Privacy Policy

Overview

SocioPlex ("we," "our," or "the Platform") provides an AI-powered residential society management platform. This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our web application, WhatsApp integration, or public chatbot.

By registering for or using SocioPlex, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with our practices, please do not use our services.

Data We Collect

Account Information

When you register as a resident, we collect the following:

• Full name — required for identification
• Phone number — required, serves as your unique login identifier
• Email address — optional, for communications
• Flat number and tower/wing — required for society association
• Password — stored as a one-way bcrypt hash; we never store or have access to your plaintext password

Society Information

Society administrators provide organizational data including society name, address, city, pincode, total flats, amenity lists, office hours, and contact details.

Chat & Conversation Data

All messages exchanged with the AI assistant — whether via the web app, WhatsApp, or the public chatbot — are stored in our database. This includes:

• Messages you send to the AI assistant
• AI-generated responses
• The communication channel used (Web, WhatsApp, or Public)
• Timestamps for each message

Complaint Data

When you file a complaint, we collect the complaint category, description, priority level, and resolution details. Each complaint is assigned a unique ticket number.

Booking Data

Amenity bookings include the amenity name, date, time slot, guest count, and any notes you provide.

Visitor Pass Data

When creating visitor passes, the following data is collected about your guests:

• Visitor's full name (required)
• Visitor's phone number (optional)
• Purpose of visit
• Valid date/time window
• Vehicle registration number (optional)

Community Memory Submissions

If you submit community knowledge (e.g., "Gym closed on Sundays"), your name and flat number are associated with the submission for moderation purposes.

Automatically Collected Data

• IP addresses — may be logged in audit records for security monitoring
• Device and browser information — standard HTTP headers received during web requests

How We Use Your Data

We use your personal information for the following purposes:

• Authentication & access control — verifying your identity and managing role-based permissions
• AI assistant functionality — personalizing AI responses with your name, flat number, and society context
• Service delivery — processing complaints, bookings, visitor passes, and broadcast notifications
• Society administration — enabling admins to manage residents, review complaints, and approve accounts
• Community knowledge — curating AI knowledge from approved community memory submissions
• Security & abuse prevention — rate limiting, account blocking, and audit logging

We do not sell, rent, or trade your personal data to third parties for marketing purposes.

AI & Chat Data Processing

Our AI assistant is powered by a third-party AI service (DigitalOcean Gradient AI). When you send a message to the AI assistant, the following information is transmitted to this service:

• Your message and up to the last 20 messages from your conversation for context continuity
• Your full name, flat number, and tower (for authenticated users only)
• Your society's name and current date
• Society settings such as amenity lists and office hours

For public/anonymous chat users, no personal data is included in AI requests — only the society name and date are shared for context.

For WhatsApp users who are not registered residents, only the society name is shared with the AI. Your WhatsApp phone number is stored locally in our database for session management but is not transmitted to the AI provider.

Third-Party Services

We share data with the following third-party services strictly for platform functionality:

DigitalOcean Gradient AI

Provides the AI conversational engine. Receives chat messages and resident context (name, flat number) for generating responses. Also hosts society knowledge base documents uploaded by administrators.

Meta (WhatsApp Cloud API)

If your society uses the WhatsApp integration, incoming and outgoing messages are processed through Meta's WhatsApp Business Platform. This includes message content and your WhatsApp phone number. Meta's own privacy policy governs their handling of this data.

No Other Third Parties

We do not use third-party analytics services (such as Google Analytics), advertising platforms, email marketing tools, or social media tracking pixels. We do not embed third-party tracking scripts in our application.

Data Storage & Retention

• Database: All data is stored in a MySQL-compatible database hosted on our servers.
• Passwords: Encrypted using bcrypt adaptive hashing (10 salt rounds). Plaintext passwords are never stored.
• Chat history: Stored indefinitely unless you explicitly clear your conversation history through the application.
• Visitor passes: Retained in the database with status tracking (Active, Used, Expired, Cancelled).
• Complaints and bookings: Retained as long as your account exists for historical reference and audit purposes.
• Community memories: Retained until they expire (if an expiry date was set) or are removed by an administrator.

Personal data other than passwords (names, phone numbers, email addresses, flat numbers) is stored in plaintext in the database. Encryption at rest depends on the hosting infrastructure configuration of your society's deployment.

Cookies & Local Storage

SocioPlex does not use cookies for authentication or tracking. Instead, we use browser localStorage for the following:

• Authentication token — Your JWT bearer token and profile information (name, phone, flat number, role) are stored in localStorage to maintain your session across browser tabs and visits.
• Chat cache — Your last 50 chat messages are cached locally for faster loading. This data persists until you log out or clear browser data.
• Public chat session — Anonymous chatbot users receive a randomly generated session ID (UUID) stored in localStorage. No personal data is stored for anonymous sessions.

All localStorage data is cleared when you explicitly log out of the application. You can also clear this data manually through your browser settings at any time.

Your Rights

As a SocioPlex user, you have the following rights regarding your personal data:

• Access: View your profile information through the Profile page of the application.
• Chat history deletion: Clear your AI conversation history at any time through the chat interface.
• Account data: Contact your society administrator to request modification or deletion of your account data.
• Visitor pass data: Cancel active visitor passes you have created, removing future access for those visitors.
• Data portability: Contact us to request an export of your personal data in a machine-readable format.
• Account deletion: Request complete account deletion by contacting your society administrator or our support team. This will remove your personal data from the system.

Visitor & Guest Data

When you create a visitor pass, you provide personal information about a third party (your guest or visitor). By submitting this information, you confirm that:

• You have the visitor's consent to share their name, phone number, and vehicle details with SocioPlex.
• The data will be used solely for the purpose of gate entry verification and security management.
• Visitor pass data is accessible to society security personnel through an unauthenticated verification endpoint for gate verification purposes.

Visitor pass information (visitor name, purpose, time window, and vehicle number) is visible to anyone with the pass verification code during the valid time window. Share pass codes only with intended visitors.

Children's Privacy

SocioPlex is not intended for use by individuals under the age of 18. We do not knowingly collect personal data from children. If you believe a child has provided us with personal information, please contact us and we will take steps to delete such information.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we make material changes, we will notify users through the application or via broadcast messaging. The "Last updated" date at the top of this page indicates when the policy was most recently revised.

Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us:

• Email: privacy@socioplex.in
• Through the Contact form on our website