Privacy Policy

Aptivo is a community and apartment management platform operated by UQ Network Private Limited. It brings gatekeeping, visitor management, resident services, committee tools and billing into one connected system.

This policy applies to:

Residents (owners and tenants) and their family members
Management committee (RWA) members and society administrators
Security guards and gate staff
Visitors, delivery agents, domestic help and vendors
Visitors to our website

It covers the Aptivo website, mobile apps and related services (the “Platforms”).

For personal data entered into Aptivo by a society, UQ Network Private Limited acts as the Data Processor, and the Resident Welfare Association (RWA) or Management Committee of that society acts as the Data Fiduciary under applicable Indian data protection laws, including the Digital Personal Data Protection Act, 2023. We process such data only on the instructions of the Data Fiduciary.

For personal data that you provide to us directly, such as when you visit our website, fill in an inquiry or demo request form, or contact us for sales and support, UQ Network Private Limited acts as the Data Fiduciary and decides the purpose and means of processing that data.

We collect only what is needed to run the services. The data depends on which features your society uses.

• Identity details: name, profile photo, gender (optional)
• Contact details: mobile number, secondary number, email address
• Residence details: flat/villa number, block, owner or tenant status
• Vehicle details: registration number, vehicle type
• Optional details: family members, pets, emergency contacts, occupation, interests
• Payment details: transaction status, invoice and receipt records
• Business details: GSTIN and registered company name (for invoicing)

If your society enables advanced modules such as Billing & Accounts, additional information may be required to deliver them.

For commercial invoicing, we collect the GSTIN and registered company name of the society, builder or business entity. This information is used only to generate tax-compliant invoices and for statutory record keeping.

When you join a community, we record the details needed to identify you and serve your household.

Name, contact details and flat/villa number
Family members, pets and vehicles you add to your profile
Your role (owner, tenant, committee member)
Notification and privacy preferences

If you add details of family members, you confirm that you have their consent, or their guardian's consent where applicable, to share this data.

This data is used to identify you at the gate, route visitor and parcel alerts to the right flat, and run community services. Your contact details are not displayed to other residents unless you choose to share them.

For visitors, we collect:

Name and mobile number
Purpose of visit and the flat being visited
Vehicle number (if any)
Entry and exit time
Photo captured at the gate, where the society enables it

Residents receive a notification and can approve or deny entry from the app. Visitor data is used only for gate security and community records. It is never used for marketing.

By entering information about visitors, guests, delivery agents, domestic help, staff or vendors, the resident or society confirms that they have obtained the consent of the individual concerned, or have another lawful basis to share this data, and that it is entered only for community security and management purposes.

For maids, cooks, drivers, nannies and other staff, we may collect:

Name, photo and contact number
Work type and flats they serve
Entry/exit and attendance records
Verification details, only when the society chooses to verify staff

Identification documents are collected only with the person's consent and are visible only to authorised society administrators.

By entering information about staff, domestic help or delivery personnel, the resident or society confirms that they have obtained the consent of the individual concerned, or have another lawful basis to share this data, and that it is entered only for community security and management purposes.

We record:

• Delivery agent name and company
• The flat the delivery is for
• Time of arrival and time of collection
• Parcel status (received at gate, collected, returned)

This lets residents know when a parcel arrives and gives the society a clear record in case of disputes.

If your society uses Billing & Accounts, we process:

• Maintenance dues, invoices and receipts
• Payment status and transaction references
• Ledger and accounting records maintained for the society

Online payments are processed by third-party payment gateways under their own security standards. Aptivo does not store your full card number, CVV, UPI PIN or net-banking password.

The app may request the following permissions. Each is used only for the feature it supports.

• Camera: scanning visitor passes, taking photos at the gate, uploading a profile picture
• Photos/Gallery: choosing an image to upload
• Contacts: inviting guests quickly (only if you allow it)
• Notifications: gate alerts, visitor approvals, bills and notices
• Location: only where a feature needs it, such as verifying gate-related actions

You can change or withdraw any permission in your device settings. Some features may stop working without them.

When you use our Platforms, we automatically collect technical information such as:

• IP address and approximate location
• Device model, operating system and app version
• Browser type and language
• Pages viewed, features used and time spent
• Crash logs and error reports

This is used to keep the Platforms secure, fix problems and improve performance. It is not used to identify you personally for advertising.

Our website uses cookies and similar technologies to:

• Keep you signed in securely
• Remember your preferences
• Understand how visitors use the website
• Improve speed and reliability

You can block or delete cookies through your browser settings, but parts of the website may not work properly. Please see our Cookie Policy for full details.

When you submit an inquiry or demo request, chat with us on WhatsApp, or email us, we keep:

• Your name, phone number and email
• Your society or organisation name (if shared)
• The content of your message

We use this only to respond to you, provide support and improve our service.

We use your information to:

• Provide gatekeeping, visitor approval and security alerts
• Manage staff, deliveries and parcels
• Generate bills, receipts and accounting records
• Send notices, reminders and important updates
• Provide customer support and respond to requests
• Detect, prevent and investigate fraud, misuse and security incidents
• Improve and develop our Platforms
• Comply with legal obligations

• Directly from you: when you register, fill in forms, add family members, vehicles or visitors, or contact us
• From your society: committee administrators may add or import resident, staff and billing data when setting up the community
• Automatically: through your use of the website and apps, as described above

We process personal information based on:

Your consent, given when you register or use a feature
Contract and service delivery, where data is needed to provide the services you or your society requested
Legal obligations, where we must keep or disclose records under applicable law

The privacy notice and consent request are available in English and in the following regional languages: Tamil, Hindi, Telugu, Kannada and Malayalam, as required under the Digital Personal Data Protection Act, 2023.

You may withdraw your consent at any time by contacting our Grievance Officer at support@aptivo.in. Withdrawal may limit the services we can provide to you and does not affect processing done before it.

Access is limited to those who need it:

• Residents: see their own household’s data and visitors for their own flat
• Security staff: see only the details needed for gate operations
• Committee/RWA and administrators: see community records needed to manage the society
• Aptivo team: access limited to support, maintenance and security, under confidentiality duties

Your personal details are never shown publicly. If an administrator accesses resident data, it is for recording, security or management purposes only.

We do not sell your personal information.

We share information only with:

• Service providers that help us operate (cloud hosting, SMS/WhatsApp and email delivery, payment gateways, analytics tools), bound by confidentiality and data protection terms
• Authorities, courts or regulators when required by law or a valid legal request
• Other parties where needed to protect safety, prevent fraud or enforce our terms

If our business is merged or transferred, your data may move to the successor, which must honour this policy.

We protect your data with reasonable technical and organisational safeguards:

• Encrypted connections (HTTPS/SSL)
• Role-based access controls
• Secure, access-restricted servers and regular backups
• Monitoring for unauthorised access
• Staff training on data protection

No system is completely secure. Please keep your login details private, and report any suspected misuse or breach to support@aptivo.in immediately.

We keep information only as long as needed for the purposes in this policy.

Visitor records: retained for a period set by the society, which is 180 days by default and can never exceed 365 days, after which the records are permanently deleted
Resident and community data: retained while your society is active on Aptivo
Billing and accounting records: retained as required by law and for audit purposes
Support and inquiry records: retained for as long as needed to resolve your request
Security and fraud-prevention records: may be kept longer where necessary

Once data is deleted, it cannot be recovered.

You have the right to:

• Access the personal information we hold about you
• Correct or update inaccurate information
• Request deletion of your data
• Withdraw consent for processing
• Request a copy of your data
• Raise a complaint about how your data is handled

Some requests may need RWA approval because of society record-keeping duties; we will help facilitate this. To make a request, write to support@aptivo.in

You can request deletion by emailing support@aptivo.in or through the app where available.

• We will verify your identity first
• Your account and personal data are then deleted or anonymised within a reasonable time
• If you have left a society, you can also delete your details from the app and uninstall it
• Some data may be retained where the law requires (for example financial records, security and fraud prevention)

Aptivo is not intended for children under 18 to use on their own.

• Details of children (such as family members or child-exit permissions) are added only by a parent or guardian
• We collect only the minimum information a feature needs
• Parents can ask us to correct or delete a child’s information at any time via support@aptivo.in

Our Platforms may contain links to third-party websites, payment gateways, social media pages or services that are not operated by Aptivo.

• We do not control these third parties and are not responsible for their privacy practices or content
• When you leave our Platforms, their own privacy policies apply
• Payment gateways, SMS/WhatsApp providers and similar partners process data under their own security standards
• We encourage you to read the privacy policy of any third-party service before sharing your information

If you have any question, concern, complaint or request about your privacy, please contact our Grievance Officer:

Grievance Officer: Subhashini Tamilselvan
Email: info@uqnetwork.net
Address: UQ Network Private Limited, Tower-B, Brigade Tech Park, Novel Office, Pattandur Agrahara, Whitefield, Bengaluru, Karnataka – 560066

We will acknowledge your request within 48 hours and aim to resolve it within 15 days of receiving it.