Privacy Policy

Last updated 21 September 2026

1. Who is responsible for your information

SUDHA SOFTWARE runs Rental Book. For the details of the people who use it (landlords, managers and viewers) we decide how the information is used, and we are responsible for it under the Digital Personal Data Protection Act, 2023 (the "DPDP Act"). For the information you enter about your tenants and others, you decide what is kept and why; we store and process it on your behalf and only as you instruct.

2. What we hold

• About you: your name, email address, phone number (if you or we have added one), a password (kept only as a one-way hash), your Google account identifier and profile picture if you sign in with Google, your language, your role in each book, and when you agreed to our Terms and which version.
• What you enter about your business: buildings, rooms and photos; tenants' names, phone numbers and addresses; ID type and number (the number is stored encrypted, and only the last four digits are shown on screens); scanned ID and address proof; workplace and emergency contact; police-verification status; agreement details and signatures; rent, payments, bills, expenses, property tax and receipts.
• Payment and billing details of your book: the UPI address you give for collecting rent (shown to a tenant who opens a payment link), and the business name, address, GSTIN and PAN you give for our receipts.
• Messages: a log of the WhatsApp messages sent through Rental Book — recipient, message template, time and delivery status — and a note each time you open a rent reminder for a tenant in your own WhatsApp (which tenant, the amount owed, who and when). That reminder is sent from your phone, and we never see it.
• Subscription payments: plan, amount, date and Razorpay's payment reference. We do not receive or store card, bank or UPI credentials.
• Technical data: IP address and browser details in security logs, a record of each time our staff open a customer's book (who and when), and the cookies described below.

3. Why we use it

• To provide the service you asked for: keep your records, work out what is owed, prepare receipts and forms, and send the reminders you switch on.
• To bill you, to keep the service secure, to prevent misuse and to fix problems.
• To contact you about your account, the service and changes to these documents.
• To see how many people get started and where they get stuck — for example, whether a new book has a room, a tenant or a payment yet — and to get in touch with people who may need help getting going. This uses what you have entered only as counts and dates.

We do not sell your information or your tenants' information, and we do not use it for advertising.

4. Your tenants' information

Tenants are not users of Rental Book, so the landlord is responsible for telling them what is kept and for having their agreement. Rental Book asks the landlord to confirm this before ID or address proof is saved. WhatsApp messages are sent only to tenants for whom the landlord has recorded that they agreed to receive them. A tenant who opens the payment link in a reminder sees only their own name, room, the amount owed and the landlord's UPI address; the money goes from them straight to the landlord and never through Rental Book. A tenant who wants to see, correct or delete what is held about them should ask the landlord first; they may also write to us.

5. Who else handles it

We use service providers to run Rental Book, and they may process information on our behalf: our hosting and backup storage provider (Oracle Cloud Infrastructure), Google (sign-in, and the typefaces the pages use, which your browser fetches from Google directly), Razorpay (subscription payments), Meta (WhatsApp Business messages, once switched on) and an email delivery provider. We do not share information with anybody else except where the law requires it.

6. How we protect it

Each customer's book is kept apart from every other. ID numbers are encrypted in the database; identity and address documents are kept in private storage and shown only to signed-in members of that book. Connections use HTTPS, and backups are kept in access-controlled storage. Our staff can open a customer's book to help with a problem; each time is recorded with who and when, and that record is kept. No system is perfectly secure: if a breach affects you, we will tell you and the authorities as the law requires.

7. How long we keep it

For as long as your book exists. A book whose plan has ended stays available to view and export until you ask us to erase it. When you ask us to erase your book we delete it from our live systems within 30 days, apart from records we must keep by law or to show what we did: our own payment records, and the record of when our staff opened your book or changed its plan.

An owner can also do it without writing to us: in Settings, Delete this book asks for the password and schedules the deletion 7 days ahead, and it can be cancelled until then. Everything in the book and its uploaded documents is deleted, and the name, email address, phone number and Google identity of logins that belonged only to that book are erased.

Backups are deleted on a fixed schedule: none is kept longer than 21 days. A copy of your book taken before it was erased therefore leaves our backups within 21 days of the erasure. If we ever have to restore from a backup, we first erase again whatever had already been erased.

You can export your book as spreadsheets from Settings at any time. Uploaded documents are not part of that export.

8. Your rights

Under the DPDP Act you can ask to see what we hold about you, to have it corrected or erased, and to make a complaint. Write to us using the contact details below — to the grievance officer, where one is named there — and we will reply within a reasonable time. If you are not satisfied, you may approach the Data Protection Board of India.

9. Cookies and offline storage

Rental Book uses only the cookies it needs: a session cookie, a security (CSRF) cookie and, if you choose to stay signed in, a "remember me" cookie. The app also stores pages on your device so that it can work without signal. We use no advertising or tracking cookies and no analytics services.

10. Children

Rental Book is for adults. Do not record a child's identity documents.

11. Changes

If we change this policy in a way that matters, we will ask you to agree to the new version.

Contact

SUDHA SOFTWARE
3/306, Kesavan Maligai, Near Periyamariamman Temple, Chinnasiragapadi, Salem, Tamil Nadu 636308
Grievance officer: Gopinath Govintharajan
Phone: +919965834442
Email: admin@rentalbook.in