Privacy policy
HostelOS helps owners run hostels, PGs and hotels. This page explains what personal information the service holds, why, who can see it, and what you can ask us to do with it. We have written it to be read, not skimmed past.
Who this covers
HostelOS is a product of Outzox. In this policy, “we” means Outzox as the operator of HostelOS at hostel.outzox.com.
Two groups of people appear in HostelOS. Owners and their staff have an account and use the service to run a property. Residents and guests do not sign up: an owner enters their details, and a resident may open a personal link to see their own rent and receipts.
Who decides what happens to the data
For an owner’s own account, we decide how the information is used, and we are responsible for it.
For the details of residents and guests, the owner decides what to record and why, and we process that information on the owner’s behalf to provide the service. If you are a resident or guest and want to see, correct or delete your details, ask the hostel or hotel first. You can also write to us and we will help.
What we collect
Owner account:
- Name, email address, phone number, property name and city, and an optional GST number.
- How you sign in (Google, or email and password). Passwords are handled by our sign-in provider; we never see or store them.
- Your plan, trial dates and subscription status.
Entered by owners about residents and guests:
- Name, phone number, email address and date of birth.
- The type of ID shown (for example Aadhaar, PAN or college ID) and, if the owner attaches one, a link to the ID document.
- Emergency contact name and phone number.
- Room, check-in and check-out dates, rent, security deposit, payments, receipts and notes.
- For hotel guests: stay dates, amounts paid and payment method.
Entered by owners about the business: expenses, vendors and financial reports.
Collected automatically: when you use HostelOS our servers log your IP address, browser type and the requests made, so we can keep the service secure and fix faults. Your browser stores your sign-in session and your light or dark theme choice. We do not use advertising cookies, and HostelOS has no analytics or tracking scripts.
How we use it
- To run the service: record rent, produce receipts and reports, and show residents their own rent history.
- To send emails on an owner’s behalf, such as a welcome message, a reminder before rent is due and a receipt after a payment.
- To keep the service safe: prevent misuse, investigate faults and protect owners’ data from each other.
- To manage subscriptions and to answer your questions.
- To meet legal obligations.
We do not sell personal information and we do not use it for advertising.
Resident links
Each resident can open a personal page, without a password, from a link containing a secret code. Anyone who has the link can see that resident’s rent history and receipts, so treat it like a key and do not share it. If a link reaches someone it should not, tell your hostel or write to us and we will replace it.
How long we keep it
We keep information while an account is active and for as long as needed to provide the service. Owners can delete a resident’s record and its rent history at any time.
If an account is closed, we delete or anonymise its information within a reasonable time, except where we must keep something to meet a legal or tax obligation or to resolve a dispute.
How we protect it
- Traffic between your browser and HostelOS is encrypted (HTTPS).
- Every request is checked against the signed-in account, and each owner can only see their own properties, residents and bookings.
- Access to our servers and databases is limited to the people who maintain the service.
No online service is perfectly secure. If you think your account or a resident link has been misused, write to us straight away.
Your choices and rights
You can ask us to give you a copy of your information, correct it, delete it, or stop using it for a purpose you agreed to. You can also complain about how it is handled. These rights apply under Indian law, including the Digital Personal Data Protection Act, 2023.
Write to the address below and tell us who you are and what you need. We aim to reply within 30 days. We may need to confirm your identity first.
Children
HostelOS is not meant for children to use. If an owner records details about someone under 18, such as a student, the owner is responsible for having the consent of a parent or guardian.
Changes to this policy
If we change this policy in a way that matters, we will update the date at the top and tell account owners by email or inside HostelOS.
Contact us
For any question about this policy or your information, write to support@hostel.outzox.com.