Privacy Policy – e-Muddamal

1. Introduction

This Privacy Policy describes how information is collected, used, stored, protected, and disclosed through the e-Muddamal Android Application (“App”).

The App is intended exclusively for authorised personnel of Police Department / Government Authority (“Authorised Department”) for recording, managing, tracking, transferring, and maintaining Muddamal, case property, seized articles, evidence, and related official records.

The App has been developed and is technically maintained by MiG Arch, having its registered office at 23-Nandanvan Society, Alkapuri, Gujarat Vadodara 390007 (“Technology Service Provider”), on behalf of the Authorised Department.

For information entered as part of official Muddamal operations, the Authorised Department determines why and how the information is processed. MiG Arch processes such information only for providing, hosting, securing, maintaining, and supporting the App, subject to the instructions of the Authorised Department and applicable law.

2. Restricted Access and Account Registration

The App is not intended for public use.

The App does not allow users to register or create an account directly through the Android application. User accounts are created, approved, and managed by authorised administrators through the separate e-Muddamal web portal.

Only authorised users who have received login credentials from the Authorised Department may access the App. Users must not share their credentials or allow any unauthorised person to use their account.

The Authorised Department may activate, suspend, modify, or deactivate a user’s access based on the user’s role, posting, transfer, employment status, or administrative requirements.

3. Information We Collect and Process

Depending upon the user’s role and the functions used, the App may process the following information:

A. Authorised User Information

• Name of the authorised user;
• Employee, officer, buckle, or department identification number;
• Rank, designation, department, police station, unit, or office;
• Official mobile number or email address;
• Username, authentication token, and account status;
• Roles and access permissions; and
• Login history and account-related audit records.

This information is ordinarily created or provided through the e-Muddamal web portal by an authorised administrator.

B. Muddamal and Case-Related Information

Information entered by authorised users may include:

• Police station, case, complaint, FIR, or proceeding reference number;
• Details and description of seized property, evidence, documents, vehicles, valuables, narcotics, weapons, electronic items, or other articles;
• Quantity, identification marks, serial numbers, registration numbers, condition, category, and estimated value;
• Date, time, and place of seizure or receipt;
• Storage location, rack, room, warehouse, Malkhana, or custody details;
• Movement, transfer, release, production, disposal, auction, destruction, or return information;
• Names and official details of responsible officers;
• Details contained in seizure memos, court orders, receipts, certificates, inventory records, or supporting documents;
• Photographs, scanned documents, attachments, and remarks; and
• Timestamps, approvals, verification status, and chain-of-custody history.

Some records may contain personal information relating to complainants, accused persons, property owners, witnesses, victims, officers, or other persons where such information forms part of an authorised official record.

Users should enter only the information required for official and lawful purposes.

C. Photographs, Documents, and Files

With the user’s permission, the App may access the device camera or Android photo/file picker to:

• Capture photographs of Muddamal or case property;
• Scan or upload documents;
• Attach supporting files to an entry; and
• Download or view authorised reports and documents.

The App accesses only the photographs, documents, or files selected or captured by the user for use within the App.

D. Device and Technical Information

The App may automatically process limited technical information, including:

• Device model and operating-system version;
• App version;
• IP address and network information;
• Login time and session information;
• Device or notification token;
• Error, crash, and diagnostic information;
• API request and response logs; and
• Actions performed by the user within the App.

This information is used for security, troubleshooting, audit trails, system administration, performance monitoring, and prevention of unauthorised access.

E. Support Communications

If a user contacts the Authorised Department or MiG Arch for technical support, we may process the user’s name, official contact details, description of the issue, screenshots, device information, and related communications.

4. Device Permissions

Depending on the features enabled, the App may request:

• Camera permission: To capture Muddamal, evidence, document, or case-property photographs.
• Photos, media, or file access: To select, upload, view, or download authorised files and documents.
• Notification permission: To provide workflow, assignment, approval, system, or security notifications.
• Internet/network access: To authenticate the user and securely synchronise information with the e-Muddamal server.

Permissions are used only for the stated App functions. Users may manage permissions through their Android device settings, although disabling a necessary permission may prevent the related feature from working.

The current version of the App is not intended to access contacts, SMS messages, call logs, microphone recordings, payment information, or device location.

5. How Information Is Used

Information may be used to:

• Authenticate authorised users;
• Create and update Muddamal records;
• Maintain inventory and chain-of-custody records;
• Track storage, transfer, production, release, and disposal;
• Generate reports, registers, receipts, certificates, and official documents;
• Support approvals, verification, alerts, and departmental workflows;
• Synchronise information between the mobile App and web portal;
• Maintain audit trails and user activity records;
• Prevent unauthorised access, misuse, fraud, or tampering;
• Diagnose technical problems and improve reliability;
• Provide technical and administrative support;
• Comply with court orders, official instructions, record-retention requirements, and applicable laws; and
• Protect the rights, property, security, and lawful interests of the Authorised Department and other concerned persons.

Information collected through the App is not used for advertising, user profiling, or unrelated commercial marketing.

6. Sharing and Disclosure

Information may be accessed or disclosed only where necessary to:

• Authorised officers, administrators, and personnel of the Authorised Department;
• Other government departments, investigating agencies, forensic authorities, prosecutors, courts, or competent authorities where authorised or required by law;
• Approved hosting, infrastructure, notification, backup, security, and technical service providers;
• MiG Arch personnel specifically authorised to provide maintenance or technical support; and
• Law-enforcement, judicial, regulatory, or government authorities where disclosure is legally required.

Access is restricted according to assigned roles and official responsibilities.

We do not sell, rent, trade, or disclose App information to advertisers or data brokers.

7. Data Storage and Processing

Information is stored on AWS Cloud approved by the Authorised Department.

Where third-party infrastructure or technical services are used, they are permitted to process information only to provide the contracted service and are expected to apply appropriate confidentiality and security safeguards.

Any storage or transfer of information outside India, if applicable, will be undertaken only with the approval of the Authorised Department and in accordance with applicable legal requirements.

8. Data Retention

Muddamal, case-property, evidence, audit, and related official records are retained according to:

• Applicable criminal, evidentiary, procedural, and record-retention laws;
• Court orders and judicial requirements;
• Government and departmental retention policies;
• Investigation, prosecution, audit, and accountability requirements; and
• Contractual and security obligations.

User account information may be retained while the user remains authorised and for an additional period required for audit, security, dispute resolution, or legal compliance.

Technical logs and backups may be retained for a reasonable operational or legally required period. Information is securely deleted, anonymised, or archived when it is no longer required, subject to applicable law and departmental instructions.

9. Account Deactivation and Data-Related Requests

Because user accounts are issued and controlled by the Authorised Department, users cannot independently delete their account through the App.

An authorised user may request correction of profile information or deactivation of access by contacting the designated administrator of their department, police station, or unit.

A request to deactivate or delete a user account will not automatically delete Muddamal entries, evidence records, approvals, audit trails, or other official records created or handled by that user. Such records may need to be retained to preserve their integrity, chain of custody, legal validity, accountability, or evidentiary value.

Requests for access, correction, grievance resolution, or deletion of personal information may be submitted using the contact details below. Requests will be evaluated subject to verification of identity, applicable law, departmental authority, court orders, and official record-retention requirements.

10. Security

Reasonable technical and organisational safeguards are used to protect information, including, where applicable:

• Authenticated and role-based access;
• Secure transmission of information;
• Password and session controls;
• Access logging and audit trails;
• Restricted administrative access;
• Server, database, and backup protection;
• Monitoring for unauthorised activity; and
• Periodic maintenance and security updates.

No electronic system can be guaranteed to be completely secure. Users must protect their credentials, secure their devices, keep the App updated, and promptly report suspected unauthorised access or loss of a device.

11. Third-Party Services

The App may use approved third-party services for cloud hosting, push notifications, crash reporting, security monitoring, file storage, or other technical functions.

These providers may process limited technical or operational information only as necessary to provide their services. Their handling of information may also be governed by their respective privacy policies and contractual obligations.

The App does not contain third-party advertising SDKs.

12. Information Relating to Children

The App is intended only for authorised adult government or police personnel and is not directed towards children.

Official case or Muddamal records may contain information relating to minors when required for lawful investigation, judicial proceedings, victim protection, or another authorised government function. Such information must be handled with appropriate confidentiality and only by authorised personnel.

13. User Responsibilities

Users must:

• Use the App only for authorised official purposes;
• Enter accurate and relevant information;
• Avoid uploading unrelated personal or confidential information;
• Keep login credentials confidential;
• Prevent unauthorised access to their device;
• Comply with departmental policies and lawful instructions; and
• Immediately report suspected data loss, security incidents, or unauthorised access.

14. Changes to This Privacy Policy

This Privacy Policy may be updated to reflect changes in the App, legal requirements, departmental procedures, security practices, or third-party services.

Material changes will be communicated through the App, web portal, Google Play listing, official communication, or another appropriate method. The updated policy will show the revised “Last Updated” date.

15. Contact and Grievance Redressal

For account access, correction, deactivation, official-record requests, or privacy grievances, contact:

By using the App, authorised users acknowledge that information will be processed as described in this Privacy Policy and according to applicable law and departmental instructions.