Last updated: 31 October 2026
This Privacy Policy explains how Coopman handles personal data when you visit or use the platform. We follow India's Digital Personal Data Protection Act, 2023 (“DPDP Act”) and the Information Technology Act, 2000 and the rules made under them.
In short: we collect what is needed to run your account and your society's records; each society's records are visible only to that society's authorised users; we do not sell personal data; we do not use advertising cookies, and analytics only with your permission; and you can ask to see, correct or delete your data.
1. Who is responsible
Coopman operates the platform and is responsible for your account data and for the security of everything stored on it. A society that keeps its records on Coopman decides what those records contain and which of its office-bearers may see them; for those records Coopman acts on the society's instructions. Questions about what your society has recorded can be sent to your society or to us.
2. What personal data we collect
| Type | Examples | Where it comes from |
|---|---|---|
| Account | Name, e-mail, phone number, password (kept only as a one-way hash that we cannot read), profile photo if you add one | You |
| Membership | Flat, shares and share certificate numbers, date of membership, nominees, joint holders, family or tenant links | You or your society |
| Identity | Where a society records an identity number, only the last four digits of Aadhaar | You or your society |
| Society activity | Notices received, meeting attendance, votes, requests, decisions, letters and documents | You, your society |
| Payments | Amount, purpose, status, receipt number and the gateway's reference (no card numbers, CVV, bank passwords or UPI PINs) | You, the gateway, your society |
| Tenancy and visitors | Tenancy dates; visitor name, phone and visit time entered by a resident | Residents, your society |
| Listings | Flat details, photos and contact preferences for sale or rent listings, and ownership evidence | Owners, your society |
| Professionals | Business name, registration or licence, service area, verification documents, quotes, reviews | Professionals, clients |
| Support | Your messages to us and our replies | You |
| Security | Sign-in times, actions taken, IP address and browser type | Automatically |
3. Why we use it
- To provide the platform — your account, your society's registers, notices, meetings, bills, receipts, requests and documents.
- To send service messages — notices, receipts, reminders, password-reset links and updates on your requests, by e-mail and, where enabled, SMS.
- To process payments and refunds through the payment gateway.
- To keep the platform safe — preventing fraud and misuse, and keeping the audit trail that societies need.
- To answer your support requests and grievances.
- To meet legal duties — record-keeping, and responding to lawful orders of courts and authorities.
We do not sell personal data, rent it, or use it for advertising. We do not build profiles of you for marketing.
4. Consent
By registering, you consent to us processing your personal data for the purposes above. You can withdraw consent at any time (see section 11). Withdrawing consent does not affect processing already done, and some society records must still be kept where the law or the society's record-keeping duty requires.
5. Who can see your data
- Your society — only its authorised users, according to their role. Members see their own records and what the society shares with members. How a member voted is shown by name only to the society's management.
- The public — only information meant to be public: society directory profiles, published listings, verified professionals' profiles, reviews and articles.
- A professional your society engages — only the request and documents the society chooses to share, and only while the engagement lasts.
- Service providers who help us run Coopman — web hosting and backups, e-mail and SMS delivery, and payment gateways (such as Razorpay, Cashfree or Stripe) — only as needed for their service and under duties of confidentiality.
- Optional AI writing help — see section 6.
- Authorities — when required by law or a lawful order.
6. AI writing help
Some optional drafting helpers can use an AI service chosen by the platform administrator. Before any text leaves our server, member names, flat numbers, e-mail addresses and phone numbers are removed. The AI service sees only the shape of the question and the relevant law or template text. Coopman does not store the prompts or replies. Every such feature also works without AI.
7. Data outside India
Some service providers, such as an optional AI service or a payment gateway, may process data outside India. We use them only as the DPDP Act and the Government of India's notifications permit, and we send only what is needed.
8. Cookies and storage on your device
| Name | What it does | How long |
|---|---|---|
| HSMSSESSID (cookie) | Keeps you signed in and protects forms from forgery. Essential. | Until you sign out or your session ends |
| Display preferences (browser storage) | Remembers choices such as the directory view or a collapsed menu, on your device only | Until you clear your browser data |
There are no advertising cookies. Analytics (Google Tag Manager, Microsoft Clarity, Yandex Metrica) is used only if you accept it in the cookie choice shown on your first visit: it counts visits and shows which pages help people, and sets its own cookies. You can change your choice at any time with “Cookie choices” at the foot of every page. When you open the map view in the society directory, map tiles are loaded from OpenStreetMap or Esri; those services receive your IP address as part of the request.
9. How long we keep data
- Account data — while your account is active, and for a limited period after closure to deal with any questions or disputes.
- Society records (registers, minutes, resolutions, receipts, decisions) — for as long as the society needs them and co-operative law requires such records to be kept. These records belong to the society.
- Payment records — for the period required by tax and accounting law.
- Security logs — for a limited period, then deleted.
- Backups — kept for a limited period and overwritten in rotation.
When data is no longer needed, it is deleted or anonymised.
10. How we protect data
- Encrypted connections (HTTPS) for every page.
- Passwords stored only as one-way hashes; password-reset links are single-use and expire in 60 minutes.
- Access limited by society and by role; each society's records are separated from every other society's.
- Important actions recorded in an audit log.
- Regular backups, and secrets (keys and passwords for connected services) kept outside the code and never shown back on screen.
No system is perfectly secure. If a personal data breach affects you, we will inform you and the Data Protection Board of India as the law requires, and tell you what we are doing about it.
11. Your rights
Under the DPDP Act you have the right to:
- Know what personal data we process about you, for what purpose, and with whom we have shared it;
- Correct and update inaccurate or incomplete data — much of it you can change yourself in your profile;
- Erase data that is no longer needed, except records the law or your society's record-keeping duty requires to be kept;
- Withdraw consent for processing based on consent;
- Nominate a person to exercise your rights if you die or become unable to; and
- Have your grievance addressed by us, and then, if you are not satisfied, complain to the Data Protection Board of India.
You also have duties: give true information, and do not file false or frivolous complaints.
How to use your rights: e-mail us with the subject “Privacy request”. We will confirm your identity from your registered e-mail and respond within a reasonable time. Requests about records your society keeps may be passed to your society, which decides what its records must contain.
12. Children
Coopman is meant for adults. We do not knowingly create accounts for anyone under 18. A minor may appear in a society's records (for example, as a nominee) only when the society records it with the consent of a parent or guardian.
13. Links to other websites
Pages may link to government and other websites. Their own privacy policies apply; we are not responsible for them.
14. Grievances
For any privacy complaint, e-mail us with the subject “Grievance”. We acknowledge every grievance and aim to resolve it within 15 days. E-mail: info@coopman.in.
15. Changes to this policy
We will update this policy when our practices or the law change. The date at the top shows the latest version, and significant changes will be announced on the platform.