1. Who this policy covers
This policy applies to three groups of people, differently:
- Website visitors — anyone browsing aagantuk.co.in or using the "Book a demo" form.
- Hotel account holders and staff — the hotel businesses that subscribe to Aagantuk, and the owners, managers and receptionists they add as users.
- Hotel guests — the individuals a subscribing hotel checks in using the Aagantuk app. Aagantuk does not have a direct relationship with hotel guests; a guest's information reaches us because the hotel enters it while running its own front-desk register. Section 8 explains this split in responsibility in detail.
2. What information we collect
From this website
The "Book a demo" form does not send anything to an Aagantuk server or database. When you press Send, it opens your own WhatsApp or email app with your details already written in, and you choose whether to send it. If you do, we receive your name, mobile number, hotel name, town, room count and preferred call time the same way we'd receive any WhatsApp message or email — nothing is stored by the website itself.
From a hotel's Aagantuk account
- Business details: hotel name, address, GST details if provided, and owner/staff names, phone numbers and email addresses.
- Sign-in information, if a staff member signs in with a Google account.
- Day-to-day records the hotel creates: rooms, bookings, payments (cash/UPI/card), invoices, staff attendance and expenses.
Guest information entered by the hotel
- Name, address and other identity-document details, for the guest and any companions on the same booking.
- A scan or photo of the identity document used (Aadhaar, driving licence, voter ID, PAN or passport) — see §5 for how this is handled.
- A photo of the guest, and a signature captured at check-in.
- Stay details: room, arrival and departure times, room changes, and payment/settlement records.
Automatically, from app use
Standard technical information — crash reports and basic usage analytics — collected through the app's cloud infrastructure to keep the service reliable. See §10 for the providers involved.
3. How we use information
- To operate the guest-register, billing, staff-access and reporting features a hotel signs up for.
- To let a hotel's records sync between its front-desk device(s) and the owner's view, and to keep working when a device is offline.
- To provide customer support, respond to demo requests, and communicate with hotel account holders about their account.
- To maintain and improve the reliability and security of the service (for example, using crash reports to fix defects).
- To meet legal obligations, including responding to lawful requests from police or government authorities.
We do not sell guest, staff or hotel information, and we do not use guest identity-document data for advertising.
4. Purpose & basis for processing
Hotels in India are required to maintain a register of guests for local police, and to report foreign nationals on Form C. Aagantuk exists to help a hotel discharge that legal duty on a phone instead of on paper, and to give the hotel its own operational records (occupancy, payments, staff activity). Guest information is processed for this purpose, at the hotel's direction, and for the duration of the guest's stay and any legally required retention period after it.
5. Identity documents
A guest may check in with an Aadhaar card, driving licence, voter ID, PAN or passport — Aadhaar is one option among several, never the only one.
- We do not ask for a guest's full Aadhaar number. Where a guest's Aadhaar card carries UIDAI's current Secure QR code, the app reads only a masked reference from it — the last four digits — not the full number. What a scan reveals depends on the format of the specific card presented; we design the app to capture and retain as little as the card format allows, and we are tracking UIDAI's evolving rules on Aadhaar verification to keep this current.
- Consent comes first. The app records the guest's consent before any scanned detail is written into the stay record.
- Signature check. Where the card format supports it, the app verifies UIDAI's own digital signature on the scanned QR code, and flags to staff when it cannot.
- A copy of the document (front and back, as applicable) is stored so the hotel can produce it if police ask for the underlying record — the same reason a paper register keeps a photocopy today.
Which document types a hotel must accept, and how long records must be kept, are set by state and local police rules, not by Aagantuk. Hotels should confirm current requirements with their local police station.
6. Storage & encryption
Guest and hotel records are stored in an encrypted database on the front-desk device itself, and synced to secure cloud infrastructure (see §10) so an owner can see up-to-date records from any of their properties. Data in transit between the app and our cloud infrastructure is encrypted. Each hotel's records are logically separated from every other hotel's — one hotel's staff cannot see another hotel's guests, rooms or payments.
7. Who can access your data
- Hotel staff see only the hotels and sections of the app they've been given access to by their own hotel's owner or admin.
- Hotel owners can see every property registered under their account.
- vKutumb personnel access hotel or guest data only where needed to provide support, investigate a reported issue, or maintain the service, and only under confidentiality obligations.
- We do not give any other hotel, or any third party outside §10 and §11, access to a hotel's records.
8. Hotel vs. Aagantuk responsibility
For guest information, the hotel decides what is collected and why, obtains the guest's consent, and is responsible for complying with the guest-registration and reporting rules that apply to it. Aagantuk acts as the hotel's service provider: we provide the tool the hotel uses to record and store that information, following the hotel's instructions and this policy, and we do not independently sell, repurpose or verify the identity of a hotel's guests. This is the same split of responsibility a hotel already has with a paper register or a cloud accounting tool — the hotel is the one legally accountable to its guests and to the police for the register it keeps; we are accountable to the hotel for keeping that data secure and available.
9. Retention & deletion
We retain hotel and guest records for as long as a hotel's account is active, and afterwards for as long as needed to meet legal or regulatory retention requirements (including guest-register rules) or to resolve disputes. If a hotel closes its account, or a guest wants a record corrected or removed, contact us at support@vkutumb.com and we will act on the request, subject to any legal obligation that requires us to keep a record for longer.
10. Third-party service providers
Aagantuk runs on Google's Firebase and Google Cloud infrastructure, which we use for the following, and nothing beyond it:
- Cloud Firestore & Cloud Storage — the synced copy of hotel and guest records, and stored document/photo/signature images.
- Firebase Authentication & Google Sign-In — staff sign-in.
- Firebase Crashlytics & Analytics — crash reports and app-usage statistics, to keep the app reliable.
- Firebase Cloud Functions, Cloud Messaging & Remote Config — background processing, notifications and app configuration.
- Google ML Kit — reads text and QR codes from a scanned document on the device itself; the image is not sent to a separate cloud OCR service to be read.
We do not currently use a payment gateway inside the app — subscription billing is handled directly between the hotel and vKutumb (see the Refund & Cancellation Policy). Each of these providers processes data only as needed to provide its service to us and is bound by its own data-protection commitments to Google customers.
12. Your rights
Depending on applicable law, you may have the right to access, correct, or request deletion of your personal information, and to know who it has been shared with. A hotel guest should first raise a request with the hotel they stayed at, since the hotel controls that record; a hotel account holder, or a guest whose hotel is unreachable, can write to us directly at support@vkutumb.com. We will respond within a reasonable time and may need to verify your identity before acting on a request.
13. Children's information
Aagantuk is a business tool for hotel staff, not a service directed at children. A child's information may appear in a stay record only as a companion on a booking made by an accompanying adult guest, exactly as it would on a paper register.
14. Security practices
We apply encryption, access controls and other reasonable security safeguards described on our Security page. No system is completely immune to risk; if we become aware of a breach affecting your information, we will notify affected hotels and take reasonable steps required by law.
15. Foreign guests & cross-border stays
For a foreign national, a hotel captures passport details in order to complete its own Form C reporting to the Foreigners Regional Registration Office / local police, as Indian law requires. This information is stored and protected the same way as any other guest's identity-document data under this policy, and our cloud infrastructure providers (§10) may process it on servers outside India as part of their global infrastructure, under the same safeguards.
16. Changes to this policy
We may update this policy as the service or the law changes. We will update the "Last updated" date above, and for significant changes we will make reasonable efforts to notify hotel account holders in-app or by email before the change takes effect.
17. Grievance officer & contact
For privacy questions, complaints or grievances, contact:
vKutumb Technologies LLP (LLPIN: ACJ-6001)
Survey No. 148, Near Shirshut House, Ganesh Nagar, Bhopkhel, C M E, Dighi Police Station,
Pune City, Pune – 411031, Maharashtra, India
Email: support@vkutumb.com
WhatsApp: +91 80106 30611
18. Applicable law
This policy is governed by the laws of India, including the Digital Personal Data Protection Act, 2023, the Information Technology Act, 2000 and rules made under it, and, where relevant to identity-document handling, the Aadhaar (Targeted Delivery of Financial and Other Subsidies, Benefits and Services) Act, 2016.