Privacy Policy

Codniox Hostel OS (“Software”, “we”, “our”, or “us”) respects your privacy and is committed to protecting the information processed through our hostel management platform. This Privacy Policy explains what information may be collected, how it is used, and the choices available to users of Codniox Hostel OS. 1. Information We Collect When a hostel owner, administrator, warden, student, guardian, or other authorized user uses the Software, information may be entered or processed such as: Name, mobile number, email address and profile details Hostel, branch, room and bed information Student and guardian details Admission and hostel records Staff, administrator and warden details Fee, due, receipt and payment information Student wallet transactions Income and expense records Leave requests and complaints Uploaded documents, photographs or other files Account, subscription and billing information Basic technical information required for security and operation of the Software The exact information collected depends on the features used by the hostel. 2. How We Use Information Information is used only for legitimate purposes related to providing and operating Codniox Hostel OS, including: Creating and managing user accounts Managing students, rooms and beds Managing hostel branches Recording fees, dues and receipts Managing student wallets Managing staff, administrators and wardens Processing leave requests and complaints Generating reports and records Managing subscriptions and payments Providing customer support Maintaining security and preventing misuse Improving the reliability and functionality of the Software We do not use hostel or student information for unrelated purposes. 3. Hostel Data Ownership Data entered by a hostel into Codniox Hostel OS remains the data of that hostel or the respective authorized user, subject to applicable law. Codniox provides the software platform used to store, organize and process this information. Each hostel is responsible for ensuring that it has the necessary authority, consent or lawful basis to collect and enter information relating to its students, guardians, staff and other individuals. 4. Student and Guardian Information Hostel owners or their authorized staff may enter student and guardian information into the Software for hostel administration. Such information is made available only as required for authorized hostel-management functions and system administration. Hostels should collect only information that is reasonably necessary for their operations. 5. Payment Information The Software may use third-party payment gateways for online payments. When a payment is made through an external payment gateway, certain payment information may be processed directly by that payment provider according to its own privacy and security policies. Codniox Hostel OS may retain transaction-related information such as payment status, amount, transaction reference, receipt and payment date for accounting and hostel-management purposes. We do not intentionally store complete debit card, credit card, UPI PIN or banking passwords. 6. Data Sharing We do not sell or rent personal information to advertisers or other third parties. Information may be shared only when reasonably necessary: With service providers required to operate the Software With payment providers for processing transactions For hosting, infrastructure or technical services When required by law, court order or a lawful government request To investigate fraud, security threats or misuse To protect the rights and safety of users, Codniox or others Service providers are given access only to information reasonably necessary for providing their respective services. 7. Data Security We take reasonable technical and organizational measures to protect information against unauthorized access, misuse, loss, alteration or disclosure. However, no internet-based service or electronic storage system can guarantee absolute security. Hostel owners and users are also responsible for protecting their login credentials and preventing unauthorized access to their accounts. 8. Account Access and Permissions Different users may receive different permissions according to their roles, such as Owner, Admin or Warden. Users should access information only for authorized hostel-management purposes. The hostel owner is responsible for managing staff accounts and permissions provided within their hostel account. 9. Data Retention Information may be retained while an account is active and for a reasonable period afterward where necessary for: Providing the service Maintaining transaction and accounting records Resolving disputes Security and fraud prevention Backup and recovery Compliance with applicable legal obligations Where appropriate and technically feasible, information may be deleted or anonymized when it is no longer reasonably required. 10. Subscription Expiry and Inactive Records Expiration, downgrade or change of a subscription does not necessarily mean that existing hostel records will immediately be deleted. Certain records or accounts may become inactive or restricted according to the applicable subscription limits while their historical data remains retained. Users may upgrade their subscription to regain access to features or capacity available under the selected plan. 11. Free Trial Codniox Hostel OS may provide eligible new hostel accounts with a 1 Month Premium Free Trial. During the trial, Premium features may be made available without charge. At the end of the trial, applicable subscription rules and plan limits may apply. Providing a free trial does not change how personal information is protected under this Privacy Policy. 12. Cookies and Sessions The Software may use cookies, authentication tokens, sessions or similar technologies necessary to: Keep users securely logged in Authenticate accounts Maintain application functionality Protect accounts from unauthorized access Remember necessary preferences Essential authentication and security technologies may be required for the Software to function correctly. 13. Children's and Minor Students' Data Hostels may accommodate students who are under the age of 18. Where information relating to minors is entered into the Software, the hostel or responsible organization is responsible for obtaining any consent or authorization required under applicable law from the parent, guardian or other authorized person. Codniox does not knowingly request information from minors independently for advertising purposes. 14. User Rights and Requests Subject to applicable law, users may contact us regarding requests to: Access their information Correct inaccurate information Request deletion of eligible information Raise a privacy concern Ask questions about how their information is processed Certain information may need to be retained where required for legal, security, accounting or transaction-record purposes. 15. Third-Party Services Codniox Hostel OS may integrate with third-party services such as payment gateways, hosting providers or other technical services. Those services may have their own privacy policies and terms. Their handling of information is governed by their respective policies where applicable. 16. Changes to This Privacy Policy We may update this Privacy Policy when the Software, legal requirements or our practices change. The latest version will be made available through the Software or website. The “Last Updated” date at the top of this policy indicates the latest revision. Continued use of the Software after an updated Privacy Policy becomes effective constitutes acknowledgement of the updated policy, subject to applicable law. 17. Contact Us For privacy questions, data-related requests or complaints, please contact: Codniox Product: Codniox Hostel OS Email: support@codniox.com Website: hostelos.codniox.com Address: 402, Statesman House, Barakhamba Road, Connaught Place, New Delhi, Delhi – 110001, India