Data Processing Terms (for owners)

1. Roles

For personal data of your tenants, applicants and staff that you collect or keep using RoomHive (“Hostel Data”), you are the Data Fiduciary and RoomHive is your Data Processor under the DPDP Act. These terms form part of the Terms of Service.

2. Your instructions

We process Hostel Data only to provide the Service as you configure and use it, and as the law requires. You are responsible for the lawful basis, notices and consents for the data you collect, for asking only for documents you need (masked Aadhaar, not the full number), and for handling your tenants' rights requests — we provide tools and help.

3. Our commitments

• confidentiality obligations for everyone who can access Hostel Data;
• reasonable security safeguards, including encryption, access control, logging of document views and backups;
• using sub-processors (hosting, email, notifications, payments, AI assistant) only under written obligations at least as protective, listed in the Privacy Policy;
• telling you without undue delay of a personal data breach affecting Hostel Data, with the information you need to notify the Board and affected people;
• helping you respond to data principal requests and grievances;
• deleting or returning Hostel Data on your instruction or when your account ends, except where we must keep it by law (for example, tax records).

4. Retention you control

Past-tenant records stay available to you for your legal needs. You can ask us to delete specific records or your hostel's data; legally required financial records are kept for the period the law requires and then deleted.