Privacy Policy
Effective date: September 9, 2026
Claybricks ("we," "us," "our") provides a property management app for owners, staff, and residents/tenants of
layouts, apartments, societies, PG accommodations, and rental properties. This policy explains what personal data
the Platform collects, how it is used, who is responsible for it, and what rights you have over it. It is written
with reference to the Digital Personal Data Protection Act, 2023 ("DPDP Act"), the Information
Technology Act, 2000 and its Reasonable Security Practices Rules, and the Aadhaar (Targeted Delivery of Financial
and Other Subsidies, Benefits and Services) Act, 2016.
Claybricks is operated by the Claybricks team.
1. Who is responsible for your data
This is the most important section if you are a Resident/Tenant wondering who to contact about your data.
- For account information you provide yourself (your name, email, mobile number, login
credentials) and for the security of the Platform, Claybricks (operated by the Claybricks team) is the
Data Fiduciary under the DPDP Act.
- For personal data an Owner or Staff member collects about you — tenancy details, financial
records, and KYC Documents in particular — the property's Owner is the Data Fiduciary. They
decide what is collected and why; Claybricks processes and stores it on their instructions, with technical
access controls (below) so it is only visible to that property's own authorized Owner/Staff and to you. If you
have a concern about how your KYC Documents or tenancy data are being used, raise it with your property's
Owner/Staff first; contact us at the address below if that does not resolve it.
2. Information we collect
- Account information: name, email address, and mobile number, used to sign you in and identify your account.
- Property and unit/tenancy information: property names and addresses, unit/room/bed assignments, lease or check-in details.
- Financial records: maintenance dues, rent invoices, expense records, and payment history (amount, date, and payment mode recorded — e.g. "UPI" or "Cash"). We do not process card or bank payments ourselves; UPI payments are made directly through the resident's or tenant's own UPI app, and the Owner/Staff records that a payment was received.
- Identity/KYC Documents (PG and rental tenants only): a photo of an ID document (Aadhaar, PAN, Passport, driving licence, student ID, or similar) uploaded by an Owner or Staff member for tenancy verification, and a tenant's signature when accepting a rental/PG agreement electronically. Aadhaar is never required as the only acceptable form of ID — see Section 7.
- Complaints and maintenance requests: descriptions and optional photos submitted by residents or tenants.
- Communication records: minutes of meetings, reminders, and access logs (who viewed a property's dashboard and when), used for accountability among an organization's own admins and staff.
- Location (optional): GPS coordinates an Owner chooses to capture for a property's public listing, only ever with that Owner's explicit action.
3. How we use this information
- To operate the core features of the Platform: tracking dues and payments, generating invoices and receipts, managing occupancy, and handling maintenance complaints.
- To verify tenant identity where an Owner/Staff member chooses to collect KYC Documents (PG/rental tenants).
- To let Owners control which Staff can access which properties and which features (permission-based access).
- To send in-app, SMS, or WhatsApp-based payment reminders, OTP verification codes, and account notifications that a property's own admin initiates or that are needed to secure your login.
- We do not use your personal data for advertising, and we do not build advertising profiles from it.
4. Legal basis for processing
Personal data is processed on the basis of your consent (given at sign-up or when a KYC Document is collected),
and as necessary to perform the services requested through the Platform (e.g. generating an invoice you are a
party to). You may withdraw consent at any time as described in Section 8, though this may mean some features
(e.g. reflecting your tenancy or KYC status) can no longer be provided to you.
5. How your information is stored and protected
Data is stored using Supabase, a cloud database and storage provider, with encryption in transit (HTTPS) and at
rest. Access to a property's data is restricted at the database level (row-level security) so that residents,
tenants, staff, and owners only ever see the data they are authorized to see — for example, a resident cannot see
another resident's balance, and staff only see properties they have been explicitly granted access to. KYC
Documents are stored in a private file store that is never made public, and are only ever retrievable by that
property's authorized Owner/Staff or by you, for your own documents.
6. Where your data is stored
Our infrastructure provider (Supabase) may host data on servers located outside India. We disclose this plainly
rather than leaving it unstated: as of this policy's effective date, the DPDP Act permits transfer of personal
data outside India except to countries the Central Government may specifically restrict by notification: we do
not transfer data to any such restricted country. If this changes, we will update this section.
7. Identity documents and Aadhaar specifically
- The Platform never requires Aadhaar as the only acceptable form of identification — PAN, Passport, a driving
licence, a student ID, or another valid government-issued ID are always offered as alternatives.
- We store an uploaded image of the document you or your Owner/Staff chooses to provide, for tenancy-verification
record-keeping. We do not perform Aadhaar e-KYC/authentication through UIDAI's systems, and we do not publish,
display in bulk, or share any Aadhaar number outside that property's own authorized Owner/Staff.
- You may ask your property's Owner/Staff, or us directly, to mask, correct, or delete a KYC Document at any time.
8. Data retention
| Data type | Retained for |
|---|
| Account information | Until account deletion is requested, or the account has been inactive for a period consistent with our legal record-keeping obligations. |
| Financial records (invoices, payments, expenses) | For the duration of the tenancy/ownership, plus a period afterward consistent with applicable tax and accounting record-keeping requirements under Indian law. |
| KYC Documents | For the duration of the tenancy, plus a limited period afterward for the Owner's own legal/regulatory record-keeping, unless you or your Owner requests earlier deletion and no legal requirement prevents it. |
| Complaints and communication records | For as long as reasonably needed for accountability and dispute resolution, or until deletion is requested. |
When data is no longer needed for these purposes, we delete it or render it permanently unrecoverable.
9. Data sharing
We do not sell your information, and we do not share it with third parties for advertising or marketing purposes.
Information is only accessible to:
- The property's own Owners and authorized Staff, for the properties they manage.
- Our infrastructure and communication providers (currently Supabase for hosting/storage, and Fast2SMS for
WhatsApp/SMS delivery of OTPs and notifications you or your property's admin trigger), solely to operate the
Platform — they do not use your data for their own purposes.
- Law enforcement or a court, only where legally compelled to do so.
10. Your rights (Data Principal rights under the DPDP Act)
You have the right to:
- Access a summary of the personal data we hold about you.
- Correct or update inaccurate or incomplete data.
- Erase personal data that is no longer necessary for the purpose it was collected, subject to
any legal retention requirement.
- Withdraw consent at any time, without affecting the lawfulness of processing before withdrawal.
- Nominate another individual to exercise these rights on your behalf in the event of your
death or incapacity.
- Register a grievance with our Grievance Officer (Section 12), and thereafter with the Data
Protection Board of India if unresolved.
To exercise any of these rights, contact your property's Owner/Staff directly for tenancy-related data, or
support@myclaybricks.com for anything else.
11. Data breach notification
If a personal data breach occurs that is likely to affect you, we will notify the Data Protection Board of India
and affected Users as required under the DPDP Act, without undue delay.
12. Grievance Officer
We will acknowledge a grievance within seven (7) days and aim to resolve it within thirty (30) days.
13. Children's privacy
This app is intended for adults managing or residing in a property and is not directed at children under 18. We do not knowingly collect personal data from children.
14. Changes to this policy
If this policy changes, the updated version will be posted here with a new effective date.
15. Contact us
Questions about this policy or your data can be sent to support@myclaybricks.com.