: Request correction of inaccurate or incomplete data (property details, contact info).
• Data Portability: Request your data in a structured, commonly used format (PDF/CSV).
• Restriction of Processing: Request restriction in specific circumstances (e.g., during dispute verification).
• Objection: Object to processing for non-essential purposes (e.g., analytics).
• Limitation on Deletion: Complete deletion is not possible while you remain a property owner/member due to society bylaws, tax laws, and property record requirements. Data is anonymized after legal retention periods post-membership.

To exercise these rights, submit a written request to the Society Office (General Secretary). We will respond within 30 days as per applicable law.

8. Children's Privacy

This portal is for property owners and authorized adult residents. We do not knowingly collect personal information from children under 18 for portal accounts. Property owner accounts may include minor family member names for resident records only. If you believe we have collected a child's data inappropriately, contact the Society Office.

9. Third-Party Links

The portal may contain links to third-party websites (payment gateways, government portals like RAJUK, Dhaka WASA, utility providers). We are not responsible for the privacy practices or content of these external sites. We encourage you to review their privacy policies before providing information.

10. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in law, society operations, or technology. We will notify you of any material changes by:

• Posting the updated policy on this page with a revised "Last updated" date.
• Sending an email notification to your registered email address.
• Displaying a prominent notice on the portal dashboard for 30 days.
• Announcing at the next General Meeting (for significant changes).

11. Contact Us

If you have any questions about this Privacy Policy or our data practices, or to exercise your rights: