Privacy Policy

This Alumni Meet platform is committed to protecting the privacy and personal data of all alumni, members, and participants. All collection, storage, processing, and usage of personal data is carried out in strict compliance with applicable Indian laws, including:

The Information Technology Act, 2000, and the rules framed thereunder
The Digital Personal Data Protection Act, 2023 (DPDP Act)

We recognize our responsibility as a Data Fiduciary under the DPDP Act and ensure that personal data is handled lawfully, fairly, and transparently.

By registering on the Alumni Meet platform, submitting any form, or participating in alumni events (online or offline), you hereby provide your free, specific, informed, unconditional, and unambiguous consent to the collection, processing, storage, and use of your personal data for the purposes clearly described in this Privacy Policy.

Your consent signifies that:

You understand what personal data is being collected
You understand why the data is being collected
You understand how the data will be used
You are aware of your rights under the DPDP Act
You agree to such use without coercion or misrepresentation

Consent obtained under this policy shall remain valid unless explicitly withdrawn by you in accordance with the procedures defined herein.

1. Collection of Personal Data

We collect personal data only when it is voluntarily provided by you through registration forms, event participation, official communications, or interactions with the Alumni Meet platform.
The categories of personal data that may be collected include, but are not limited to, the following:

a) Identity Information

This includes your full name and other basic identifying details required to recognize you as a verified alumnus/alumna for alumni engagement and communication purposes.

b) Contact Information

This includes your mobile number and email address, which are collected solely to:

Communicate official alumni-related information
Share event updates, announcements, and invitations
Enable alumni coordination and support-related outreach

c) Alumni & Educational Information

This includes details such as:

Batch or year of passing
School or institution attended
Alumni affiliation details

Such information is collected to maintain accurate alumni records, facilitate alumni networking, and organize batch-wise or institution-specific activities.

d) Location Information

This includes city or regional information voluntarily provided by you.
Location data is used only to:

Inform you about alumni events or activities conducted in your city or nearby regions
Enable regional alumni coordination and engagement

No precise or real-time location tracking is carried out.

e) Photographs and Video Recordings

Photographs, videos, or audio-visual recordings may be captured during alumni events, meetings, or official gatherings.
These recordings may include your image, voice, or likeness and are collected for:

Event documentation and archival records
Official alumni publications and communications
Promotional, informational, and marketing purposes related to alumni activities and the alumni platform

All such recordings are captured in public or group settings during alumni events.

2. Purpose of Data Processing

All personal data collected by the Alumni Meet platform is processed strictly for lawful, legitimate, and clearly defined purposes, in accordance with the Digital Personal Data Protection Act, 2023 and the Information Technology Act, 2000.
Personal data is not processed in a manner that is incompatible with these stated purposes.

The purposes of data processing include the following:

a) Alumni Communication and Engagement

Your personal data is used to enable effective communication between the platform and alumni, including:

Sharing official announcements, notices, and updates
Facilitating alumni participation in events, initiatives, and programs
Strengthening alumni community engagement and interaction

b) Event Information & Regional Outreach

City or location-related information is used solely to:

Inform you about alumni events, meetings, reunions, or activities conducted in your city, region, or nearby areas
Enable region-specific coordination and invitations

No location data is used for tracking, profiling, or surveillance purposes.

c) Alumni Networking & Support

Personal and alumni-related information may be used to:

Connect alumni for professional guidance, mentorship, career support, or community assistance
Enable alumni-to-alumni outreach where help, support, or collaboration is requested

Such connections are facilitated only for non-commercial, alumni-benefit purposes.

d) Record Maintenance & Historical Archives

Your data is processed to:

Maintain accurate and updated alumni records
Preserve institutional and alumni history for continuity and reference
Support batch-wise, school-wise, and alumni-group documentation

These records are maintained securely and accessed only for authorized alumni-related purposes.

e) Promotion, Documentation & Marketing of Alumni Activities

Photographs, videos, and event-related information may be processed for:

Official documentation of alumni events
Publication on the alumni platform, official communications, and social media channels
Promotion and awareness of alumni activities, achievements, and future events

Such use is limited strictly to alumni platform-related communication and branding and does not involve commercial exploitation or third-party marketing.

Purpose Limitation Assurance

In compliance with the DPDP Act:

Personal data is processed only for the purposes stated above
Data is not used for unrelated, unlawful, or undisclosed activities
No automated decision-making or profiling is carried out using personal data

3. Photography & Video Recording Consent

During alumni events, meetings, reunions, or official gatherings organized under the Alumni Meet platform, photographs, videos, and other audio-visual recordings may be captured by authorized representatives of the organizers or designated media personnel.
By choosing to attend, participate in, or remain present at such events, you voluntarily and expressly consent to the capture and use of your image, voice, likeness, and presence in such recordings.

Scope of Consent

Your consent includes the use of photographs and video recordings for the following purposes:

Official Alumni Publications
Use in newsletters, reports, presentations, brochures, and official alumni documentation.
Platform Marketing & Promotional Materials
Use on the official alumni website, social media platforms, digital promotions, posters, banners, and other communication materials intended to promote alumni activities and engagement.
Event Documentation & Archives
Creation of event after-movies, highlight reels, archival records, and future alumni communications showcasing past events and community participation.

Consent Without Separate Authorization

By attending the event, you acknowledge and agree that:

No separate, individual, or written consent will be required for the above uses
Such recordings may be stored, reproduced, published, or communicated across media formats, both digital and print, for alumni-related purposes

Reasonable Use & Safeguards

The Alumni Meet platform ensures that:

Images and recordings are used in a dignified, respectful, and non-misleading manner
No content is used in a manner that is defamatory, unlawful, or inconsistent with alumni values
Media usage remains strictly within the scope of alumni communication and promotion

Withdrawal & Objection

You may raise an objection or request limited removal of specific images by contacting the official alumni communication channel.
Such requests will be reviewed in good faith, subject to technical feasibility, archival requirements, and lawful obligations. (info@aissaa.org)

4. Data Sharing & Third-Party Disclosure

We are committed to ensuring that your personal data is handled with the highest level of confidentiality and is never misused, monetized, or commercially exploited.

a) No Sale or Commercial Exploitation

The Alumni Meet platform does not sell, rent, lease, trade, license, or otherwise commercially exploit any personal data collected from alumni.
Your personal data is not treated as a commercial asset and is used exclusively for alumni community, communication, and engagement purposes.

b) Limited & Lawful Third-Party Access (If Applicable)

In limited cases, personal data may be processed by trusted service providers (such as IT infrastructure or communication service providers) solely for operational support, and only:

Under strict confidentiality obligations
For purposes consistent with this Privacy Policy
Without any independent right to use or retain the data

Such entities act only on our instructions and do not qualify as independent data controllers.

c) Internal Access Controls

Access to personal data is strictly limited to:

Authorized personnel
Office bearers or designated administrators
Personnel who require access for legitimate alumni-related functions

All internal access is governed by role-based access controls and confidentiality obligations.

d) Legal & Regulatory Disclosure

Personal data may be disclosed only when required:

By law, court order, or regulatory authority
To comply with legal obligations under Indian law

Such disclosures, if any, will be made strictly in accordance with applicable legal requirements.

Data Sharing Assurance

In compliance with the DPDP Act:

Personal data is shared only on a need-to-know basis
No unauthorized or excessive data disclosure is permitted
Data sharing practices are transparent and purpose-limited

5. Data Security & Storage

We take the security of your personal data seriously and implement reasonable administrative, technical, and organizational safeguards to protect personal data from unauthorized access, alteration, disclosure, misuse, loss, or destruction, in accordance with applicable Indian laws.

a) Security Safeguards

In compliance with the Information Technology Act, 2000 and the DPDP Act, 2023, we adopt security practices that include, but are not limited to:

Restricted and role-based access to personal data
Secure digital storage systems and controlled databases
Authentication mechanisms for authorized users
Internal policies governing data handling and confidentiality
Periodic review of access permissions and data practices

These measures are designed to ensure that personal data is accessed only by authorized individuals for legitimate alumni-related purposes.

b) Administrative & Organizational Measures

We maintain internal procedures to:

Educate authorized personnel on data protection obligations
Prevent unauthorized copying, sharing, or misuse of personal data
Respond promptly to suspected or actual data security incidents

All persons with access to personal data are bound by confidentiality and responsible-use obligations.

c) Data Storage & Retention

Personal data is retained only for as long as it is necessary to:

Fulfill the purposes stated in this Privacy Policy
Maintain alumni records and historical continuity
Comply with applicable legal, regulatory, or operational requirements

Once the data is no longer required for these purposes, it is securely deleted, anonymized, or archived in accordance with lawful data retention practices.

d) Data Breach Response

In the event of a data breach or security incident:

Reasonable steps will be taken to contain and mitigate the impact
Corrective measures will be implemented to prevent recurrence
Disclosures will be made where required under applicable law

Security Assurance

While no system can guarantee absolute security, we are committed to maintaining reasonable and appropriate safeguards as mandated under Indian law to protect alumni data.

6. Your Rights as a Data Principal

In accordance with the Digital Personal Data Protection Act, 2023, you are recognized as a Data Principal and are entitled to exercise specific rights in relation to your personal data processed by the Alumni Meet platform.
We are committed to facilitating these rights in a transparent and timely manner.

a) Right to Access Personal Data

You have the right to request confirmation of whether your personal data is being processed and to obtain access to:

A summary of the personal data held about you
The purposes for which such data is being processed

Access will be provided subject to reasonable verification of identity and in accordance with applicable legal requirements.

b) Right to Correction & Updating of Data

You have the right to request:

Correction of inaccurate or incomplete personal data
Updating of outdated personal information

We encourage alumni to keep their information accurate to ensure effective communication and alumni coordination.

c) Right to Withdraw Consent

You have the right to withdraw your consent for:

Future communications
Further processing of your personal data

Withdrawal of consent:

Will not affect processing already carried out lawfully prior to withdrawal
May limit your ability to receive alumni communications or participate in certain platform services

d) Right to Deletion of Personal Data

You may request deletion of your personal data where:

The data is no longer necessary for the stated purposes
You have withdrawn consent, subject to legal or operational requirements

Deletion requests will be honored unless retention is required for:

Legal compliance
Record-keeping obligations
Legitimate alumni archival purposes

e) Process for Exercising Your Rights

All requests related to access, correction, consent withdrawal, or deletion can be made through the official alumni communication channels.
Requests will be:

Acknowledged within a reasonable timeframe
Processed in accordance with DPDP Act obligations
Subject to identity verification to prevent unauthorized access

Rights Assurance

We will not deny or restrict your rights except where permitted by law, and we remain committed to protecting your interests as a Data Principal.

7. Withdrawal of Consent

You have the right to withdraw your consent at any time, in accordance with the provisions of the Digital Personal Data Protection Act, 2023.
Withdrawal of consent may be exercised for:

Future communications
Continued processing of your personal data
Participation in alumni platform services that require personal data

a) Method of Withdrawal

Consent may be withdrawn by submitting a request through the official alumni communication channels as notified on the platform.
To prevent misuse, we may require reasonable verification of identity before acting on a withdrawal request.

b) Effect of Withdrawal

Upon withdrawal of consent:

We will discontinue processing of your personal data for the purposes for which consent was withdrawn
You may no longer receive alumni communications, event notifications, or platform updates
Certain alumni services or participation may become unavailable due to the absence of required personal data

c) Lawful Prior Processing

Withdrawal of consent does not affect the lawfulness of any data processing carried out prior to the withdrawal.
Any processing performed before the date of withdrawal remains valid and compliant under applicable law.

d) Limitations & Exceptions

Withdrawal of consent may not result in immediate deletion of data where:

Retention is required under applicable law
Data is necessary for legal, regulatory, or archival obligations
Data forms part of historical alumni records maintained for legitimate purposes

Transparency Assurance

We ensure that the process for withdrawal of consent is simple, transparent, and accessible, without imposing unreasonable conditions or penalties.

8. Changes to This Privacy Policy

This Privacy Policy may be reviewed and updated from time to time to reflect:

Changes in applicable laws or regulations, including updates under the Information Technology Act, 2000 or the Digital Personal Data Protection Act, 2023
Operational, administrative, or technological changes to the Alumni Meet platform
Enhancements in data protection practices or security measures

a) Notification of Changes

Wherever reasonably practicable:

Material changes to this Privacy Policy will be communicated through the official alumni platform, website, or communication channels
Updated versions will be made available for review with a revised effective date

b) Continued Use & Acceptance

Your continued access to or use of the Alumni Meet platform, participation in events, or engagement with alumni services after the Privacy Policy has been updated shall constitute your acceptance of the revised policy.
If you do not agree with any changes, you may:

Discontinue use of the platform
Exercise your rights under the DPDP Act, including withdrawal of consent or request for deletion, subject to applicable limitations

c) Transparency Commitment

We remain committed to maintaining transparency in how personal data is handled and encourage alumni to review this Privacy Policy periodically to stay informed.