Privacy Policy

01Overview

Three kinds of people appear in this policy.

• Owners and managers are our customers: the people who set up a property in Dormingo, add rooms and residents, record rent, and subscribe to a paid plan. We call them operators.
• Tenants are residents to whom an operator has given access to the Dormingo tenant app. A tenant signs in with an email address and password, sees their own stay, sends rent payments for confirmation, raises maintenance requests and uploads documents.
• People who never sign in but whose details an operator records: residents without app access, applicants and enquirers, guarantors, emergency contacts and contractors.

Dormingo is offered in the United States only. US privacy law differs from state to state; rather than check which state you are in, we apply one standard of handling to everyone and set out your rights in section 11.

This policy covers the Dormingo mobile app for Android and iOS (both the operator experience and the tenant app, which are the same download), the website at dormingo.co, and the backend services behind them (together, the "Service"). It is issued by Dwellerin Network Pvt. Ltd., the company that owns and operates Dormingo.

02Our role: processor or controller

This distinction decides who is responsible for what. US state privacy laws call the party that decides why and how data is used the business or controller, and the party that acts only on its instructions the service provider or processor.

• For resident and tenancy data — the details an operator enters or a tenant supplies about a stay: identity, room, rent, deposits, payments, complaints, documents, emergency contacts — the operator is the business / controller and Dormingo is its service provider / processor. We act only on the operator's documented instructions and do not decide what that data is used for. A tenant who edits their own contact details through the tenant app is editing a record the operator controls.
• For operator account data — registration details, sign-in and security records, subscription status, support correspondence and diagnostics — Dormingo is the business / controller.
• For tenant account data — the tenant login itself (email, password hash, device token, notification preferences, sign-in records) — Dormingo is the business / controller. The stay that login is attached to remains the operator's record.

Where we act as a service provider we sign a written data processing agreement containing the terms required by the California Consumer Privacy Act as amended by the CPRA, and by the other state privacy laws listed in section 11.

03What we collect

Information operators give us

• Account details — name, email address, phone number, job title, profile photo if uploaded, theme preference, and the organization you work for. Passwords are stored only as a salted hash. If you sign in with Google we receive your Google email, name and profile picture and a signed identity token, never your Google password.
• Organization details — registered business name, EIN or other tax ID if you choose to print one on receipts, business address, logo, and the payment details you want printed on receipts and shown to tenants as a way to pay.
• Your plan — which plan the account is on and how many beds it uses. Paid plans are not open yet, so no card or billing details are collected; see section 05.
• Support messages you send us, and anything you include in them.
• Demo and call requests you send from the form on dormingo.co — name, email, phone if you give one, roughly how many beds you manage, a preferred time and your message. Used only to arrange and hold that demo or call, and kept for up to 12 months.

Information tenants give us

• Login details — the email address the operator registered for you, a password you choose on first sign-in (the temporary password the operator shares with you is never stored by Dormingo and must be replaced before you can use the app), and a profile photo if you add one.
• Contact and profile details you edit — phone, alternate phone, blood group, permanent address, and an emergency contact's name, relationship and phone.
• Complaints — category, priority, description, photographs, short videos and voice notes you attach, messages exchanged with property staff, and the rating you give when a complaint is closed.
• Payments sent for confirmation — when you pay the property and send the payment for its confirmation: what it was for, amount, method, date, transaction reference, a note and the proof you attach, and any corrections you make before it is confirmed.
• Identity documents you upload for verification — see section 04.
• Notification preferences, and which of your stays is currently selected if you live at more than one Dormingo property.

Resident and property data entered by operators

• Identity and contact details — name, date of birth, gender, nationality, phone, email, permanent and correspondence address.
• Tenancy details — property, floor, room and bed, joining and vacating dates, notice, transfers, rent amount, billing cycle, lock-in period, scheduled visits.
• Financial records — rent charged, payments received and the method used, security deposits held, retained and refunded, forfeitures, tokens and advances, electricity meter readings and utility charges, expenses, refunds, and generated receipts and invoices. Every entry records who recorded it and when.
• Study or employment details — university, college, course, year of study, or employer and designation.
• Emergency and next-of-kin contacts — name, relationship, phone, email. These people have usually not dealt with the operator directly, so the operator must have a lawful basis for holding their details.
• Identity documents — see section 04.
• Maintenance and complaint records — reported faults, photographs of the fault, assignee, timeline and resolution.
• Enquiry and visit records for prospective residents.
• Notices, house rules and property timings published to tenants of a property.
• Property photographs of buildings, rooms and amenities, which may incidentally include people.

Information collected automatically

• Device and log data — device model, operating system, app version, language, IP address, the endpoint or database function called, response status and timestamp. We treat an IP address as personal information.
• Security records — sign-in attempts, session refreshes, sign-outs, password changes, permission changes, tenant-access grants and revocations, account closures.
• Crash reports, where your device or app store is configured to send them.
• Push notification token, if you allow notifications.

Device permissions

• Location is requested at two points only: when an operator sets up a property, and when picking or confirming an address. It centers a map and turns a chosen point into a postal address. It runs only while the app is in the foreground and only on those screens. We do not collect location in the background and do not track you between sessions. Refusing the permission only means you type the address yourself.
• Camera and photo library are used when you choose to take or attach a photo or video — for a property, a room, a complaint, a payment screenshot, a profile picture or an identity document.
• Microphone is used only while a tenant records a voice note for a complaint. Nothing is recorded at any other time.
• Notifications are optional and can be turned off in device settings at any time.

04Identity documents

Identity documents carry more risk than most other data, so they are handled separately. Operators may upload, and tenants may upload for themselves, images of a driver's license, state ID, passport, permanent resident card, visa or student ID — front and back — together with the last four digits of the document number, its expiry date where relevant, and the outcome of the check.

• Documents upload directly from the device to Cloudflare R2 object storage over a presigned URL valid for five minutes and for a single object key. The key is derived from the identity inside your signed session token, never from anything the app sends, so one account cannot write into another's space. The file never passes through our application servers.
• A tenant sees only their own documents. On the operator side, only team members holding the identity-check permission can view them, and only for properties they are assigned to. Every verification decision records who made it and when.
• The outcome is recorded as verified, rejected or expired, with a reason for rejection. There is no automated decision-making and no profiling.
• Government-issued identifiers are sensitive personal information under California law and several other state laws. The operator should collect no more than its checking obligation requires, and should not collect a Social Security number through Dormingo at all.

05Payments

Dormingo never holds money and is not a payment processor.

Operator subscriptions

Paid plans are not open yet. Every account is on the Free plan, nothing is charged, and we collect no card, bank or billing details from operators. When paid plans open we will name the payment provider here and in section 07, and tell you, before anything is charged.

Rent paid by tenants

Rent does not pass through Dormingo. The Pay screen shows what is due and the payment details the property has published, to copy. The transfer happens between the tenant and the property — by bank transfer, Zelle, check, cash or another method — with no involvement from Dormingo. The tenant then sends the payment for confirmation in the app and the operator confirms it, or the operator marks the payment as paid itself. Dormingo holds only what the tenant sends and what the operator records: amount, method, date, reference, note and any proof attached. The operator and its assigned staff can see what a tenant sends; the tenant can see its status.

06How we use it

Where we are the business / controller, we use personal information only for these purposes:

We do not use personal information for purposes incompatible with these without telling you first. Where we rely on consent you may withdraw it at any time, as easily as you gave it, without affecting processing already carried out.

Where we act as a service provider, the operator is responsible for having a lawful reason to hold resident data. In practice that is usually performing the lease or rental agreement, complying with a legal obligation — tax and fair-housing record-keeping, for example — or the operator's legitimate interest in running the building safely.

07Who we share it with

We do not sell personal data and never have. We do not share it for cross-context behavioral advertising. We share it only in these circumstances. The table below is our complete list of sub-processors; we give customers advance notice before adding one, and customers may object on reasonable grounds.

Each provider is bound by a written contract limiting it to processing on our instructions, requiring appropriate security, and prohibiting use for its own purposes.

We also share within the property you belong to: an operator's team members see only what their permissions allow, restricted to their assigned properties, enforced by row-level security in the database itself; a tenant sees their own stay, and the property's staff see that tenant's stay, complaints, payments and documents; the property's contact name and phone number are shown to its tenants. We share with professional advisers bound by confidentiality; with a buyer or successor in a merger or acquisition, telling you before your data becomes subject to a different policy; and with law enforcement, regulators or courts where legally required. We review every such request, refuse those that are overbroad or unlawful, insist on lawful process, and tell the affected customer unless prohibited.

08Where your data lives

Structured data — accounts, tenancies, ledgers, complaints, payment records — is held in a managed Postgres database operated by Supabase on Amazon Web Services infrastructure. Uploaded files are held in Cloudflare R2 object storage. Within the hosting location, data is replicated for durability and backups are kept under the same controls as the primary database.

Some processing happens outside the United States: push notifications go through Google's global messaging infrastructure, email through Resend, map tiles and geocoding through Google, and Dormingo is operated by a company based in India, so our engineers and support staff access data from there when they help you. Access is limited to what the task requires, is logged, and encryption in transit and at rest plus strict access control apply in every case.

09How long we keep it

What closing an operator account actually does

Dormingo's financial ledger is append-only by design, because an operator's rent history is their bookkeeping and has to stay trustworthy. So closing an account does not erase the books. It signs you out of every device, revokes every session, disables push notifications, and strips the personal details out of profiles and tenant records, leaving amounts and dates attached to nobody. The account is then marked closed.

A deletion request under a US state privacy law is answered by a separate audited purge, the only operation in our system able to delete ledger rows. It cannot be reached from the app or from any client. Ask at support@dormingo.co and we will run it, subject only to records the law requires us to keep, which are then held for that purpose alone and for the period above.

What removing tenant access does

An operator can remove a tenant's app access at any time, and a tenant can ask us to remove it. Removal unlinks the login from the stay and deletes the login if it is not used for another stay or role. Documents, complaints and payments the tenant created stay with the stay record, under the operator's control and the retention above.

10How we protect it

• Encryption in transit (TLS 1.2+) and at rest (AES-256) for databases, backups and object storage.
• Row-level security in the database itself, so a request that should not see a row cannot see it even if the app has a bug. An operator's permissions are granular and further restricted by a per-property allow-list; a tenant's session can reach only the stays linked to it.
• Passwords stored only as salted hashes — never in readable form, never visible to our staff. A tenant's temporary password is generated once, shown once to the operator, and must be changed at first sign-in.
• Sign-in tokens are short-lived; refresh tokens rotate on every use and are revoked immediately when a session ends, when access is removed or when an account closes.
• On your device, tokens live in the iOS keychain or the Android keystore-backed store, never in ordinary preferences.
• File uploads use presigned URLs expiring in five minutes, scoped to a single object key derived from your session rather than from client input.
• Rate limiting on authentication endpoints; throttling of verification and password-reset email.
• Least-privilege internal access, granted only where needed, logged and reviewed. Regular dependency patching, code review and independent security assessment.

If a breach happens

No system is perfectly secure. If a breach affects personal information we notify affected individuals, and state attorneys general or other regulators where required, without unreasonable delay and within the time limits of the applicable state breach-notification statutes. Where we are the service provider we notify the operator without undue delay so it can meet its own duties, and we help it do so.

Choose a strong, unique password, remove staff accounts promptly when people leave, and remove a tenant's app access when they move out.

11Your rights

State privacy laws apply in California, Virginia, Colorado, Connecticut, Utah, Texas, Oregon, Montana, Delaware, Iowa, Nebraska, New Hampshire, New Jersey, Tennessee, Minnesota, Maryland, Indiana, Kentucky, Rhode Island and elsewhere. Rather than check which state you are in, we extend all of the following to everyone in the United States.

• Know what personal information we collect, its sources, the purposes, and who we disclose it to.
• Copy — in a portable format where technically feasible.
• Correct inaccurate personal information.
• Delete, subject to exceptions such as completing a transaction, complying with a legal obligation, or detecting security incidents.
• Opt out of sale, sharing and targeted advertising. We do none of those, so there is nothing to opt out of.
• Limit use of sensitive personal information. We use it only to provide the Service you asked for.
• Opt out of profiling with legal or similarly significant effects. We do not profile.
• No discrimination for exercising a right — no denial of service, different price or lower quality.
• Appeal a refusal. Any refusal explains how; we answer an appeal within 45 days.

Write to support@dormingo.co with the subject "Privacy request". We confirm receipt within 10 business days and respond within 45 days, extendable once by a further 45 where reasonably necessary. An authorized agent may act for you with written permission we can verify.

Housing operators should note that the Fair Housing Act, the Fair Credit Reporting Act and state tenant-screening laws impose obligations on them, not on Dormingo. Dormingo performs no screening, scoring or adverse-action decisioning.

12Notifications, reminders and marketing

• Push notifications are optional. Operators receive them for payments, reported payments, complaints, documents, bookings and billing. Tenants receive them for payments, complaints, documents, property notices and rent reminders — three days before rent is due, on the due date, and weekly while it is overdue — and can turn each category on or off in the tenant app's profile, or turn them all off in device settings. Turning them off costs you no feature.
• Transactional email — verification, password reset, staff invitations, welcome messages, subscription invoices and billing notices — is essential to running an account and is not marketing.
• Service announcements about outages, security and significant changes go to account holders and cannot be switched off while the account is open, because you need them to use the Service safely.
• Login details for tenants are shared by the operator from their own phone — by copying the message, or through text message, email or any app they choose. Dormingo does not send text messages and does not store the message.
• Marketing email is sent only with consent, carries a one-click unsubscribe in every message, and unsubscribing never affects your account. Marketing email follows the CAN-SPAM Act.
• We honor Global Privacy Control and similar browser opt-out signals on our website.

13Cookies and the website

The mobile app uses no cookies and contains no advertising or cross-app tracking SDKs. It carries no advertising identifier and does not read the device advertising ID.

The website at dormingo.co is a set of static pages. It sets no cookies of its own and runs no analytics. It remembers, in your browser's local storage only, that you have already seen the "book a demo" pop-up, so it is not shown twice; nothing about that is sent to us. The demo form itself posts what you type to our servers, as section 03 describes. The only third-party request the pages make is to Google Fonts, which loads the typefaces and receives your IP address in the process, as any web request does. Nothing about your visit is stored by us.

14Children's data

Dormingo is a business tool and a tenancy tool, and is not directed at children. Operator accounts and tenant logins must be held by an adult, and we do not knowingly collect personal data from anyone under 18 for their own account.

Operators may record resident details for residents under 18 where lawful. In that case the operator is responsible for any parental consent the law requires. Dormingo is not directed at children under 13 and does not knowingly collect personal information from them, consistent with COPPA. If you believe a child gave information directly to us, write to support@dormingo.co and we will delete it.

15App store disclosures

The Google Play Data Safety declaration and the Apple App Store privacy label for Dormingo describe the same collection and use as this policy. If you find a discrepancy, this policy is the accurate statement and we will correct the store listing — tell us at support@dormingo.co.

16Changes to this policy

We may update this policy as the Service or the law changes. The version and effective date always appear at the top of this page. For any change that materially affects your rights or how we use your information we will tell you in the app and by email at least 30 days before it takes effect, unless the law requires it sooner. Continuing to use the Service after the effective date means you accept the update. Superseded versions are available on request.

17Contact us

One address reaches every team. We acknowledge every message within two business days. For a request about your own data, include the email address on your account and enough detail for us to find your records. Our full contact details are on the Contact Us page.