Privacy Policy

1 Introduction & Scope

Welcome to Istana. We are committed to protecting your privacy and maintaining the security of all personal data processed through our property management platforms.

This Privacy Policy explains how we collect, use, store, and safeguard data when you access or interact with the Istana platform, including our Central Portal, Security Portal, Vendor Portal, and Condominium Access services.

2 Information We Collect

To provide secure access control and streamlined property operations, Istana collects the following categories of information:

• Resident & Account Details: Name, contact email, telephone number, residential unit address, and role permissions.
• Visitor & Entry Management Logs: Visitor full names, host resident details, vehicle license plate numbers, purpose of visit, and entry/exit timestamps.
• Delivery & Vendor Registrations: Vendor personnel details, company names, delivery job orders, and authorization statuses.
• Security & Access Control Logs: Guard station check-ins, invitation pass tokens, digital job orders, and system audit logs.
• Technical System Data: IP addresses, browser types, session timestamps, and device metrics required for security audits.

3 How We Use Your Information

The information collected by Istana is processed strictly for legitimate operational purposes:

• Verifying resident, vendor, and visitor identity for building security.
• Generating and validating single-use digital invitation tokens and walk-in passes.
• Managing job orders, carpark space allotments, and facility maintenance workflows.
• Sending critical security alerts, entry notifications, and portal updates.
• Maintaining regulatory compliance and facility access history for property management audits.

4 Data Protection & Security

We employ industry-standard technical and organizational security measures to protect your personal data against unauthorized access, loss, alteration, or disclosure.

• Transport Encryption: All data transmitted between your browser and our servers is secured using TLS/HTTPS protocols.
• Role-Based Access Controls (RBAC): Access to sensitive records is restricted strictly to authorized condominium administrators and duty security staff.
• Database Security: Data is stored in secure server environments with restricted access protocols and regular vulnerability assessments.

5 Data Sharing & Third Parties

We do not sell, rent, or commercialize your personal data under any circumstances.

Data is shared strictly within the necessary parameters of system operation:

• Condominium Management & Security Personnel: For verifying permissions, visitor passes, and premises safety.
• Authorized Service Providers: Trusted technology infrastructure providers under strict confidentiality agreements.
• Legal Compliance: When required by law, subpoena, court order, or official law enforcement request.

6 Your Rights & Data Retention

Subject to local privacy regulations, users have the right to access, inspect, or request updates to their personal profile information.

Visitor access logs and vehicle registration records are retained in accordance with property management record-retention policies and local security guidelines, after which they are archived or securely purged.

7 Contact & Support

If you have any questions, concerns, or data privacy requests regarding this Privacy Policy or Istana data practices, please contact our support team: