Privacy Policy for SSMS

We collect and store the following information where relevant to the services you use:

• Account and student information: your name, BITS email address, BITS student ID, admission identifier where applicable, hostel, room number, registered mess, account status, and mobile number if provided. Some details are supplied through student registration records maintained for mess services.
• Google sign-in information: your Google account identifier, name, email address, email verification status, profile image if supplied by Google, and authentication tokens needed to manage sign-in. SSMS does not receive your Google password.
• Preferences: your dietary preference, spending reminder limit, and app preferences.
• Food orders and spending records: items ordered, quantities, outlet or counter, prices, charges, receipts, order status, transaction references where applicable, and transaction dates.
• Event information: registrations, selected event options, pass quantities, registration status, and attendance or check-in records.
• Rebate requests: requested dates, reasons, notes, supporting documents or images you upload, review decisions, and rebate amounts.
• Feedback and support information: ratings, comments, attachments, and information you choose to send when reporting an issue or contacting support.
• Technical and security information: account and session identifiers, authentication records, IP address and browser or device information associated with sign-in, request and error logs, and audit records.
• Notification information: service messages sent to your account and whether you have read them.

We use this information to verify student eligibility, manage access to your account, provide mess and food services, generate and validate QR credentials, fulfil orders, maintain spending and receipt records, manage event registrations and entry, review rebate requests, respond to feedback and support requests, deliver service notices, and protect the service against misuse.

We do not sell or rent your personal information. We do not use it for targeted advertising or track your activity across other companies’ apps and websites.

Authorized SSMS administrators, relevant mess and eatery operators, event staff, and rebate reviewers can access information needed for their responsibilities.

Service providers supporting authentication, hosting, storage, and technical operations may process information needed to provide those services. Google processes sign-in information under its own privacy policy.

We may disclose information when required by applicable law or a valid legal request.

The app uploads only files you select for a supported feature, such as feedback or rebate evidence. Selecting a file does not give SSMS access to all files or photos on your device.

If you use Face ID or fingerprint authentication, verification is performed by your device’s operating system. SSMS does not collect, receive, or store your facial scans, fingerprints, or biometric templates.

The app does not collect GPS location, contacts, SMS messages, call history, or microphone recordings.

We use authentication, access controls, protected on-device storage for sign-in credentials, and restrictions on access to uploaded files to protect information. Access to administrative functions is limited by assigned permissions. No storage or transmission method can guarantee absolute security.

Account information and service records are stored to operate mess services and maintain their associated records. The current system does not automatically erase these records after a fixed period. Signing out or uninstalling the app does not delete information stored on our servers.

You can record an account deletion request through Profile → Request account deletion. This currently records your request; it does not immediately delete your account or associated information.

For questions about deletion, retention, or a submitted request, email executive@ssms-pilani.com. Any records that must be retained for applicable legal, accounting, or institutional requirements will be identified when your request is reviewed.

You can update supported preferences in the app, choose whether to submit feedback or attachments, and stop using the app at any time. To request access to or correction of your information, or to raise a privacy concern, contact us using the email below. We may verify your identity before handling a request involving personal information.

We may update this policy when our services or information practices change. The current version will be published on the official SSMS website with an updated effective date.

President, SSMS Society for Student Mess Services BITS Pilani, Pilani Campus Email: executive@ssms-pilani.com