Privacy Policy

Track My Room

Last updated: 26 January 2026

Track My Room ("we", "our", or "us") operates a cloud-based Software as a Service (SaaS) platform designed to help property owners and administrators manage apartments, rooms, tenants, and related operations.

We are committed to protecting your personal data and complying with the Thailand Personal Data Protection Act B.E. 2562 (PDPA). This Privacy Policy explains how we collect, use, store, disclose, and protect personal data when you use our services (the "Service").

By accessing or using Track My Room, you agree to this Privacy Policy.

1. Scope of This Policy

This Privacy Policy applies to:

Property owners and administrators who create and manage accounts on Track My Room
All data processed through the Track My Room cloud platform

Note: Tenants do not create accounts themselves. Any tenant data is entered and managed solely by property owners or administrators.

2. Personal Data We Collect

2.1 Data You Provide

We may collect and process the following types of personal data:

Account & Contact Information

Name
Email address
Phone number
Login credentials

Property & Room Information

Apartment, building, floor, and room details
Rental prices and room status

Tenant Information (Entered by Owners/Admins)

Tenant name and contact details
Identification details (ID or passport number), if provided
Uploaded documents (contracts, ID images, photos)
Vehicle information

Financial & Billing Records

Invoice records
Payment status and history
Receipts and references

Note: Track My Room does not currently process online payments. Payment features may be added in the future.

Utility Usage Data

Water and electricity meter readings
Monthly usage history and calculated charges

2.2 Automatically Collected Data

When you use the Service, we may automatically collect:

IP address
Device and browser information
Date and time of access
Activity logs within the system (e.g., actions performed by admins)

3. Purpose of Data Processing

To provide, operate, and maintain the Track My Room platform
To manage rooms, tenants, contracts, invoices, and utilities
To generate reports, invoices, and receipts
To send system notifications, reminders, and service-related communications
To improve functionality, performance, and security
To comply with legal obligations under Thai law

4. Legal Basis Under PDPA

Under the Thailand PDPA, we process personal data based on:

Performance of a contract (providing the Service)

Legal obligations

Legitimate interests (system security, fraud prevention, service improvement)

Consent, where required by law

5. Data Sharing & Disclosure

We do not sell personal data.

We may share personal data only when necessary:

With trusted service providers (cloud hosting, data storage, email or notification services)
When required by law, regulation, or legal process
To protect the rights, property, or safety of Track My Room and its users

All service providers are contractually required to protect personal data and process it only according to our instructions.

6. Data Storage & Security

Track My Room is a cloud-based SaaS platform. We implement appropriate security measures, including:

Access controls and authentication
Secure server infrastructure
Reasonable technical and organizational safeguards

While we strive to protect personal data, no system can guarantee absolute security.

7. Data Retention

We retain personal data only as long as necessary:

While your account remains active
To fulfill legal, accounting, or regulatory requirements

You may request account deletion. Some data may be retained where required by law.

8. Data Subject Rights (PDPA)

Under the Thailand PDPA, you have the right to:

Access your personal data

Request correction of inaccurate data

Request deletion or anonymization of data

Withdraw consent (where applicable)

Object to or restrict processing in certain cases

Requests can be made using the contact details below.

9. Cookies & Similar Technologies

We may use cookies or similar technologies to:

Maintain login sessions
Improve system performance
Analyze usage patterns

You can control cookies through your browser settings.

10. International Data Transfers

Your personal data may be stored or processed outside Thailand. In such cases, we ensure appropriate safeguards are in place in accordance with PDPA requirements.

11. Children's Data

Track My Room is not intended for use by individuals under 18 years of age. We do not knowingly collect personal data from children.

12. Future Payment Features

Track My Room does not currently accept online payments. If payment processing features are introduced in the future, this Privacy Policy will be updated accordingly.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Updates will be published on this page with a revised "Last updated" date.

14. Contact Information

For questions, requests, or concerns regarding this Privacy Policy or personal data protection:

Track My Room

📧 Email: contact@trackmyroom.com