This Privacy Policy explains how MySocietyDesk handles information when people visit our public website, submit an enquiry, register a society or use a society portal made available through the platform.
1. Information we may process
Depending on how the service is used, information may include society and administrator details, resident or tenant records entered by authorised society users, contact details, payment and collection records, complaint or booking information, visitor and gate records, uploaded files, application logs, device/browser information and support or feedback submissions.
2. Why we use information
We use information to provide and secure the service, authenticate users, operate society workflows, support billing and records, respond to enquiries, provide support, improve product reliability, investigate misuse and meet applicable contractual or legal obligations.
3. Society-controlled information
For many portal records, the relevant housing society or community determines what information is entered and who may access it. Society administrators are responsible for configuring access appropriately and for using resident, visitor and operational information for legitimate society-management purposes.
4. Sharing and service providers
Information is not intended to be sold as personal data. It may be processed by hosting, email, payment, security, backup or other service providers where needed to operate the product, subject to appropriate access restrictions and applicable agreements. The MySocietyDesk Android app uses Google Firebase Cloud Messaging to register a device for push notifications and deliver society or visitor alerts; this involves a Firebase registration token and notification-delivery metadata. Information may also be disclosed where required by law or to protect users, the platform or others from fraud, abuse or security threats.
5. Mobile app data
The Resident/Admin Android app may transmit account and society identifiers, device notification registration information and information that a user chooses to submit through enabled society workflows, such as payment references or receipts, visitor decisions, complaints, amenity bookings, marketplace listings, documents or support requests. The app does not use this information for behavioural advertising.
6. Security
We use technical and organisational measures designed to protect platform data, including authenticated access, role-based permissions, security controls, logging and operational safeguards. No internet service can guarantee absolute security, so users should also protect their credentials and devices.
7. Retention
Records are retained for periods appropriate to the service, society configuration, operational needs, contractual requirements and applicable obligations. Some information may be removed, archived or anonymised when it is no longer required.
8. Your choices and requests
Residents can use My Profile → Privacy & Data Requests to request access/export, correction or account deletion. If you no longer have access to the app, use our public Account Deletion Request page. Requests may require identity verification. When an account deletion request is fulfilled, associated personal data is deleted or anonymised except information that must be retained for legitimate security, fraud-prevention, accounting, statutory or other obligations.
9. Cookies and session technologies
MySocietyDesk may use essential cookies or similar session technologies for sign-in, security and core functionality. These are used to operate the service rather than for unnecessary behavioural advertising.
10. Children
The service is intended for society administration and household use. Society administrators should take appropriate care before entering information relating to minors and should only do so where needed for legitimate society operations.
11. Changes to this policy
We may update this policy as the product and our practices evolve. The current version will be published on this page with its update date.
12. Privacy contact
MySocietyDesk users can submit privacy questions or requests through our Contact Us page. Signed-in residents can also use My Profile → Privacy & Data Requests to track access, correction and deletion requests.
This public policy is intended to describe the product’s operating practices in clear language. Contract-specific or society-specific obligations may also apply.