Privacy Policy
Last updated: April 1, 2026
1. Introduction
Stayzilla ("we", "our", or "us") operates a hostel management software platform accessible at stayzilla.co.in. This Privacy Policy explains how we collect, use, disclose, and safeguard information about hostel operators, administrators, students, and parents who use our platform. By accessing or using Stayzilla, you agree to the terms of this Privacy Policy.
We take your privacy seriously. This document is written in plain language so all users — including hostel owners and parents — can understand what happens with their data.
2. Data We Collect
2.1 Information You Provide Directly
- Hostel Operators / Admins: Name, email address, phone number, hostel name, address, GSTIN, and subscription/billing details.
- Staff / Wardens: Name, employee ID, phone number, role, and assigned branch details.
- Students: Full name, roll number, photograph, date of birth, phone number, email, course, room number, emergency contact, and hostel admission details.
- Parents: Father/mother name, photograph, phone number, email, and relationship to student.
2.2 Information Generated Through Platform Use
- Attendance records (hostel and mess)
- Discipline and conduct incident logs (including uploaded photographs)
- Fine records and receipts
- Gate pass applications and approvals
- Service ticket submissions and resolutions
- Mess feedback and ratings
- Sports equipment requests
- Parent meeting schedules
- Inventory and expense records
2.3 Technical Data
- IP addresses, browser type, operating system
- Pages visited, time spent, clicks
- Session cookies and authentication tokens
- Server logs for security and performance monitoring
3. How We Use Your Data
We use collected data for the following purposes:
- To operate and deliver the Stayzilla platform and its features
- To authenticate users and maintain secure sessions
- To enable communication between hostel operators, staff, students, and parents
- To send automated notifications (discipline alerts, gate pass updates, announcements)
- To generate reports and analytics for hostel administrators
- To process subscription payments and issue invoices
- To provide customer support and respond to queries
- To improve our platform based on usage patterns
- To comply with applicable Indian laws and regulations
We do not use your data for advertising, profiling, or selling to third parties.
5. Data Security
We implement industry-standard security measures to protect your data:
- All data transmitted between your browser and our servers is encrypted using TLS (Transport Layer Security)
- Passwords are hashed using bcrypt and are never stored in plain text
- Access to production data is restricted to authorized personnel only
- Role-based access control ensures users can only access data relevant to their role
- Regular security audits and vulnerability assessments are conducted
- Data backups are performed daily and stored securely
While we take all reasonable steps to protect your data, no internet-based system can guarantee absolute security. We will notify affected users and relevant authorities promptly in the event of a confirmed data breach.
6. Data Retention
We retain personal data for as long as your account is active or as needed to provide services. Specifically:
- Active account data is retained for the duration of the subscription
- After account termination, data is retained for a maximum of 90 days to allow data export
- Upon written request, all data will be permanently deleted within 30 days of account closure
- Financial records (invoices, payment logs) may be retained for 7 years as required by Indian tax laws
7. Your Rights
Under applicable data protection laws, you have the following rights:
- Right to Access: Request a copy of the personal data we hold about you
- Right to Correction: Request correction of inaccurate or incomplete data
- Right to Deletion: Request deletion of your personal data (subject to legal retention requirements)
- Right to Portability: Request your data in a machine-readable format (Excel export is available directly in the platform)
- Right to Object: Object to specific processing activities
To exercise any of these rights, contact us at sales@stayzilla.co.in. We will respond within 30 days.
9. Data of Minors
Stayzilla may store data of students who are minors (under 18 years of age). This data is collected for legitimate hostel management purposes (attendance, conduct records, meal tracking) and is provided by the hostel operator — the primary data controller for student information.
Hostel operators are responsible for ensuring they have appropriate consent from students or their guardians to collect and process this data in compliance with applicable laws. Parents have dedicated access to their minor child's records through the Parent Portal.
10. Changes to This Policy
We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. When we make significant changes, we will notify users through the platform and via email at least 14 days before the changes take effect. Continued use of Stayzilla after the effective date constitutes acceptance of the updated policy.
11. Contact Us
For any privacy-related questions, requests, or complaints, please contact:
- Email: sales@stayzilla.co.in
- Phone: +91 90452 39670
- Address: Stayzilla Technologies, Varanasi, Uttar Pradesh — 221001, India