Privacy Policy

1. Who we are

Neighby is a set of apps for residential societies — the resident app, the gate app for security staff, the maintenance app for the facility team, the committee's admin panel and this website. It is operated by Tactic Techno Solutions, 53, C. Durairaj Road, Karumuthu Thiyagaraja Nagar, Adhanur – 603 202, Tamil Nadu("Neighby", "we", "us").

For the personal data you give us to use Neighby, we are the Data Fiduciary under the Digital Personal Data Protection Act, 2023 (the "DPDP Act"). Records that your Residents Welfare Association (RWA) or society committee adds — the flat register, bills, the ledger, bylaws and registers — belong to the society. For those, the society decides how the data is used and we process it on its behalf.

This policy applies whether you use the apps, the admin panel or neighby.in.

2. What we collect and why

We collect only what a feature needs. Each item below says what it is and what it is for.

Account

Your name, mobile number, flat, role (owner, tenant, committee member or staff) and an optional profile photo — to sign you in, link you to your flat and show neighbours who posted.

Sign-in

Your mobile number, to send a one-time code by SMS. We do not use passwords.

Household and SOS circle

The people you add to your household or SOS circle. If you pick someone from your phone, we read only the contact you choose — never your whole address book.

What you post

Notices, complaints with their photos, voice notes, poll votes, questions and answers, listings, lost-and-found items, service-contact reviews, messages, and the reports and blocks you make — to deliver them to your society and moderate them.

Dues and payments

Bills raised to your flat, payments recorded against them and receipts — to keep your society’s accounts. We never see or store full card or UPI details.

Gate and security

Visitor names and one-time entry codes, vehicle numbers, guard shifts, security-round scans with the photo and time of each scan, vehicle alerts, and the dates you set for vacation mode — to run the gate and the rounds your society asks for.

Location

Only while you send an SOS, so the people responding can find you. We never track location in the background.

Camera, photos and microphone

Only when you choose to take a photo, attach one, scan a checkpoint or record a voice note.

Face ID and fingerprint

Checked by your phone to unlock the app. The result stays on your device; we never receive your biometric data.

Device and diagnostics

Device model, operating system, app version, push-notification token and crash reports — to deliver notifications and fix faults.

Support and enquiries

What you send us by email, phone, WhatsApp or the demo form on this website — to reply to you. Messages you send us on WhatsApp are also covered by WhatsApp’s own privacy policy.

3. Consent and legitimate uses

We process your personal data on the basis of the consent you give when you sign up. You can withdraw it at any time by writing to support@neighby.in, or by deleting your account from Profile in the app. Withdrawing consent stops further processing but does not undo processing already done, and features that need the data — such as receiving bills — will stop working.

Section 7 of the DPDP Act also lets us process data without separate consent in limited cases, including:

• where you have voluntarily given data for a specific purpose, such as a complaint you raise;
• to respond to a medical emergency or a threat to someone’s life or safety, such as an SOS; and
• to meet a legal obligation or comply with a court order.

We do not sell your personal data, and we do not use it for third-party advertising.

4. Who can see what

• Neighbours in your society see your name and flat alongside what you post. Your data is never shown to other societies.
• Your committee and its moderators see the flat register, complaints, bills and payments, reports, visitor logs and security records for your society.
• Gate staff see expected visitors, entry codes and whether a vehicle is registered. If you turn on vacation mode, the gate is told only that your flat is away — never who is away or until when.
• Maintenance staff see the complaints assigned to them, with the flat and any photos.
• Every member sees Open Books — the society's income, expenses and balance. Where the committee restricts an amount, the line still shows its head, author and reason.
• Your SOS circle sees your alert, location and status when you raise an SOS.
• Authorities, when the law or a valid order requires us to share data.

5. Service providers

We use trusted service providers (Data Processors) who process data only on our instructions and under contracts that require them to protect it:

Supabase

Database, sign-in and file storage for photos and voice notes.

Cloudflare

Hosting and network security for the admin panel and this website.

MSG91

Sending one-time sign-in codes by SMS.

Google Firebase

Crash reports, and delivering push notifications to Android phones.

Apple and Expo

Delivering push notifications to iPhones and through the app’s notification service.

Payment partner

Processing online payments, when your society turns them on. We never receive full card or UPI details.

6. Where your data is stored

Some of our providers store or process data outside India. We transfer personal data only to countries the Government of India has not restricted under Section 16 of the DPDP Act, and with the same protections described in this policy.

7. Cookies and local storage

• This website sets no tracking or advertising cookies and runs no analytics.
• The admin panel uses essential cookies only, to keep committee members signed in.
• The apps keep your session in your phone’s secure storage, and your preferences on the device.
• If we ever add analytics, we will update this section first.

8. How long we keep it

• Account data is kept while you are a member of a society on Neighby, and deleted or anonymised within 90 days of you leaving or deleting your account.
• Security-round photos are kept for the period your society chooses, from 7 to 90 days. The round record itself is kept with the society’s records.
• Bills, payments and ledger entries belong to the society and are kept for as long as the law requires the society to keep its accounts.
• Security and access logs are kept for at least one year, as the DPDP Rules, 2025 require.
• Demo-form enquiries are kept only as long as we need them to follow up, and no longer than 12 months.
• Data we must keep to meet any other legal obligation is kept only for that period.

9. Security and breaches

Data is encrypted in transit and at rest. Database access rules limit every record to your society and your role, so a resident of one society cannot read another's data. Ledger entries are chained, so any change can be detected, and only a small number of our staff can reach production systems.

If a personal data breach occurs, we will tell affected users and report it to the Data Protection Board of India and, where required, to CERT-In, within the time the law sets.

10. Your rights

Under the DPDP Act you have the right to:

• get a summary of the personal data we hold about you and how it is processed;
• have inaccurate or incomplete data corrected, completed or updated;
• have your data erased when it is no longer needed for the purpose you gave it;
• withdraw your consent;
• have a grievance addressed by us; and
• nominate someone to exercise these rights if you die or become unable to.

Write to support@neighby.in with your name, society, flat and registered mobile number so we can verify the request. We respond within 90 days. Records that belong to your society, such as the ledger, may need to be corrected through your committee.

11. Children

Neighby accounts are for adults. A person under 18 may be added to a household only with verifiable consent from a parent or lawful guardian. We do not track, profile or target advertising at children. A parent or guardian can ask us to delete a child's data at support@neighby.in.

12. Grievance Officer

We acknowledge every grievance within 24 hours and resolve it within 15 days. If you are not satisfied with our response, you may complain to the Data Protection Board of India.

13. Changes to this policy

The date at the top shows when this policy last changed. If we make a material change, we will tell you in the app before it takes effect and ask for fresh consent where the law requires it. See also our Terms & Conditions, Refund Policy and Content Policy.