Privacy Policy

This Privacy Policy explains how the Citron PH-2 Society application ("the App") collects, uses, stores, and protects your personal information. By registering or using the App, you acknowledge and agree to the practices described here. This policy applies to all users including residents, tenants, committee members, staff, and administrators.

We collect the following categories of data:

• Identity & Contact: Full name, phone number, email address, profile photo, unit number, wing, and occupancy details.
• Account Data: Login credentials (stored securely), role, approval status, account type, and activity logs.
• Society Activity: Complaints, suggestions, feedback, amenity bookings, poll votes, emergency contacts, parking registrations, lost & found reports, pet registrations, visitor entries, and service provider interactions.
• Files & Media: Photos and documents you upload for profiles, complaints, announcements, pets, incidents, or other features.
• AI Assistant: Prompts and messages you send to the AI assistant. Conversations are not retained beyond your session unless explicitly saved.
• Technical Data: Device type, browser, IP address, session data, and usage logs collected automatically for security, diagnostics, and performance.

Your information is used to:

• Authenticate your identity and manage role-based access.
• Operate society workflows including complaints, bookings, announcements, and approvals.
• Send important notifications, alerts, and society updates.
• Power the AI assistant to answer queries about the society.
• Maintain records required for society management, audits, and legal compliance.
• Detect and prevent misuse, unauthorized access, or security threats.
• Improve application performance and user experience over time.

The App includes an AI-powered assistant that processes your queries to generate relevant responses. When you interact with the AI assistant:

• Your messages are processed by an AI service to generate a response.
• The AI service does not retain your messages for training purposes.
• Responses are generated automatically and may not always be fully accurate. Do not rely solely on AI responses for legal, financial, medical, or official society decisions.
• The AI has limited access to certain society data (such as rules and announcements) to improve response quality. Personal data such as your unit details or account information is not shared with the AI model.

Some information is visible to other authorized society users so the application can function as a community platform. This may include your name, role, unit association, and contact details depending on your privacy settings and the permissions of the viewer.

Where available, privacy controls in your account settings apply inside the directory and related workflows. Administrators or authorized management users may still access information required for operational, legal, compliance, or emergency handling purposes.

We do not sell your personal data. Information may be shared only where necessary:

• With society office bearers, administrators, committee members, or staff who need it to perform their duties.
• With service providers that host, support, secure, or communicate for the platform — bound by confidentiality obligations.
• When required by law, lawful request, dispute handling, audit, or emergency response.
• As part of a society-authorized operational process that you initiate through the application.

We retain your data for as long as your account is active or as needed to fulfill the purposes described in this policy. Data related to society records (complaints, bookings, incidents) may be retained for longer periods to comply with legal obligations or for audit purposes. You may request account deletion by contacting the society administration.

We use industry-standard security practices including encrypted data transmission (HTTPS), hashed credentials, role-based access controls, and regular security monitoring. However, no online system can guarantee absolute security. You are responsible for keeping your login credentials confidential and for notifying the society immediately if you suspect unauthorized use of your account.

The App is intended for use by adults and authorized society members. We do not knowingly collect personal information from individuals under the age of 13. Minors registered under a family unit are managed through their parent or guardian's account.

We may update this Privacy Policy from time to time. Significant changes will be communicated through in-app announcements or notifications. Continued use of the App after any update constitutes your acceptance of the revised policy.

Content you submit (complaints, suggestions, photos, documents, etc.) must be truthful, relevant, and appropriate. You should avoid submitting highly sensitive personal, financial, or confidential third-party information unless it is necessary for a legitimate society workflow. The society may retain submitted content as part of operational records.