1. Overview & Service Scope
This Privacy Policy explains how DuesPilot collects, uses, stores, shares, and protects personal information when you access or use the DuesPilot public website, mobile applications, and web services.
DuesPilot is a dues tracking, recordkeeping, reminder, and payment-reporting platform. DuesPilot does not collect, hold, custody, settle, or transfer user money. Payments are executed outside DuesPilot through the independent payment method agreed upon between organizers and members.
2. Information We Collect
We collect information you provide directly and information generated through your use of the platform:
- Account and Profile Information: When you register or access an account, we may collect your name, email address, authentication credentials or identifiers provided by your sign-in provider, and profile preferences.
- Organization and Member Information: If you create or join an organization, we collect organization names, branches, relationships, roles (such as organizer, member, or staff), and invitations. Where an organizer assigns an organization-level Member ID (such as FLAT-204 or MEM-012), this serves solely as an internal organizational business reference and is not a password or authentication credential.
- Dues and Payment Records: Information regarding payment obligations created within the service, including descriptions (e.g., maintenance, rent, club dues, tuition, or custom dues), amounts, due dates, recurrence intervals, reminder preferences, and record statuses (such as upcoming, due, overdue, or awaiting review).
- Payment Reports: When members report that an external payment was made, we collect user-submitted details including payment timestamps, reported amount, payer notes, reported payment mode, transaction references (such as UTR, check number, or receipt note), and optional payment proof or attachment files where supported by the experience.
- Support Communications: Content of communications, questions, or feedback you submit to our support team at support@duespilot.in.
- Technical and Device Information: Standard server and diagnostic data, including IP addresses, browser type, device identifiers, operating system version, timestamps, crash logs, and notification delivery metadata necessary to maintain service security and reliability.
3. Authentication Providers
Depending on your application configuration, DuesPilot may support authentication via email one-time passwords or third-party identity providers such as Google. Third-party authentication providers handle your authentication in accordance with their respective privacy policies. DuesPilot does not receive or store your third-party account passwords.
4. Purposes of Processing
We process collected information for specific, legitimate operational purposes:
- To operate, maintain, and provide the DuesPilot tracking and recordkeeping service.
- To maintain accurate organization rosters, member connections, and dues schedules.
- To deliver reminder notifications regarding upcoming, due, or overdue obligations.
- To allow members to report payments made externally and track their verification status.
- To enable authorized organizers to review, verify, reject, or request clarification on reported payments.
- To maintain auditable payment history, records, and digital receipts for users and organizations.
- To detect, prevent, and address technical errors, security vulnerabilities, and platform abuse.
- To respond to user inquiries, grievance requests, and account deletion requests.
5. Data Sharing & Service Providers
DuesPilot does not sell, rent, or trade your personal information. We disclose information only under the following limited circumstances:
- With Organization Participants: Organization members, organizers, and authorized staff may view records, member names, obligation statuses, and reported payment details relevant to their role within the shared organization workspace.
- Infrastructure Service Providers: We utilize trusted cloud hosting, database, authentication, and notification service providers (including Supabase for backend infrastructure) that process data on our behalf under strict confidentiality and security obligations.
- Legal and Regulatory Compliance: We may disclose information if required by applicable law, regulation, legal process, or lawful governmental request, or to protect the rights, property, and safety of DuesPilot, our users, or the public.
- Business Transfers: In the event of a merger, acquisition, restructuring, or transfer of assets, information may be transferred as an operational asset subject to equivalent privacy commitments.
6. Data Security
We employ reasonable and appropriate administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, loss, misuse, or alteration. These measures include encrypted communication channels (HTTPS/TLS), authenticated session handling, and role-based data access controls. However, no internet transmission or electronic storage system is completely secure, and we cannot guarantee absolute security. Users are responsible for safeguarding their login accounts and devices.
7. Data Retention
We retain personal data for as long as your account remains active or as necessary to provide the services requested. We also retain and use information as required to satisfy organization operational records, preserve legitimate accounting and dispute history, resolve conflicts, prevent fraud, and comply with legal obligations. When data is no longer required for these legitimate purposes, it is securely deleted or de-identified.
8. User Rights & Consent Withdrawal
Depending on your jurisdiction and applicable data protection laws, you may have the right to request access to, correction of, or deletion of your personal data, as well as the right to object to or restrict certain processing activities. Where processing is based on your consent, you may withdraw your consent at any time for future processing.
To exercise your privacy rights, contact us at support@duespilot.in. Please note that certain operational records tied to an organization's accounting history may require coordination with the relevant organization organizer.
9. Account & Data Deletion
Users may request deletion of their account and associated personal information at any time. Detailed instructions on how requests are processed, verified, and completed are available on our dedicated Account Deletion page.
10. Children’s Privacy
DuesPilot is not intended for or directed at children under the age of digital consent in their applicable jurisdiction. If an organization (such as a school, academy, or sports league) manages obligations concerning minors, the organizer and the child's parent or legal guardian are responsible for ensuring appropriate legal consent and supervision. If you believe a child has provided personal information without proper authorization, please contact us for prompt removal.
11. Grievance Redressal & Contact
If you have questions, concerns, complaints, or grievance requests regarding this Privacy Policy or our data practices, please contact our support team at:
Email: support@duespilot.in
We endeavor to acknowledge and address inquiries within standard business timeframes.
12. Policy Updates
We may revise this Privacy Policy periodically to reflect enhancements in product features, technology updates, or regulatory requirements. Any updates will be published on this page with an updated "Last updated" date. Continued use of DuesPilot following any modifications indicates acknowledgment of the revised policy.