Privacy Policy

Last updated: 10 October 2026

In short

PGKHATA is an app that PG owners use to manage rooms, tenants, rent and tenant documents.
We collect only what is needed to run a PG: names, phone numbers, stay and rent details, and ID documents.
ID documents are encrypted. Only the PG's owner and manager can open them, and every view is recorded.
Documents are deleted 1 year after a tenant moves out, or earlier if the tenant asks.
We never sell your data or use it for advertising.

1. Who we are

PGKHATA is a sole proprietorship registered in India (Udyam registration UDYAM-KR-03-0771882), based in Bengaluru, Karnataka. This policy covers the PGKHATA app, the tenant upload pages, our WhatsApp messages and this website.

This policy follows India's Digital Personal Data Protection Act, 2023 ("DPDP Act") and the Information Technology Act, 2000.

2. Our role and the PG's role

For PG owners and their team (managers and staff), PGKHATA decides how your account data is used, so we are responsible for it.
For tenants, your PG decides what information it keeps about you and why. PGKHATA stores and processes that information for your PG, following its instructions and this policy. If you are a tenant, you can contact your PG or us about your data; we will help either way.

3. What we collect

Whose data	What	Why
PG owners, managers and staff	Name, mobile number, role in the PG, login records, and actions taken in the app (for example "recorded a payment").	To sign you in, show you the right PG, and keep a record of who changed what.
Tenants	Name, mobile number, room and bed, move-in and move-out dates, rent, deposit, and payment records (amount, date, method such as cash or UPI, and UPI reference if given).	To track the stay and rent, send reminders and receipts, and settle the deposit when you leave.
Tenants	ID proof (for example Aadhaar, passport, driving licence or voter ID) and a photo, uploaded by the tenant, only after the tenant agrees on the upload page.	So the PG can confirm who is staying, and for police verification where the law requires it.
Website visitors	Basic technical information your browser sends (such as IP address and browser type) in our hosting provider's server logs.	To keep the website working and secure. We do not use advertising or tracking cookies.

We do not collect bank account, card or UPI PIN details. PGKHATA records payments; it does not handle money.

4. Tenant consent for ID documents

Before uploading, a tenant sees and agrees to a short statement explaining who can see the documents and when they will be deleted. We store when the tenant agreed and the exact wording they agreed to. A tenant can withdraw consent at any time by asking their PG or writing to us; the documents are then deleted, although the PG may need other proof of identity to continue the stay.

5. Who can see your data

Your PG's team: the owner and managers can see tenants' details, rent and documents. Staff (such as wardens) can see tenants and rent, but not ID documents.
Tenants can see their own stay, rent and payments.
PGKHATA support can see a PG's data only when the PG gives us time-limited access to help with a problem. That access ends automatically.
Service providers that help us run PGKHATA, only for that purpose: cloud hosting and storage, and WhatsApp (Meta Platforms) for sending messages. They are required to protect the data.
Government or police, only when Indian law requires it, such as a valid legal request.

We never sell personal data and never share it for advertising.

6. WhatsApp and SMS messages

PGKHATA sends messages about a stay, such as the document upload link, rent reminders, payment receipts and a daily summary for the PG owner. These are service messages, not marketing. We do not send reminders late at night (between 9 pm and 8 am), and reminders stop once a tenant reports a payment. Messages are sent through WhatsApp (Meta Platforms), which handles them under its own privacy policy. One-time login codes may be sent by SMS or WhatsApp.

7. How we protect data

ID documents are encrypted (AES-256) before they are stored.
Upload links are private, single-purpose and expire. Links to view a document work for 5 minutes and only for the person they were made for.
Every time someone opens a document, we record who opened it and when.
Sign-in uses a one-time code sent to your mobile, and each person only sees the PGs they belong to.
All connections use HTTPS.

No system is perfectly secure. If a breach affects your personal data, we will inform you and the Data Protection Board of India as the law requires.

8. How long we keep data

Data	Kept until
Tenant ID documents and photo	Deleted automatically 1 year after the tenant moves out, or earlier if the tenant asks, unless the law requires keeping them longer.
Stay and rent records	Kept while the PG uses PGKHATA, so the PG has its history. Deleted within 90 days after a PG closes its account, unless the law requires keeping them longer.
Tenant's access to the app	Ends after the tenant moves out.
Login codes	Expire within minutes and are removed.
Record of document views	Kept as long as the PG's records, to show who accessed documents.

9. Your rights

Under the DPDP Act you can:

ask what personal data we hold about you and who it has been shared with;
ask us to correct or update it;
ask us to delete it, or withdraw consent you gave (we will delete it unless the law requires us to keep it);
nominate someone to act for you if you are unable to;
complain to our Grievance Officer, and if you are not satisfied, to the Data Protection Board of India.

To use any of these rights, email hello@pgkhata.in with your registered mobile number, or WhatsApp us from that number, so we can confirm it is you.

10. Children

PGKHATA is meant for adults. If a tenant is under 18, the PG must have a parent's or guardian's consent before adding their details or documents.

11. Where data is stored

Data is stored on secure cloud servers. If data is processed outside India, we do so only as permitted under Indian law.

12. Changes to this policy

If we change this policy, we will update the date at the top. For important changes, we will tell PG owners in the app before they take effect.

13. Grievance Officer and contact

Abhinash Mishra, PGKHATA

Email: hello@pgkhata.in
Phone: +91 98743 13403
Bengaluru, Karnataka, India

We acknowledge complaints within 48 hours and resolve them within 30 days.