Privacy Policy
Please read this privacy policy carefully before using the Dormico Hostel Management System.
1. Information We Collect
We collect the following types of information:
- Personal Information: Name, email, phone number, address, government ID proof
- tenant Information: Academic details, emergency contacts, guardian information
- Financial Information: Payment records, fee structures, transaction history
- Subscription & Billing Information: Payment card details (credit/debit card, UPI), billing address, subscription plan selection (Silver/Gold), payment authorization records, transaction receipts, and auto-pay preferences
- Room Information: Occupancy details, room assignments, maintenance records
- Usage Data: App usage patterns, device information, IP addresses
Note: We collect a one-time authorization charge of ₹1 from your payment method during account setup to verify your payment details before activating your 14-day free trial. This is a standard security measure to prevent fraud.
2. How We Use Your Information
- To provide and maintain hostel management services
- To process payments and maintain financial records
- To process subscription payments (monthly billing for Silver and Gold plans)
- To verify payment methods and prevent fraudulent transactions
- To manage your free trial period and subsequent subscription billing cycles
- To send payment receipts, billing notifications, and subscription renewal reminders
- To process auto-pay transactions on your monthly billing date
- To communicate important updates and notifications
- To improve our services and user experience
- To comply with legal obligations
- To prevent fraud and ensure security
3. Data Storage and Security
- All data is encrypted using industry-standard AES-256 encryption
- Payment card information is never stored on our servers - all payment processing is handled through PCI-DSS compliant payment gateways
- Data is stored on secure servers with regular security audits
- We implement strict access controls and authentication measures
- Regular backups are maintained with encrypted storage
- We comply with applicable data protection regulations including RBI guidelines for payment data
- Financial transaction data is encrypted both in transit and at rest
Payment Security: Your complete card details are handled exclusively by our certified payment partners. We only store tokenized payment references and transaction metadata necessary for billing operations.
4. Data Retention
- Active account data is retained for the duration of your subscription
- Financial records including subscription payments, invoices, and transaction history are retained for 7 years as per legal and tax requirements
- Payment authorization records (₹1 verification charge) are retained for audit purposes
- Billing cycle information and subscription history are maintained for account reconciliation
- Archived data may be retained for historical and analytical purposes
- You may request data deletion subject to legal retention requirements
- After subscription cancellation, billing data is retained as per regulatory requirements but access to services is terminated
5. Your Privacy Rights
You have the right to:
- Access your personal data including billing and subscription information
- Correct inaccurate data
- Request data deletion (subject to legal and financial record retention requirements)
- Disable auto-pay and manage payment methods
- Download your billing history and transaction records
- Opt-out of certain data processing (marketing communications)
- Data portability
- Lodge complaints with supervisory authorities
Note: While you can cancel your subscription at any time, financial records must be retained for legal compliance and cannot be immediately deleted.
6. Cookies and Tracking
We use cookies and similar technologies to:
- Maintain session information
- Remember user preferences
- Analyze usage patterns
- Improve App performance
- Track subscription status and billing cycles
- Secure payment transactions
7. Third-Party Services
We may share your information with third-party services including:
- Payment Gateways: Razorpay, Stripe, PayPal, or other PCI-DSS compliant payment processors for handling subscription payments, the ₹1 verification charge, and recurring billing
- Cloud Storage Providers: AWS, Google Cloud, or similar services for secure data storage
- Communication Services: Email and SMS providers for sending billing notifications, payment receipts, and subscription reminders
- Analytics Services: For improving app performance and user experience
Your use of third-party services is subject to their respective privacy policies. We only partner with services that maintain high security and privacy standards.
Payment Processing: When you enable auto-pay or make a payment, your payment information is transmitted directly to our payment gateway partners using encrypted connections. We do not have access to your complete card numbers or CVV codes.
8. Refund Policy
Important: No Refund Policy
Dormico operates on a subscription-based model with a strict no-refund policy.
Key Points:
- All sales are final: Once a subscription payment is processed, it cannot be refunded
- Monthly subscriptions: Subscription fees (₹19/month for Silver, ₹29/month for Gold) are non-refundable regardless of usage
- Verification charge: The ₹1 payment authorization charge collected during account setup is non-refundable
- Auto-pay charges: Monthly recurring charges processed through auto-pay are non-refundable
- Service cancellation: You may cancel your subscription at any time, but no partial refunds will be issued for the remaining subscription period
- Account termination: If your account is terminated for violating our terms of service, no refund will be provided
- Free trial: We offer a 14-day free trial period for new users to evaluate our services before committing to a paid subscription
Exceptions:
- Duplicate charges: In case of accidental duplicate payments, we will refund the duplicate amount
- Unauthorized charges: If you report unauthorized charges within 48 hours with proof, we will investigate and refund if verified
- Service unavailability: If our service is completely unavailable for more than 7 consecutive days due to our fault, you may be eligible for a pro-rated credit
- Legal requirements: Refunds may be issued if required by applicable law
Note: By subscribing to Dormico and enabling auto-pay, you acknowledge and agree to this no-refund policy. We encourage you to take advantage of our 14-day free trial period to ensure our services meet your needs before making a payment commitment. The ₹1 verification charge helps us confirm your payment method is valid and protects against fraud.
9. Contact Us
For questions or concerns about this privacy policy, refund policy, or billing issues, please contact us:
- Email: [email protected]
- Phone: +91 7902299476
- Address: Near Hi-Tech Diagnostic Centre, Palarivattom, Ernakulam, Kerala 682025, India
For billing and payment-related inquiries, please include your account email and transaction ID (if applicable) for faster resolution.