Privacy Policy

My Hostel Admin is a cloud-based hostel management platform developed and operated by The Parallel Code (www.theparallelcode.com). We provide software solutions that help hostel owners and managers streamline daily operations, including resident management, fee collection, room allocation, expense tracking, and reporting.

For the purposes of this Privacy Policy, "we," "us," or "our" refers to The Parallel Code, and "you" or "your" refers to any individual who accesses or uses My Hostel Admin — including hostel owners, managers, partners, and residents whose data is entered into the platform.

We collect information necessary to provide, improve, and secure our services. The categories of data we collect include:

We do not collect sensitive personal data such as biometrics, health information, or financial account numbers (e.g., credit card details) directly. Payment processing is handled by third-party payment gateways.

We use the information we collect for the following purposes:

• Service Delivery: To create and manage your account, enable hostel operations, process residents, rooms, fees, and generate reports.
• Subscription & Billing: To manage subscription plans, verify payments, apply coupons, and maintain billing records.
• Partner Program: To track referrals, calculate commissions, and manage partner payouts under our B2B partner program.
• Communication: To send transactional notifications, reminders (including WhatsApp-based fee reminders you initiate), account alerts, and support responses.
• Security & Fraud Prevention: To monitor for unauthorized access, suspicious activity, or misuse of the platform.
• Product Improvement: To analyse usage patterns and improve platform features, performance, and user experience.
• Legal Compliance: To comply with applicable laws, respond to lawful requests, and enforce our Terms of Service.

We take the security of your data seriously and implement appropriate technical and organizational measures to protect it against unauthorized access, alteration, disclosure, or destruction.

• Passwords are securely hashed and never stored in plain text.
• Sessions are managed server-side with appropriate expiry mechanisms.
• Database access is restricted to authorized server infrastructure only.
• HTTPS/TLS encryption is recommended for all production deployments to protect data in transit.
• Regular backups are recommended to prevent data loss.

We do not share your personal data with third parties except in the following limited circumstances:

• Service Providers: We may share data with trusted vendors who assist in operating our platform (e.g., hosting providers, payment gateways). These parties are bound by confidentiality obligations.
• Payment Processors: When you make a subscription payment, relevant transaction data is shared with payment gateway partners for processing. We do not store full card details.
• Legal Requirements: We may disclose information if required by law, court order, or to protect the rights, property, or safety of The Parallel Code, our users, or the public.
• Business Transfers: In the event of a merger, acquisition, or asset sale, user data may be transferred as part of that transaction, with appropriate notice provided.
• With Your Consent: In all other cases, we will only share your data with your explicit permission.

My Hostel Admin uses cookies and similar technologies to maintain your login session and enhance your experience.

• Session Cookies: Used to keep you logged in during your visit. These expire when you close your browser or log out.
• Preference Cookies: Used to remember settings and preferences you configure within the app.
• Analytics Cookies: May be used in future updates to understand how the platform is used and improve it. You will be notified of any such changes.

You can configure your browser to refuse cookies; however, some features of My Hostel Admin (including login) require cookies to function properly.

Depending on your jurisdiction, you may have the following rights regarding your personal data:

• Right of Access: Request a copy of the personal data we hold about you.
• Right to Rectification: Request correction of inaccurate or incomplete data.
• Right to Erasure: Request deletion of your account and associated personal data, subject to legal retention obligations.
• Right to Restrict Processing: Request that we limit how we use your data in certain circumstances.
• Right to Data Portability: Request that your data be provided in a machine-readable format where technically feasible.
• Right to Object: Object to processing of your data for certain purposes, such as direct marketing.
• Right to Withdraw Consent: Where processing is based on consent, you may withdraw it at any time without affecting the lawfulness of prior processing.

To exercise any of these rights, please contact us at the details provided in Section 12. We will respond within a reasonable timeframe in accordance with applicable law.

We retain personal data only for as long as necessary to fulfil the purposes described in this policy, unless a longer retention period is required or permitted by law.

• Active Accounts: Data is retained for the duration of your account's active status.
• Subscription Records: Financial and subscription records are retained for a minimum of 3 years for legal and auditing compliance.
• Deleted Accounts: Upon account deletion, personal data is removed within 30 days, except where retention is required by law.
• Backups: Residual data in backups may persist for up to 90 days before being purged.

My Hostel Admin may integrate with or link to third-party services. Their data practices are governed by their own privacy policies, for which we are not responsible:

• WhatsApp: When you use our WhatsApp reminder feature, messages are sent via WhatsApp's platform. Meta's Privacy Policy applies to that data.
• Payment Gateways: Online payments may be processed through third-party providers. Their privacy and security policies govern those transactions.
• Google Fonts & CDN Libraries: We load fonts and icon libraries from Google and Cloudflare CDNs. These providers may log request metadata.

We encourage you to review the privacy policies of any third-party services you interact with through our platform.

My Hostel Admin is intended for use by adults (18 years and older) operating or managing hostel businesses. Our platform is not directed at children under the age of 13.

We do not knowingly collect personal data from children under 13. If you believe a child has provided us with personal data without parental consent, please contact us immediately and we will take steps to remove such information.

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or business operations. When we make material changes, we will:

• Update the "Last Updated" date at the top of this page.
• Notify users through in-app announcements or email where appropriate.
• For significant changes, provide at least 14 days' advance notice before the new policy takes effect (where possible).

Your continued use of My Hostel Admin after any changes constitutes your acceptance of the updated Privacy Policy. We encourage you to review this page periodically.