Privacy policy for Vidya Group of Institutions, Gopalganj
This Privacy Policy outlines how Vidya Group of Institutions, Gopalganj (“Institute”) collects, uses, protects, and discloses personal information belonging to its students, faculty, staff, and other stakeholders (collectively referred to as “Users”). The Institute is committed to protecting the privacy of its Users and upholding relevant data protection laws in India, including the Digital Personal Data Protection Act, 2023 ("DPDP Act").
1. Information Collection
The Institute gathers and stores personal information from Users during admission, enrollment, academic interactions, and through the use of the Institute's facilities, services, and digital platforms.
This information may include:
- Personally Identifiable Information (PII): Name, address, date of birth, contact details (phone number, email address), student identification numbers, and Aadhaar numbers.
- Academic Records: Grades, transcripts, attendance, disciplinary records, and other information related to educational progress and performance.
- Health and Counseling Information: Medical forms, vaccination details, health history, and counseling records (where applicable).
- Behavioral and Usage Data: Information related to activity on learning management systems, engagement with course materials, and online interactions within the Institute's digital platforms.
- Financial Information: Details necessary for scholarships, fees, and other financial aid (e.g., PAN card details, family income information).
- Other: Any other information provided by users or collected by the Institute as necessary for academic, administrative, or safety purposes.
2. How Information is Collected
The Institute collects information through various methods:
- Directly from Users: Through application forms, registration forms, surveys, and other documents submitted by individuals.
- Automated Means: Through online learning platforms, websites, and other digital tools utilized by the Institute, including the use of cookies and tracking technologies to monitor usage and improve user experience.
- Third-Party Services: The Institute may work with third-party service providers (e.g., ed-tech vendors) for data collection, storage, or processing, with due authorization and in compliance with privacy regulations.
3. How Collected Information is Used
The Institute uses User information for the following purposes:
- Educational and Administrative Purposes: Processing admissions, managing student records, facilitating academic activities, conducting examinations, providing counseling and support services, and managing alumni relations.
- Communication: Sending important updates, notifications, announcements, and other communications relevant to the Users' association with the Institute.
- Safety and Security: Ensuring the safety and security of students and the campus environment, including tracking and monitoring where permissible by law.
- Research and Analysis: Improving educational programs, analyzing performance, identifying areas for improvement, and tailoring services to meet student needs.
- Compliance with Legal Obligations: Complying with legal or regulatory requirements, including reporting to government authorities or responding to legal processes.
- Other: Any other use disclosed to the User at the time of data collection or as required for fulfilling the legitimate interests of the Institute.
4. How Information is Protected
The Institute implements a security framework to protect User information from unauthorized access, disclosure, alteration, or destruction.
These measures include:
- Technical Safeguards: Encryption of sensitive data, secure servers, access controls, and regular security audits.
- Administrative Safeguards: Implementing data protection policies, training staff on data privacy best practices, and ensuring compliance with relevant regulations.
- Physical Safeguards: Secure storage of physical records and restricted access to data centers and server rooms.
5. Information Sharing and Disclosure
The Institute does not share or sell personal data to third parties for commercial purposes without explicit consent from the User, states the VGI.
However, the Institute may share information under specific circumstances:
- With Authorized Personnel: Employees, contractors, or subcontractors who require access to the information to provide necessary services on behalf of the Institute.
- Compliance with Legal Requirements: Complying with statutory provisions, lawful requests, legal processes, or to protect the Institute's rights, property, or safety.
- Third-Party Service Providers: With third-party service providers who assist in data processing activities, provided they adhere to strict confidentiality obligations and data protection agreements.
6. User Rights
Users have certain rights regarding their personal data under the DPDP Act and other applicable laws:
- Right to Access: Users can request access to their personal data held by the Institute.
- Right to Correction: Users can request corrections to inaccurate or incomplete information.
- Right to Erasure: Users can request the deletion of their personal data, subject to exemptions.
- Right to Withdraw Consent: Users can withdraw their consent for the processing of their data.
- Right to Grievance Redressal: Users can file complaints or concerns regarding the handling of their data with the Data Protection Board.
7. Data Retention and Disposal
The Institute retains User data only for as long as necessary to fulfill the purposes for which it was collected or as required by law. Once the purpose is served, the data is securely deleted or anonymized according to Institute policies and data retention schedules.
8. Children's Privacy
The Institute recognizes the importance of protecting children's privacy. For individuals under the age of 18, verifiable parental consent is required before collecting or processing personal data. The Institute prohibits using children's data for tracking or advertising purposes and adheres to strict guidelines to protect their well-being.
9. Changes to the Privacy Policy
The Institute may update this Privacy Policy periodically. Significant changes will be communicated to Users through appropriate channels, and the updated policy will be posted on the Institute's website.
10. Contact Information
For any questions or concerns regarding this Privacy Policy or the handling of personal data, please contact the Institute at [Insert Email Address or Contact Information].
