Privacy Policy | Association360

1. Who we are

Association360 provides professional operations support to apartment associations and residential communities — including accounting support, procurement coordination, communication, and related services under a written engagement with the society.

For privacy questions, email support@association360.co.in or call +91 88844 08080.

2. Who this policy covers

We treat people differently based on how they interact with Association360. This policy is organised around three personas:

Website visitors — anyone browsing the public site or submitting a callback request without logging in.
Association members — residents or society members who register / are onboarded and sign in to the portal to view their society-related information.
Association committee members — Managing Committee (or similarly authorised) members who access committee workflows, society documents, and operational or financial records for their association.

Association360 staff (“Admin” users) also access society data only to deliver contracted services. Staff access is limited to authorised personnel and is governed by the same confidentiality and retention rules described below.

3. Website visitors

What we may collect

Contact details you choose to share — for example name, society / association name, and mobile number when you use Request Callback or contact us by email, phone, or WhatsApp.
Technical information — such as IP address, browser type, device type, pages viewed, and approximate timing of visits, collected through standard web server and hosting logs.
Cookies or similar technologies — used where needed for basic site operation, security, and (if enabled) understanding how the public site is used. We do not use visitor data from the public website to sell advertising profiles.

Why we use it

To respond to callback and enquiry requests.
To operate, secure, and improve the public website.
To communicate about services you asked us about.

What we do not do with visitor data

We do not sell visitor personal data.
We do not require an account merely to browse public pages.

4. Association members (portal login after registration)

After your society engages Association360 and members are registered or allowlisted, you may sign in to the portal (for example with Google / Gmail where enabled) to access information related to your unit or membership.

What we may collect

Identity and account details — name, email address, phone number (if provided), unit / flat details, and sign-in identifiers used for authentication.
Society membership context — which society you belong to and role labels needed to show the right portal screens.
Service-use information — such as dues or payment-related status shown in the portal, service requests you raise, bills or documents you upload, and messages you send through portal tools (including AI assistant prompts where you use “Ask anything here”).
Session and security logs — login time, device/browser signals, and similar records used to protect accounts and investigate misuse.

Why we use it

To authenticate you and show information that belongs to your society / unit.
To support payments, requests, and day-to-day portal features.
To notify you about onboarding, meetings, or service updates related to your society engagement.
To keep the portal secure and troubleshoot issues.

Access boundaries

As a member, you generally see information appropriate to your role (for example your unit dues or community notices). You should not receive unrestricted access to another resident’s personal records unless your society’s configuration and role expressly allow it.

5. Association committee members

Committee members (President, Secretary, Treasurer, and other authorised Managing Committee members) often provide society documents and operational data so Association360 can deliver contracted services. You may also use committee portal features after login.

What we may collect

Committee identity details — name, role, email, phone, and society office-bearer information.
Society / KYC and onboarding records — registration documents, bylaws, bank or account details where shared for service delivery, meeting information, and related files.
Financial and operational records — invoices, bills, statements, purchase orders, vendor information, expense records, MoM / meeting notes, quotations, and reports needed for Essential or other service packages.
Consents and authorisations — recorded consent for data use and retention, and (where given) authorisation for Association360 to act as an operational representative for day-to-day administrative activities. Separate bank authorisation remains required where banks demand it.

Why we use it

To onboard the society and verify information needed for the engagement.
To provide accounting, procurement, communication, and operations support under the service agreement.
To prepare reports, MoM, quotations, and correspondence for the committee.
To communicate with vendors and other parties only as authorised for the engagement.

Committee responsibilities

Share only information you are authorised by the association to provide.
Use portal access carefully; committee accounts may see sensitive society financial and personal data.
Tell us promptly if a committee member leaves office so we can update access allowlists.

6. How we use information (all personas)

Across personas, we use personal and society information to:

Provide, operate, and improve Association360 services and the portal.
Communicate about enquiries, onboarding, meetings, service delivery, and support.
Comply with law, respond to lawful requests, and enforce our agreements.
Protect against fraud, abuse, and security incidents.

We do not sell personal data. We use society and member information for the engagement and related legitimate operations — not for unrelated marketing lists.

7. Sharing and processors

We may share information only as needed with:

Authorised Association360 staff delivering your society’s services.
Authorised society committee members for the same society’s records and workflows.
Service providers who help us host, store, email, authenticate, or operate the product (for example cloud hosting, object storage, email delivery, and Google sign-in). They process data on our instructions and for Association360 purposes.
Vendors or banks only when you (or the committee) authorise that interaction as part of service delivery.
Authorities when required by applicable law.

8. Retention

Visitor enquiries / callback leads — kept as needed to respond and for a reasonable follow-up period, then deleted or minimised unless a longer period is required for disputes or legal compliance.
Portal and society engagement data — retained for the duration of the society’s contract / engagement with Association360, and for a limited wind-down period afterwards unless a longer retention is required by law, accounting obligations, or dispute resolution.
Consent and access logs — retained as needed to demonstrate consent, security, and service history.

You may request deletion or correction subject to legal and contractual limits (for example records we must keep for tax or ongoing committee accountability).

9. Security

We use administrative, technical, and organisational measures appropriate to the sensitivity of society and member data — including access controls, encrypted transport (HTTPS), and cloud storage practices. No method of transmission or storage is perfectly secure; please protect your login credentials and sign out on shared devices.

10. Your rights

Depending on applicable Indian law (including the Digital Personal Data Protection Act, 2023, as it applies) and your relationship with us, you may request to:

Access personal data we hold about you.
Correct inaccurate personal data.
Withdraw consent where processing is based on consent (this may limit some portal or onboarding features).
Ask for deletion or erasure, subject to legal / contractual retention needs.
Raise a grievance with us using the contact details below.

For society-owned records (for example association bank statements), requests may need to go through the committee or authorised office-bearers, because Association360 processes that information for the association under the engagement.

11. Children

Our website and portal are intended for adults acting for residential associations and households. We do not knowingly collect personal data from children for Association360 services. If you believe a child’s data was provided in error, contact us so we can delete it where appropriate.

12. Changes to this policy

We may update this Privacy Policy from time to time. The “Last updated” date at the top will change when we do. Material changes may also be communicated through the website, portal, or email where appropriate. Continued use of the site or portal after an update means you acknowledge the revised policy.

13. Contact

For privacy requests, corrections, consent withdrawal, or grievances:

Email: support@association360.co.in
Phone / WhatsApp: +91 88844 08080
Website: www.association360.co.in

This page is an informational privacy notice for Association360’s website and portal. It is not a substitute for your society’s engagement contract, data-consent screens in the portal, or independent legal advice.