Privacy Policy

1. Who we are

Venue Sathi (“Venue Sathi”, “we”, “us”) is a booking and management platform for function halls, marriage gardens and banquet venues in India. This policy explains how we handle personal data when you use our website at venuesathi.com, our web app at app.venuesathi.com, and the Venue Sathi mobile apps for Android and iOS (together, the “Service”).

We process personal data in line with the Digital Personal Data Protection Act, 2023 and the Information Technology Act, 2000 and the rules made under them.

2. Scope of this policy

The Service is used by venue businesses (“Venues”) and their team members (“Users”) to manage halls, enquiries, bookings and payments. This policy covers:

• data about Users and Venues who hold accounts on the Service, where we decide how the data is used; and
• data that Venues enter about their own customers, which we process only on the Venue’s instructions (see section 5).

3. Data we collect

Information you give us

• Account details: name, username, email address, mobile number, role and the organisation and venues you belong to.
• Login credentials: your password and, if you set one up in the mobile app, a quick-unlock PIN. Both are stored only as one-way hashes; we never store or see them in readable form.
• Venue and business details: organisation name, venue and hall names, addresses, capacity, pricing, amenities, photos you upload, UPI ID or payment QR images you choose to display, and similar business information.
• Operational records: enquiries, bookings, event dates, services, payment entries and notes that you create in the Service.
• Enquiries sent to us: if you contact us through this website, the details you type are sent to us through WhatsApp; your use of WhatsApp is governed by WhatsApp’s own privacy policy.

Information collected automatically

• Device and usage data: device type, operating system, app version, IP address, and server logs of requests made to our API, used for security and troubleshooting.
• Push notification tokens: if you allow notifications, a device token issued by Google Firebase Cloud Messaging / Apple Push Notification service so we can deliver alerts to your device.

We do not collect your precise location, contacts, call logs or SMS messages, and we do not use advertising identifiers.

4. How we use data

• to create and secure your account, sign you in and keep you signed in;
• to provide the Service’s features: availability calendars, enquiries, bookings, payment tracking, reports and team permissions;
• to send in-app and push notifications about activity in your venues, such as new bookings or payments;
• to respond to your enquiries and support requests;
• to detect, prevent and investigate fraud, abuse and security incidents;
• to maintain and improve the Service, and to comply with legal obligations.

We process data on the basis of your consent, to perform our contract with you or your Venue, and for legitimate uses permitted under applicable law. We do not sell or rent personal data and do not use it for advertising.

5. Data venues enter about their customers

Venues may record details of their own customers in the Service, such as names, phone numbers, event details and payment records. For this data, the Venue is responsible for deciding what is collected and why, and for having a lawful basis to share it with us. We act only as the Venue’s service provider: we store and process this data to run the Service for that Venue and for no other purpose.

If you are a customer of a venue and want to access, correct or delete your information, please contact that venue directly. We will help the venue respond to your request.

6. Sharing and service providers

We share personal data only as needed to run the Service:

• Within your organisation: data you enter is visible to other Users of your organisation according to the roles and permissions your administrator sets.
• Infrastructure providers: cloud hosting and database providers that store and process data on our behalf.
• Notifications: Google Firebase Cloud Messaging and Apple Push Notification service, to deliver push notifications.
• Website resources: this website loads fonts from Google Fonts, which receives your IP address when the page loads.
• Legal requirements: where required by law, court order or a lawful request from government authorities, or to protect the rights, property or safety of Venue Sathi, our users or the public.
• Business transfers: if Venue Sathi is involved in a merger, acquisition or sale of assets, data may be transferred as part of that transaction, subject to this policy.

Our service providers are bound to use the data only to provide their services to us and to protect it appropriately.

7. Mobile app permissions

• Notifications: to show booking, enquiry and payment alerts. Optional; you can turn this off in your device settings.
• Camera and photos: only when you choose to upload a picture, for example a hall photo or a payment QR. Optional.
• Face ID / fingerprint: used for quick unlock. Biometric checks happen entirely on your device through the operating system; we never receive or store your fingerprint or face data.

8. Storage and security

Data is transmitted over encrypted HTTPS connections and stored on secured servers. We use hashed passwords and PINs, access tokens with limited lifetimes, role-based access controls and attempt limits on PIN entry. On mobile devices, sign-in tokens are kept in the operating system’s secure storage (Android Keystore / iOS Keychain).

No system is completely secure. If we become aware of a personal data breach that affects you, we will notify you and the relevant authorities as required by law.

9. Data retention

We keep account and venue data for as long as your account or your organisation’s subscription is active. After an account is deleted or a subscription ends, we delete or anonymise the related personal data within 90 days, except where we must keep certain records longer to meet legal, tax or accounting obligations or to resolve disputes. Server logs are kept for a limited period for security purposes.

10. Account and data deletion

You can ask us to delete your Venue Sathi account and associated data at any time:

• email gpk1labs@gmail.com with the subject “Account deletion”, or message us on WhatsApp, from the email address or mobile number registered on your account;
• tell us whether you want to delete only your user account or your entire organisation, including its venues, bookings and customer records.

We will verify your identity and complete the deletion within 30 days. Team members can also be removed by their organisation’s administrator from within the app. Data that we must keep by law is retained only for as long as required and then deleted.

11. Your rights

Subject to applicable law, you have the right to:

• access a summary of the personal data we hold about you;
• correct or update inaccurate or incomplete data;
• request deletion of your data;
• withdraw consent where processing is based on consent;
• nominate another person to exercise your rights in the event of death or incapacity; and
• raise a grievance with us and, if unresolved, with the Data Protection Board of India.

To exercise any of these rights, contact us using the details below.

12. Children

The Service is designed for businesses and is not intended for anyone under 18. We do not knowingly collect personal data from children. If you believe a child has given us personal data, please contact us and we will delete it.

13. Cookies and local storage

This website does not use advertising or analytics cookies. The web app uses your browser’s local storage only to keep you signed in and to remember your preferences. Clearing your browser data will sign you out.

14. Changes to this policy

We may update this policy from time to time. When we make material changes, we will update the date above and, where appropriate, notify you in the app or by email. Continued use of the Service after an update means you accept the revised policy.

15. Contact and grievances