How MeraGate handles your personal data

Who we are and what this covers

MeraGate is society management software for housing societies, RWAs and colonies in India: gate and visitor management, maintenance billing and accounts, helpdesk, amenities, notices and staff. MeraGate is run by Magesource Enterprises, a registered business in Mohali, Punjab ("we", "us"). This policy covers the MeraGate website (meragate.com), the MeraGate mobile app, and the messages we send by email and WhatsApp.

Two roles are involved, and the law treats them differently. Your society (its committee or managing body) decides what to record about its residents, visitors and staff, and why. For those records the society is the data fiduciary and MeraGate processes them on its behalf. For our own records about societies that sign up, the people who contact us, and the operation of the service, Magesource Enterprises is the data fiduciary.

What we collect

Your account

Name, email address, mobile number, photo if you add one, preferred language, your password (stored only as a one-way hash), and when you last signed in.

Your home

The society, tower or block and unit you are linked to, whether you are an owner, tenant or family member, and family members, pets, vehicles, parking and documents that you or your committee add.

Gate and security

Visitors to your unit: name, mobile number, purpose, vehicle number, and entry and exit times. Deliveries, daily help and staff attendance, guard patrol scans, incidents and SOS alerts.

Money

Maintenance bills, payments, receipts, advances and deposits for your unit; payment references such as UTR numbers; screenshots or receipt photos you upload as proof of payment; and the society's own vendor bills and expenses. We never see or store your card number, UPI PIN or net-banking password: online payments are handled by a licensed payment gateway.

Community

Complaints you raise, amenity bookings, notices, poll votes (secret ballots stay hidden until a poll closes), marketplace listings with the contact number you choose to show, and messages you send to the in-app assistant.

Technical

IP address and device details at sign-in and in the society's audit log, the app version, and error logs that help us fix problems.

How we use it

To run your society's account

Letting the guard approve your visitor, raising and settling bills, tracking complaints, booking amenities and showing notices.

To sign you in

Sending one-time sign-in codes by email, or by WhatsApp where your society has WhatsApp switched on.

To send messages you would expect

Invitations, payment reminders before and after a due date, receipts, and replies to complaints, by email, in the app, and on WhatsApp where your society has it switched on. These are service messages. We do not send advertising, and we do not sell or rent personal data to anyone.

To read payment screenshots

On plans that include the assistant, a screenshot you upload is read automatically to fill in the amount, reference and date. A screenshot never marks a bill paid by itself: your committee verifies it.

To keep the service safe and working

Preventing misuse, investigating problems, keeping audit logs, and meeting legal and tax obligations.

Who can see your information

Your society's committee and admins

They see residents' records for their own society, as their committee role allows. Other residents see a directory where phone numbers are masked to the last four digits.

Guards and staff

Only what the gate needs: who is expected, who lives in which unit, and visitor approvals.

No other society

Every record belongs to one society, and that separation is enforced in the database itself.

The MeraGate team

Only to support your society. When a problem needs a look inside a society's account, an operator can open a read-only session that expires within the hour and is written to that society's own audit log.

Service providers

Trusted companies that help us run MeraGate, such as for hosting, payments, email and messaging. Each receives only what its job needs and may use it only for that job.

Authorities

When the law requires it, such as a valid order from a court or government agency.

Where your data is stored

Your data is stored on secure cloud servers. Some of it may be stored or processed outside India by us or by the service providers who help us run MeraGate. We only use providers who protect data to recognised standards, and we follow any restrictions the Government of India places on transfers to particular countries.

How long we keep it

We keep a society's records for as long as the society uses MeraGate. Financial records such as bills, payments, receipts and the ledger are kept for at least eight years, the period Indian tax and accounting rules require for books of account. When someone moves out, the society can mark them as moved out; their past payments and the unit's history stay in the society's books.

When a society stops using MeraGate, it can ask for an export of its data. We then delete or anonymise the society's records, except where we have to keep them by law. Old society-feed photos can be removed by the society or by us to free storage; payment proofs are kept as financial records.

Your rights

Under the Digital Personal Data Protection Act, 2023 you can ask to see the personal data held about you, have it corrected or completed, have it erased when it is no longer needed for the purpose it was collected for, and nominate someone to exercise these rights if you cannot. You can also withdraw consent you have given, for example by asking your committee to remove you, though records the society must keep for its accounts will stay.

For records your society keeps about you (your unit, bills, visitors), please start with your society's committee, since they control those records; we will help them act on your request. For anything else, or if you are not satisfied, write to us at the address below.

Deleting your account

You can delete your account yourself at any time. In the MeraGate app go to Account → Delete my account; on the website open the menu under your name and choose Delete my account. Type DELETE to confirm.

This happens straight away: you are signed out everywhere, your name, email address, mobile number and photo are removed, and you are marked as moved out of your units. Your society keeps the bills, payments and receipts for your unit, because its accounts must, but they no longer show who you are.

If you are the only admin of a society, make another committee member an admin first. If you can no longer sign in, write to us at the address below and we will delete it for you.

Delete your account on the web →

How we protect it

Data travels encrypted between your device and our servers. Passwords are stored only as one-way hashes and sign-in codes expire after five minutes. Sessions can be revoked from every device at once, and committee actions are recorded in each society's audit log.

No system is perfectly secure. If a breach affects your personal data, we will tell the affected societies and people, and the Data Protection Board of India, as the law requires.

Read more about security →

Children

MeraGate accounts are for adults. Information about children, such as a family member or a child-safety exit at the gate, is added by their parent or guardian or by the society, for the child's safety, and is never used for tracking, profiling or advertising.

Cookies and storage on your device

We do not use advertising or tracking cookies, and no third-party analytics run on our website or app. Your browser or phone keeps your sign-in session, language and display settings so you stay signed in; signing out clears the session.

Changes to this policy

When we change this policy we update the date at the top. If a change affects how your data is used, we will tell societies by email or in the app before it takes effect.

Contact and grievances

Questions, requests about your data, and complaints go to our Grievance Officer. We acknowledge every message within 48 hours and aim to resolve it within 30 days.

Grievance Officer
Magesource Enterprises (MeraGate)
Mohali, Punjab, India
[email protected]

If we have not resolved your complaint, you can approach the Data Protection Board of India.