Privacy policy
Last updated 15 November 2026
BaakiBook ("we", "us") is an app made in India. Owners of PGs, hostels, tuition centres and gyms ("businesses") use it to keep track of the people who pay them, what they owe and what they paid. This policy says what personal data we hold, why, for how long, and what you can ask us to do with it. It follows India's Digital Personal Data Protection Act, 2023.
Who decides what
For tenants, students and members, the business you pay is the Data Fiduciary: it decides what to record about you and why. We are its Data Processor: we store and process that data only to run the app for that business. For owners and their staff, we are the Data Fiduciary for your account details.
What we hold
- Owners and staff: name, email, phone number, role, and what you do in the app (for security and support).
- Tenants and members: name, phone number, room or batch, rent or fee, dates of joining and leaving, dues, payments and receipts, emergency contact, and notes the business adds.
- ID proofs (such as Aadhaar, PAN, licence, voter ID or passport) and payment screenshots, only when the business uploads them or you send them from your link.
- Business details: name, address, UPI ID, landlord name and PAN for rent receipts, expenses.
We never ask for card numbers, bank passwords or UPI PINs. Payments go directly from the payer to the business; we only record that they happened.
Aadhaar and other ID proofs
- Stored privately, encrypted at rest, never public. Shown only through links that expire in 10 minutes, and only to the owner and managers.
- We do not use Aadhaar numbers for authentication or any other purpose, and we do not share them. We recommend businesses keep masked Aadhaar (last four digits only).
- Erased automatically one year after the person leaves the business.
Why we use it
- To run the app for the business: bills, reminders, receipts, reports, rent receipts for income tax.
- To send messages the business asks for (sign-in emails, reports). Reminders go out from the owner's own WhatsApp.
- To keep the service secure, fix problems and answer support requests.
- Product analytics without personal details, to improve the app. We do not sell personal data or use it for advertising.
Who we share it with
Only service providers that help us run the app, under contract and only for that purpose: cloud hosting and backups, file storage, email delivery and error monitoring. Data is stored in India or in countries allowed under Indian law. We disclose data to authorities only when the law requires it.
How long we keep it
- A person who leaves: name and amounts are kept for the business's accounts; phone, ID proofs and other personal details are removed one year after they leave.
- An owner who deletes their account: everything is erased 30 days later (signing in within 30 days restores it).
- Backups roll over and are gone within 30 days after that.
Your rights
You can ask to see the data held about you, correct it, have it erased, or name someone to act for you. Tenants and members should first ask the business they pay; you can also write to us and we will pass it on and help. Owners can download all their data from Settings → Privacy and account, and delete their account there. We reply within 30 days.
Children
Tuition centres may record students under 18. The business must have a parent's or guardian's consent before adding a child's details, and messages about a child go to the parent's number.
Security
Data is encrypted in transit and at rest, each business's data is kept apart, staff see only what their role allows, and changes to money are logged and cannot be edited. If a breach affects you, we will tell the business, you where required, and the Data Protection Board of India.
Contact and grievances
- Email: hello@baakibook.in
- Grievance Officer: Jeeva, BaakiBook
- WhatsApp: +91 97894 60093
- Hours: Mon to Sat, 10 AM to 7 PM
We may update this policy. We will show the new date here and tell owners in the app before a change that affects them.