Privacy Policy

1. Overview & Scope

This Privacy Policy explains how My Library Mate ("we", "us", "our") collects, uses, stores, processes, and protects personal and institutional information when you visit mylibrarymate.com, register a library account, or use our cloud-based management platform.

2. Information We Collect

We collect only the minimum necessary information required to operate, optimize, and secure your library dashboard:

• Account & Registration Details: Library name, owner's full name, mobile number/WhatsApp contact, email address, physical library address, and account password (stored with cryptographic hashing).
• Library Operational Records: Student names, contact numbers, allotted seat numbers, shift timings, fee payment amounts, and attendance scan timestamps entered by you.
• Strict No-ID Document Policy: We NEVER collect, store, or mandate physical copies or photos of government identity cards (such as Aadhaar, PAN, Voter ID). Our dashboard only allows you to optionally select a document reference type (e.g. "Aadhaar Card") without uploading any file.
• Payment Transaction Data: Transaction ID, order ID, plan selected, amount paid, and timestamp. All sensitive payment instruments (Card numbers, CVV, Netbanking PIN) are handled directly by PCI-DSS Level 1 compliant gateway Razorpay. We never store or see your card details.
• Technical & Log Data: Device model, IP address, browser type, operating system, and session tokens stored in browser local storage for seamless login.

3. How We Use Your Information

Your information is used strictly for operational and service delivery purposes:

• To initialize, configure, and maintain your library seat layout and dashboard.
• To process subscription payments and top-ups via Razorpay.
• To generate automated digital fee receipts and financial reports for your library.
• To transmit transactional WhatsApp reminders, fee receipts, and check-in alerts that you authorize.
• To verify student QR code scans and calculate library attendance analytics.
• To provide technical support, resolve software tickets, and respond to your queries.

4. Data Sharing & Third-Party Services

We never sell, rent, trade, or monetize your personal data or student records to advertisers or third-party marketing companies. Data is shared only with trusted infrastructure providers essential to our platform:

• Payment Processing: Razorpay Software Private Limited processes your subscription payments over secure 256-bit SSL encrypted channels under strict banking regulations.
• Cloud Infrastructure: Enterprise-grade database clusters with automated backups and firewall protection.
• WhatsApp Notifications: Official Meta Cloud API partners solely for delivering messages dispatched by your library.
• Legal Mandate: We may disclose information if required by court order, law enforcement, or applicable Indian law.

5. Data Security Measures

We implement robust technical and organizational security controls to protect your information:

• End-to-End Encryption: All web traffic is encrypted in transit via standard HTTPS/TLS 1.3 protocol.
• Database Encryption: Data stored at rest is secured with modern AES-256 encryption.
• Access Controls: Strict role-based authentication ensures that each library owner can only access their own data.

6. Cookies & Local Storage

Our website utilizes browser localStorage and lightweight session cookies exclusively to keep you securely logged into your dashboard and preserve your interface preferences. We do not use third-party tracking cookies for targeted commercial advertising.

7. User Rights & Data Control

As a registered user, you have the following rights under Indian privacy regulations:

• Right to Access: You can review all your stored data, student profiles, and receipts anytime from your dashboard.
• Right to Rectification: You can edit or correct library settings, phone numbers, and student entries at any moment.
• Right to Erasure / Account Deletion: If you decide to cancel your subscription and close your library account, you may request permanent deletion of your data by emailing mylibrarymate@gmail.com.

8. Children's Privacy

Our platform is intended for use by library administrators and study center owners aged 18 years and above. When library owners enroll minor students, the owner represents that they have obtained appropriate parental or guardian consent under local educational practices.

9. Account and Data Deletion

We respect your right to control your personal and institutional data. Users can request the permanent deletion of their account, library settings, student rosters, and attendance records at any time through our dedicated web portal or directly within the mobile application.

How to Request Account & Data Deletion

To request permanent deletion of your account and associated records:

• Online Deletion Request Page: Visit our dedicated Account & Data Deletion Request Page and enter your registered email address and library details.
• In-App Deletion: In the My Library Mate Android application, open the navigation drawer, go to Settings > Profile & Account, and tap Delete Account & Data.
• Email Request: You can also send a written deletion request from your registered email address to mylibrarymate@gmail.com.

Data Categories Subject to Permanent Deletion

Upon verification, the following records are permanently expunged from our production databases within 7 to 14 business days:

• Account credentials, passwords, profile details, and login tokens.
• Library branch details, seat layouts, room configurations, and locker allotments.
• Registered student rosters, mobile numbers, identity records, and emergency contacts.
• All historical daily attendance punch-in/out logs, QR records, and staff attendance logs.
• Uploaded custom library logos and promotional branding assets.

Data Retention Exceptions (Statutory Compliance)

Certain records may be temporarily retained where mandated by applicable Indian statutory legislation:

• Tax & Financial Compliance: Invoices, payment transaction receipts, and GST audit logs are retained strictly to comply with the Income Tax Act, 1961 and the Goods and Services Tax (GST) Act for the mandatory statutory retention period (up to 7 years).
• Isolated & Non-Commercial: Retained compliance data is kept in segregated, read-only archives and is never used for advertising, marketing, or profiling. It is automatically purged once the statutory retention window expires.

10. Grievance Officer & Contact Details

In accordance with the Information Technology Act, 2000 and rules made thereunder, the contact details of our Grievance Officer are: