Privacy Policy
This policy explains what the LibKhata mobile application, published on Google Play by Ajay Kumar Saharan, collects and what is done with it. It applies to the LibKhata Android app and to nothing else.
LibKhata is a record-keeping tool for the owner of a study hall or library. The person who installs it — the hall owner — signs in and keeps a register of their members, the fees those members pay, and the hall's own expenses. Members of the hall do not install or sign in to the app; their details are entered by the owner.
1. What is collected
From the hall owner, when they sign in
- Google account email address and display name, through Google Sign-In
- A Firebase account identifier created for that sign-in
- Device and app-installation identifiers, sent by Google Sign-In and Firebase Authentication (Google Play services) to keep the sign-in working and secure and to prevent abuse. They are not used for advertising or tracking.
From a co-administrator, if the owner invites one
- The email address the owner invites, and the co-administrator's Google display name and Firebase account identifier when they sign in
Entered by the hall owner about their hall
- Hall name, opening hours, number of seats, monthly fee
- A UPI payment address, if the owner chooses to add one so members can pay
Entered by the hall owner about each member
- Name and phone number
- Seat number, joining date, and the date their fee is paid until
- Payment records: amount, date, cash or UPI, and the period each payment covers
- Expense records the owner keeps for the hall
- A photo of the member, only if the owner chooses to add one. Adding a photo is optional and the app works fully without it.
A public hall page, only if the owner makes one. An owner can publish a page for their hall at libkhata.com/<address they choose>. It shows only what the owner types or picks for it: the hall's name, a description, the owner's name, a WhatsApp number, the hall's address and photos of the hall, with the fees, seats and timings from the hall's settings. This page is public by design — anyone with the link can see it — and nothing about members, payments or the UPI address is ever on it. The page counts how many times its WhatsApp button is tapped, so the owner can see how many students got in touch; that is a plain count by day, and nothing about the person who tapped is recorded. The owner can hide or delete it at any time in Setup › Hall page.
Help & feedback, only if you write to us. A message sent from Help is stored with your name, email address and hall name so the LibKhata team can read it and reply inside the app. It is used only to answer you and to fix what you report. Chatting with us on WhatsApp instead opens WhatsApp on your phone; that conversation is governed by WhatsApp's own policy.
Camera and photos. The app asks for camera access only when the owner taps to take a member's photo. Choosing a photo from the gallery uses Android's own photo picker, which gives the app the one image chosen and nothing else; the app never reads the rest of the phone's photos. Before uploading, the photo is cropped to a small square (at most 600×600 pixels).
Not collected. LibKhata does not collect location, contacts, audio, calendar data, installed-app lists, or the advertising ID, and it collects no photos other than the member and hall photos described above. It contains no advertising and no third-party analytics or crash-reporting service.
2. How it is used
- To sign the owner in and keep them signed in
- To show the owner their own hall: who is due, what was collected, what was spent
- To produce a payment receipt the owner can hand or send to a member
- To let the owner open WhatsApp with a fee reminder already written
- To show a member's photo beside their name, so the owner can recognise them at the desk
To support hall owners and keep the service running, the developer can open a private overview of every hall, limited to the developer's own signed-in account. It shows the owner's Google name and email address, the hall's name, address, phone number, seats and monthly fee, how many members it has, when it was created, when the owner last used the app and when a payment was last recorded. It shows a count of members and never their names, phone numbers, photos or payment details.
Data is never used for advertising, never sold, and never shared for anyone else's marketing.
3. Where it is stored
All records are stored in Google Firebase (Firebase Authentication and Cloud Firestore), operated by Google LLC. Traffic between the app and Firebase is encrypted in transit using HTTPS/TLS. Firebase Security Rules scope every record to the hall it belongs to, so one hall owner cannot read or change another hall's records.
Member photos, if any are added, are stored with Cloudinary, an image storage service, and sent to it over HTTPS/TLS. Each photo is kept at a long, random web address that is not published or listed anywhere; it is shown only inside the hall's LibKhata app and web console. As with any image on the web, a person who is given that exact address could open it, so the address should not be shared outside the hall.
Photos for a public hall page are stored with Cloudinary in the same way, and are shown on that page for as long as it is published.
4. Who it is shared with
- Google Firebase — as the hosting and authentication provider
- Cloudinary — only to store member and hall-page photos, as a service provider acting on the developer's instructions; it does not use them for anything else
- Co-administrators — if the owner invites someone to help run the hall, that person can see and edit the same hall records
- Nobody else, except where disclosure is required by law
Opening WhatsApp with a pre-written reminder hands that message to WhatsApp on the owner's own device. What happens to it afterwards is governed by WhatsApp's own policy. The app does not send anything to WhatsApp by itself.
5. Deleting your account and your data
You can delete everything from inside the app, and the deletion is immediate — there is no waiting period and no request to approve.
- Open LibKhata and sign in as the hall owner
- Go to Setup
- Scroll to the bottom and tap Delete hall and account
- Read the confirmation, which names how many member and payment records will go, and tap Delete everything
This permanently removes every member record, every payment and expense, the hall's own settings, its public page if it has one, any co-administrator access, and your Google sign-in for the app. Member and hall-page photos are deleted from Cloudinary in the same step; if any photo cannot be removed at that moment (for example because of a network failure), it is deleted by hand within 30 days. It cannot be undone.
Full instructions, including what to do if you can no longer sign in, how to have only some records deleted, and how a co-administrator deletes their login, are at https://www.libkhata.com/account-deletion. You may also write to ajaymatrix386@gmail.com and the account will be deleted within 30 days.
6. How long it is kept
Hall records are kept for as long as the owner keeps using the app, because the app's purpose is to be a running register. They are removed as soon as the owner deletes the hall as described above. There are no backups retained after deletion beyond Google Firebase's own short-term operational backups.
A member's photo is kept until the owner removes or replaces it, removes the hall, or asks for it to be deleted. Removing or replacing a photo in the app deletes the old photo from Cloudinary straight away; any photo that cannot be deleted at that moment is deleted by hand within 30 days.
7. Children
LibKhata is a tool for the person who runs a study hall and is intended for adults aged 18 and over. It is not directed at children, and no data is knowingly collected from a child. A member whose name and phone number are entered by a hall owner does not use the app themselves.
Hall owners should add a member's photo only with that member's agreement, and for a member under 18, with the agreement of their parent or guardian.
8. Your rights
You may see, correct, export, or delete your data. Seeing and correcting it is what the app does; deleting it is described in section 5. For an export or any other request, write to ajaymatrix386@gmail.com.
If you are a member of a hall rather than its owner and you want your details removed, ask the hall owner. Removing a member in the app takes them off the hall's lists but keeps the record so the hall's fee history stays correct; to have your name, phone number and payment history erased, you or the owner can write to the address above and it will be deleted within 30 days. If you only want your photo removed, the owner can remove it from your page in the app, which deletes it immediately; or write to the address above and it will be deleted within 30 days.
9. Changes to this policy
If this policy changes, the effective date at the top will change with it and the updated policy will be posted at this address.
Contact
Ajay Kumar Saharan
ajaymatrix386@gmail.com