Privacy notice

Last updated: 19 October 2026

This notice explains what Kailash Hills Community Association (Regd.) (KHCA) keeps about you when you have an account on kailashhills.com, why we keep it, who can see it, and how to delete it. If you only read the public website without signing in, we keep nothing about you except standard server logs and, if you appear in photos from colony events, a description of your face (see Finding your photos below).

Who we are

KHCA is the residents' welfare association of Kailash Hills, New Delhi 110065. The website is run by volunteers on the committee.

What we keep, and why

Your account. Your name, your email address and, if you add one, your phone number. We use them to sign you in, to know who you are, and to contact you about your account.

How you sign in. Sign in is handled by Google Firebase. We keep which sign-in methods you use (Google, email and password, or phone), never your password.

Your agreement to this notice. We keep a record of the version of this notice you agreed to and when, as proof.

Your sign-ins. For each device you sign in on, we keep the time, the device and browser name, and the internet (IP) address it used. You can see these in your profile and sign out of all of them at once. We keep them to protect your account.

Your home and family (once you add them). The house number and floor you live at or own, your role there (owner, tenant or family member), and who approved it: the committee or your home's main person. We use this to show you the right information and to bill your home for security money.

Owner details of homes. For every home we keep the owner's name and phone number. If the owner has no account, these may be given to us by a member of that home or by the committee. Only the committee and that home's approved members can see them. An owner who wants them corrected or removed can write to us.

Your albums. The private albums you make and the site photos you save in them. Only you can see them. Deleting your account deletes them.

Your vehicles (once you add them). For each vehicle on your home: its number plate, type, make, model and colour, who added it, and a contact for guards. The contact for guards is a name and phone number that you choose: we fill in yours, and you can change it or leave it empty. We use this so a security guard can find the house and floor of a vehicle that is badly parked or blocking a gate, and reach someone about it. Your home's approved members can see your home's vehicles. If you leave the home or delete your account, the vehicles you added stay with the home, without your name or phone.

Plate searches. Each time a guard or the committee looks up a number plate, we record who looked, when, the reason they gave and the plate they searched for. The committee checks this record regularly. On your vehicles page you can see the last day a guard looked up each of your vehicles, but not who or why.

Tenants and domestic help (once a home adds them). For each tenant and domestic helper on a home: their name, whether they are a tenant or domestic help, a helper's job, the day they started and the day they left, a phone number if the home gives one, and their police verification: whether it has not started, has been applied for or has been verified, its reference number, and the days it was applied for and verified. We never keep ID numbers or copies of documents. Only adults are added: whoever adds someone confirms they are 18 or older. A tenant with an account is shown by their account name, and we keep no phone for them here. If a tenant added by name later joins the home with their own account, and the account's phone number matches the one given, the entry is linked to their account. We use this so each home can keep a record of its tenants and domestic help and their police verification, and so the committee can check it. Domestic helpers don't have accounts: we keep their details at the request of the home they work for.

Photos and videos you share (once you share them). The files you send for an event, the event, when you sent them, whether you want your name shown with them, and what the committee decided, with the reason if they are not used. Before anyone looks at them we remove the location and other hidden details that phones store in photos and videos, and we make smaller private copies so the committee can check them. You agree once that KHCA may publish what you share on its site and its YouTube channel, and we keep a record of that agreement. We use this to check what you share before anything is public, and to publish it in the event's album or on the KHCA YouTube channel.

Security money (for each home, and your wallet). Each home's invoices and the payments made for it, and your wallet: the money you add in advance and which invoices it paid. For all of these: the amounts, the dates, how each payment was made (online through Razorpay, or cash, cheque or UPI QR recorded by the committee), who paid, and the receipts. We use this to bill each home for security money and keep its account. A receipt keeps the payer's name as a record of the money received.

Finding your photos (if you take your photo for it). The photo you take with your camera for finding your photos, and a description of your face made from it, which is a list of numbers and not a picture. Both are kept encrypted. A parent can do the same for a child. For every face in the photos of public albums and in videos shared with us, we keep where the face is and the same kind of description, even when it matches nobody, so that people who join later can find older photos. When a face matches you or your child, we keep the match and whether it was confirmed. When we are very sure, or once you confirm it, your full name appears in that photo's description on its own page on the public site. You can switch this off at any time in your profile, for yourself or your child, or for one photo.

Your requests and complaints (once you raise them). The category, title and details, the home it is about if you pick one, whether it is private, your replies, and each change of status. We use them to deal with the problem and to keep a record of how it was handled.

Your email alerts. Email alerts are on for every account with an email address, for every notice topic, until you switch them off. We keep which topics you switched off, or that you switched alerts off. We use your email address to send you new public notices: notices for the whole colony, and notices the committee aims at the lanes (groups of houses) where you are approved on a home. You can switch alerts off or choose topics on your Email alerts page, and every alert email has a link to stop them.

Visitor passes (if you make them). For each pass for a visitor to your home: the visitor's name, why they are coming (guest, delivery, cab or service), the day or days it is for, and if you add them the visitor's phone number, vehicle number, how many people and a short note, who made it, and when the visitor arrived and left. Security guards also log visitors who come without a pass in the same way. We use this so guards know who is expected at the gate. Your home's approved members can see and change your home's passes; guards see the visitor's details and your house and floor, never your name; the committee sees the visitor log.

Emails about your account. We also email you, even without alerts, when your request to join a home is approved or not, when someone asks to join a home where you are the main person, when someone joins your home or its main person changes, when the committee updates one of your requests, when a monthly security money invoice is raised for a home where you are an owner or tenant, and when you pay (your receipt). These emails say what happened and link to the page on the site. They never include a request's title or details, the committee's words, or anyone's name or contact details.

A record of the emails we send. For each email: its kind, what it was about, whether it was sent, and when. We never keep what an email said or the address it went to. The committee can see this record, but not who an email was for.

Emails that bounce. If an email to your address bounces or is reported as spam, we stop sending any email to that address. For this we keep the address only in a one-way coded form (a hash), until you delete your account. Your email alerts page shows when this has happened, and you can choose Try again.

A record of important actions. For example when an account is created, when a role changes, or when a sign-in method is added. This record holds no names, emails or phone numbers.

We do not sell your data, and we do not use it for advertising.

Who can see it

• You can see everything we keep about you in your profile.
• Your home's main person can see that you asked to join the home, with your name and a partly hidden email or phone.
• The committee can see your name, email, phone, home and vehicles when they need to, for example to approve a home or to deal with a parking problem. Only committee members given this permission can see residents' details, and every time they look it is recorded.
• Committee members who handle requests see the requests you raise, with your name and home. They see your email or phone only when they need to contact you, and every time they look it is recorded. On your requests they show as "The committee".
• Your home's approved members see the requests you raise for your home, with your name, the details and the replies, unless you choose Only me and the committee. Requests about another home or person are always private. They never see the committee's internal notes.
• Tenants and domestic help on a home are seen by the home's approved members: the name, whether a tenant or domestic help, the job, the start date and the police verification status. The phone number and the police reference number are seen only by the person who added the entry, the home's main person and, for a tenant, the home's owners and the tenant. The committee can see the tenants and domestic help of every home. They see a phone number or reference only when they choose to, and every time they look it is recorded. Security guards and the public never see any of this.
• Photos and videos you share are seen first only by the committee members who review them: the admins, and editors the admins choose. Once approved, a photo is public in the event's album and a video is public on the KHCA YouTube channel and the event's page, with your name only if you chose to show it. Files that are not used are never shown on the site, and their links are changed or removed so they stop working.
• Security money of a home is seen by the home's approved members and by the committee members who handle payments. Your wallet is seen by you and by the committee members who handle payments. Amounts never appear on public pages.
• Photos that may include you are seen by you, by your child's guardians for your child, and by members of your home you share them with. Your name appears publicly only in the description of a photo's own page, as described above, never in lists or albums. The committee can remove a name from a photo or stop it from being shown.
• Visitor passes of a home are seen by the home's approved members, by security guards on the day (with the house and floor only, never residents' names) and by the committee members who manage residents.
• Security guards can look up one number plate at a time, and must give a reason. For that vehicle they see its plate, type, make, colour, house and floor, and its contact for guards. They see nothing else about you, and they can't list vehicles or residents.
• The public never sees your email, phone or home.

Services we use

• Google Firebase (sign in).
• Cloudflare (keeps the site fast and safe, and stores the site's photos and the photos and videos you share).
• Resend (sends our emails, with open and click tracking turned off, and keeps its own record of the emails it sends).
• YouTube (the committee posts the videos you share there once they are approved; YouTube's own terms apply to them there).
• Razorpay (takes online payments; to start a payment it receives your name, email and phone, and it handles your card or UPI details itself, which we never see or keep).

These services process your data only to provide their service to us.

How long we keep it

We keep your information for as long as you have an account. When you delete your account, we remove it as described below.

Tenants and domestic help are kept until a year after the day they left, and then deleted automatically. A home can delete an entry made by mistake at once.

Photos and videos you share that are not used, and the private copies of those that are published, are kept until the committee deletes them. A published photo stays in its album and a published video stays on YouTube until it is removed. You can ask for one to be removed through Requests and complaints, or by writing to us.

Visitor passes and the visitor log are deleted 90 days after their last day. Security money records and receipts are kept as part of KHCA's accounts. Descriptions of faces that match nobody are kept with no time limit. Your photo for finding your photos, its description and your matches are kept until you delete them or your account.

Deleting your account

Go to your profile and choose Delete my account. For your safety we ask you to sign in again first. We then remove your name, email, phone, sign-in details and age confirmation at once, sign you out everywhere, and delete your sign-in account at Google Firebase. Vehicles you added stay with your home, without your name or phone. Requests you raised about your home stay with it, shown as raised by "Deleted account", and your other requests are deleted. Your email alerts and any stop on your email address are deleted, and emails not yet sent to you are cancelled. If you are a tenant on a home, your entry under Tenants and help is deleted. Tenants and domestic help you added stay with their home without your name, and your phone number is removed from any entry that has it. Photos and videos you shared that were never published are deleted. Published ones stay in their album or on YouTube, without your name. Payments and receipts stay with your home, and receipts keep your name as the payer. Your photo for finding your photos, its description and your matches are deleted, and so are the profiles of children who have no other guardian. We keep a placeholder called "Deleted account" so that records you were part of still make sense, and we keep the record of what you agreed to, as proof.

Your rights

You can ask us to show you what we keep, to correct it, or to delete it. You can also name someone to act for you if you can't. Most of this you can do yourself in your profile. For anything else, write to us.

If someone without an account (for example a visitor, a former resident, a tenant or a domestic helper) wants to see, correct or remove what we keep about them, including the description of their face in photos from colony events, they can write to the same address.

Contact and complaints

Write to the Privacy contact, KHCA committee at [email protected]. We reply within 7 days and resolve every request within 90 days at the latest.

If you are not happy with our answer, you can complain to the Data Protection Board of India.

Changes to this notice

When we change this notice we update the date at the top. If the change is big, we ask you to read and agree again the next time you sign in.