Privacy Policy

1. Nature of Our Service (Data Controller vs Processor)

Estastra acts primarily as a Data Processor on behalf of your community management (the Data Controller). We process your data (entry logs, payment records) based on the instructions and rules set by your organization. However, for certain services like our Occupant/Member App account management and automated bot services, we act as a Controller.

2. Information We Collect

We collect specific data to facilitate security, payment reconciliation, and community management.

2.1. Information from Your Organization

• Unit Data: Unit/office number, property type, and location within the perimeter.
• Occupant/Member Contact: Names, phone numbers, and email addresses of authorized occupants/members.
• Staff Records: For deployment staff, we collect identification details, guarantors, and employment records.

2.2. Information You Provide

• Account Credentials: Username, encrypted passwords, and profile photos.
• Visitor Data: Names and license plates of guests you pre-authorize for entry (Gate Passes).
• Community Posts: Content you share on the community bulletin board or maintenance tickets.

2.3. Automated Collection (Security Logs)

• Movement Logs: We record the timestamp, gate name, and vehicle details every time you or your visitors enter or exit the perimeter. This is a core security feature.
• Financial Metadata: We process bank transaction alerts (Sender Name, Amount, Date) to reconcile fees. We do not access or store your bank login credentials or PINs.

3. WhatsApp Bot Service

Estastra operates an automated WhatsApp bot to facilitate gate pass generation and management for residential estates and managed communities.

• Data Collected: We collect WhatsApp phone numbers and message content solely to process gate pass requests.
• Purpose: This data is used exclusively to facilitate the generation, validation, and delivery of gate passes.
• Third-Party Sharing: This data is not shared with third parties for marketing or any other non-essential purpose.
• Security: All WhatsApp interactions are stored securely within our encrypted infrastructure.

4. How We Use Your Data

We use your data solely to provide the Estastra services:

• Security Enforcement: To verify identities at the gate and enforce access rules (e.g., restricting access for unpaid dues, if configured by your organization).
• Automated Reconciliation: To match your bank transfers to your unit/office account using your unique Reference Code.
• Emergency Alerts: To send SMS/automated broadcasts in the event of a security breach or emergency.
• Service Notifications: To confirm payments and notify you of visitor arrivals via the app or automated messaging tools.

5. Data Sharing & Disclosure

We do not sell your data. We share it only as necessary to operate the platform:

• Your Facility Governance: Authorized admins have access to occupant/member lists, payment history, and gate logs for management purposes.
• Service Providers: We use trusted third-party vendors for hosting (Oracle Cloud), SMS delivery (Termii), and messaging infrastructure. They are bound by strict data processing agreements.
• Legal Compliance: We may disclose data if required by law or a valid court order.

6. Data Security

We employ enterprise-grade security measures:

• Encryption: All data in transit is encrypted via HTTPS/TLS. Passwords and PINs are hashed using industry standards (Bcrypt).
• Access Control: Strict role-based access ensures that a Gateman cannot see financial data, and an Accountant cannot see movement logs unless authorized.
• Infrastructure: Our servers are hosted in secure Oracle Cloud data centers with automated backups.

7. Data Retention

We retain your data for as long as your organization subscribes to our service. If you move out or your organization cancels the subscription, your personal data will be archived or deleted in accordance with the organization's data retention policy and applicable laws.

8. Your Rights

You have the right to request access to, correction of, or deletion of your personal data. Please direct these requests to your Facility Administrator first, as they control the master records. You may also contact us at [email protected] to request data deletion.

9. Contact Us

For privacy-related inquiries, please contact us at: