Privacy Policy

1.Who this policy covers

This policy covers two groups: operators, meaning the owners, managers and staff of co-living spaces, PGs and hostels who use Cocarooms, and residents, meaning the people living in those properties whose details operators record in Cocarooms.

For resident data, the operator decides what is collected and why. Cocarooms processes that data on the operator's behalf and only to run the features the operator uses.

2.What we collect from operators

• Account details: name, email, property name, city, number of beds and type of property.
• Property setup: floors, rooms, beds, rent amounts, house rules and late fee settings.
• Usage information: pages visited, features used and device and browser type, used to keep the service working and improve it.

3.What operators record about residents

• Contact details, bed assignment, rent, deposit and payment history.
• Identity documents, only where verification is required by law, such as tenant police verification.
• Complaints, photos attached to complaints and to deposit deductions, and move-in condition photos.
• Signed rental agreements and receipts.

4.How resident ID documents are handled

• Collected only for verification required by law.
• Encrypted in transit and at rest.
• Visible only to managers the operator has authorised, with each view logged.
• Deleted once the legally required retention period ends.

5.How we use data

We never sell operator or resident data, and we do not use it for advertising.

• To run the Bed Board, Rent Collect, Deposit Book, Complaint Box, Move-in Kit, Resident App and AI Occupancy Forecaster.
• To send rent links, reminders, receipts and notices on the operator's instructions.
• To provide support, secure accounts and prevent misuse.

6.The AI Occupancy Forecaster

The forecaster uses aggregated occupancy history, notice periods, agreement end dates and local calendars to predict demand for beds at the property level.

It does not create a profile or score for any individual resident, and it is not used to accept, reject or price any individual applicant.

7.Payments

Rent and deposit payments are processed by the payment gateway the operator connects. Card and UPI credentials are handled by that gateway and are never stored by Cocarooms. We receive payment status and reference numbers to match payments to beds.

8.Sharing with service providers

We use carefully chosen providers for hosting, messaging (WhatsApp, SMS and email delivery), e-signature, identity verification and payments. They receive only what they need to perform their task and are bound by confidentiality and data protection obligations.

9.Retention and deletion

Operator data is kept while the account is active. When an operator closes their account, they can export their data, after which it is deleted except where the law requires us to keep records for longer. Resident data is deleted at the end of the legally required period, or earlier on the operator's instruction where the law allows.

10.Your rights

Operators can access, correct and export their data from their account. Residents who wish to access or correct their information should contact the operator of their property first, and can also write to us through the contact page. We respond to requests in line with the Digital Personal Data Protection Act, 2023 and other applicable law.

11.Cookies

This website uses only the cookies needed for it to work, such as a session cookie for the form check on sign-up and contact forms. We do not use advertising cookies.

12.Contact

Questions about privacy can be sent through the Connect with us page, marked as a privacy request.