Privacy Policy

1. Introduction

Welcome to the D Block EOK website, resident portal and mobile application (collectively referred to as the "Services").

This Privacy Policy explains how D Block East of Kailash Residents' Welfare Association ("RWA", "we", "our" or "us") collects, uses, stores, protects and shares personal information when residents, property owners, tenants, committee members and other authorised users access or use our Services.

We respect your privacy and are committed to handling personal information responsibly, transparently and securely.

This Policy applies to information collected through:

• Our website and resident portal.
• Our Android and iOS mobile applications.
• Resident registration and OTP-based login.
• Community events, announcements, polls and notifications.
• Complaints and grievance submissions.
• Photo and video galleries.
• Other features made available through the Services.

2. Information We Collect

Depending on the features you use and the information provided to us, we may collect the following categories of information.

A. Personal and contact information

• Full name.
• Registered mobile number.
• Email address, where provided.
• Resident or user account identification.
• Resident type, such as owner, tenant or authorised family member.

B. Property and residency information

• Block, house or property number.
• Residency or ownership-related information.
• Association between residents and properties.
• Other information required to verify eligibility for resident services.

C. Authentication and security information

• Mobile number used for OTP-based login.
• OTP verification and authentication records.
• Login timestamps and session information.
• Security logs and records of access to the Services.
• Technical information required to protect accounts and prevent unauthorised access.

We use OTPs for authentication. Users should never share their OTPs with anyone.

D. Community participation information

Depending on the features you use, we may collect:

• Event registrations and participation details.
• Poll responses and voting records.
• Complaints, requests and grievance descriptions.
• Messages, feedback and other content submitted through the portal.
• Notification preferences and delivery information.

E. Photos, videos and other media

When residents or authorised users upload photos, videos or other media, we may collect and store:

• Uploaded photographs and videos.
• Associated captions, descriptions and album information.
• Upload date and time.
• The name of the person who uploaded the content.
• Other media-related information required to manage the community gallery.

Where the relevant feature is enabled, the uploader's name and registered mobile number may be displayed alongside uploaded content to identify the contributor. Such information will be displayed subject to the application's access controls and applicable RWA privacy arrangements.

Please avoid uploading photographs, videos or documents containing sensitive personal information unless necessary and authorised.

F. Technical information

We may collect limited technical information required to operate and secure the Services, such as:

• IP address and connection information.
• Browser and device information.
• Application version and operating system.
• Technical error and diagnostic logs.
• Session and security-related information.

The actual technical information collected depends on the configuration of the website, application and hosting environment.

3. How We Collect Information

We may collect information through the following methods:

1. Directly from residents during registration or profile updates.
2. Through information provided by authorised RWA representatives.
3. When residents log in using mobile OTP verification.
4. When residents submit complaints, feedback or event registrations.
5. When users participate in polls or community activities.
6. When authorised users upload photographs and videos.
7. Automatically through application sessions, security mechanisms and technical logs.

We may also receive or verify residency and property-related information through authorised RWA records.

4. Why We Use Your Information

We use personal information only for purposes connected with operating and managing the community Services, including:

• Verifying resident identity and eligibility.
• Creating and maintaining resident accounts.
• Providing secure OTP-based authentication.
• Managing resident and property records.
• Sending important RWA announcements and notifications.
• Organising community events and managing registrations.
• Receiving and responding to complaints and requests.
• Conducting community polls and collecting feedback.
• Managing community photographs, videos and albums.
• Maintaining upload attribution where enabled.
• Maintaining security, audit and access records.
• Preventing unauthorised access, misuse and fraudulent activity.
• Maintaining and improving the reliability of the Services.
• Meeting applicable legal and regulatory obligations.

We do not intend to use resident information for unrelated commercial advertising or sell personal information to advertisers.

5. Sharing of Information

We do not sell residents' personal information.

Information may be shared only where necessary for legitimate RWA and service-related purposes, including:

A. Authorised RWA representatives

Relevant information may be accessed by authorised committee members, administrators or other designated personnel for managing residents, properties, events, complaints, announcements and community operations.

Access is intended to be restricted according to assigned roles and responsibilities.

B. Technology and service providers

We may use service providers to operate and maintain the Services, including:

• SMS service providers for OTP delivery and related communications, including Fast2SMS where configured.
• Server hosting and infrastructure providers.
• Technical maintenance and support providers.
• Other service providers necessary to operate the website and applications.

Such providers may process information only as necessary to provide their services and subject to appropriate confidentiality and security arrangements.

C. Legal requirements

We may disclose information when required by applicable law, a valid legal process, or a lawful direction from a competent authority.

D. Protection of rights and security

Information may be disclosed when reasonably necessary to investigate fraud, protect residents, maintain system security or protect the rights and safety of the RWA and its users, subject to applicable law.

We do not authorise third parties to use residents' personal information for their own unrelated marketing purposes.

6. Community Photos, Videos and User-Generated Content

The Services may provide community albums and galleries containing photographs and videos from RWA events and other community activities.

Please understand that:

• Photographs and videos may contain images of residents, guests and other individuals.
• Content may be visible to authorised users depending on album and media access permissions.
• Some media may identify the person who uploaded it.
• Users should not upload content that violates another person's privacy, rights or applicable law.
• Residents who believe that media has been uploaded or displayed improperly may contact the RWA and request a review.

The RWA may review reported content and take appropriate action, including restricting access or removing content where justified.

Uploading content does not transfer ownership of that content to the RWA. Users remain responsible for ensuring that they have the necessary rights and permissions to submit it.

7. Cookies and Session Technologies

Our website and portal may use cookies or similar technologies to:

• Maintain authenticated sessions.
• Support secure login.
• Protect against unauthorised access.
• Maintain application functionality.
• Remember necessary application preferences.

Authentication and security-related cookies may be essential for the Services to function.

You may be able to manage cookies through your browser settings. Disabling essential cookies may affect your ability to log in or use certain features.

8. Mobile Application Permissions

Depending on the features you use, our mobile application may request access to certain device permissions, including:

Photo Library / Photos: To allow users to select photographs or videos for uploading to community albums.

Camera: If camera-based capture functionality is provided.

Notifications: To deliver important RWA announcements, event updates and other relevant notifications.

The application should request permissions only when required for the relevant functionality.

You can manage permissions through your device settings. Denying an optional permission may prevent the related feature from working but should not unnecessarily restrict unrelated features.

9. Data Storage and Security

We take reasonable technical and organisational measures to protect personal information against unauthorised access, alteration, disclosure, loss or misuse.

These measures may include:

• Secure authentication and OTP verification.
• Role-based access restrictions.
• Secure session management.
• Protection against unauthorised API access.
• HTTPS encryption for supported website and application communications.
• Access controls for photographs, videos and documents.
• Security monitoring and audit records.
• Server and database access restrictions.

Access to personal information is intended to be limited to authorised persons who require it for their responsibilities.

However, no website, application, internet transmission or electronic storage system can be guaranteed to be completely secure.

Users should keep their registered mobile devices secure and must not share OTPs or account access credentials.

10. Data Retention

We retain personal information only for as long as reasonably necessary for the purposes described in this Policy, subject to applicable legal requirements.

Different categories of information may require different retention periods.

For example:

• Resident and property records may be retained while required for RWA administration and legitimate community records.
• Authentication and session records may be retained for security and troubleshooting purposes.
• Complaint and grievance records may be retained for handling, follow-up and administrative records.
• Event registrations and poll records may be retained for community administration and historical records.
• Photographs and videos may be retained as part of community archives, subject to applicable access and removal arrangements.
• Audit and security logs may be retained for security investigations and accountability.

When information is no longer required, the RWA will consider deletion, anonymisation or other appropriate disposal methods, subject to applicable legal, administrative and recordkeeping requirements.

Specific retention periods may be established and updated by the RWA.

11. Your Privacy Rights and Requests

Subject to applicable law, users may contact the RWA to request:

• Information about personal data associated with their account.
• Correction or updating of inaccurate personal information.
• Erasure of personal information where legally appropriate.
• Withdrawal of consent where processing is based on consent.
• Review of inappropriate use or disclosure of personal information.
• Assistance with privacy-related concerns or grievances.

Requests may require verification of the requester's identity to prevent unauthorised access or deletion.

Some information may need to be retained where required by law or necessary for legitimate RWA recordkeeping, security or dispute resolution purposes.

12. Account Deletion Requests

Users who wish to discontinue using the Services may submit an account deletion request to the RWA through the available account support or grievance channel.

The RWA will review the request and verify the user's identity.

Where deletion is approved and legally permissible, the RWA will take appropriate steps to delete or de-identify the relevant personal information.

Certain records may be retained where required by law or necessary for legitimate administrative, security, audit or dispute-resolution purposes.

Deleting an account may result in the loss of access to resident portal services.

Important: Account deletion requests are subject to identity verification and applicable retention obligations. Submission of a request does not automatically delete an account or historical RWA records.

13. Children's Privacy

The Services are primarily intended for residents, property owners, tenants and authorised adult users.

Children should not independently create or operate accounts unless the RWA has established an appropriate process and the required parent or guardian involvement.

If personal information relating to a child is submitted through the Services, the parent or lawful guardian may contact the RWA to request a review or appropriate action, subject to applicable law.

14. Third-Party Websites and Services

Our website or application may contain links to third-party websites or services.

These third-party services operate under their own privacy policies and terms.

The RWA is not responsible for the privacy practices, security or content of external websites that it does not operate.

Users should review the relevant privacy policy before providing personal information to any third-party service.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect:

• Changes in RWA operations.
• New website or application features.
• Changes in information collection or processing practices.
• Changes in applicable laws and regulations.
• Improvements to security and privacy procedures.

The updated Policy will be published on this page with a revised "Last Updated" date.

Users are encouraged to review this page periodically.

Where required by applicable law, we will provide additional notice or obtain consent before making material changes to how personal information is processed.

16. Grievance Redressal and Privacy Contact

For questions, concerns, complaints, correction requests, deletion requests or other privacy-related matters, please contact the RWA using the following details:

RWA Name: EAST OF KAILASH, BLOCK-'D' WELFARE ASSOCIATION (REGD.)

Grievance Officer / Privacy Contact: President – Mr. R.K. Bhutani

Official Email: contact@dblockeok.com

Contact Number: 98-111-04141

RWA Office Address: D-71, East of Kailash, New Delhi – 110065

We may request additional information to verify your identity and understand your concern before responding.

17. Applicable Law

This Privacy Policy is intended to be interpreted in accordance with the laws of India, including applicable provisions of the Digital Personal Data Protection Act, 2023 and the rules and regulations made under it, as and when applicable and brought into force.

Nothing in this Policy is intended to limit any rights that users may have under applicable law.

18. Contact and Final Note

Your privacy and the security of resident information are important to us.

For privacy-related questions or requests, please use the contact details published in Section 16 after they have been verified by the RWA.

By using the Services, you acknowledge that you have been provided access to this Privacy Policy. Any consent required for a particular processing activity will be obtained separately where required by applicable law.