This Privacy Policy explains how the RPTP Alumni Association (“the Association”, “we”, “us” or “our”) — the alumni body of C.V.M. Higher Secondary Education Complex (Science Stream), R.P.T.P. Science College Building, Vallabh Vidyanagar — collects, uses, stores, shares and protects personal information when you visit www.rptpalumni.org.in (“the Website”), register as an alumnus, attend our events, or otherwise interact with us.

We are a not-for-profit alumni body. We do not sell, rent or trade personal data. Please read this Policy together with our Terms & Conditions. By using the Website or submitting your details to us, you confirm that you have read and understood this Policy.

1. Scope of this Policy

This Policy applies to personal data collected through the Website, through printed or digital membership and registration forms, through email, telephone and messaging channels used by the Association, and at events organised by or on behalf of the Association. It does not apply to any website, application or service operated by a third party, even where a link to it appears on the Website.

This Policy is framed having regard to the Information Technology Act, 2000 and the rules made under it, and the Digital Personal Data Protection Act, 2023, as applicable to us from time to time.

2. Information we collect

2.1 Information you provide to us

Category	Typical data
Identity and academic details	Full name, gender, date of birth, year of admission and year of passing, stream/branch, roll or enrolment number, photograph
Contact details	Postal address, city, state, country, PIN code, mobile and landline numbers, email address, WhatsApp number
Professional details	Present occupation, designation, organisation, area of specialisation, professional achievements (only where you choose to share them)
Membership and contribution records	Membership category and number, membership fee and donation records, receipt numbers, and the payment reference supplied by you where a contribution is made offline
Correspondence	Enquiries, feedback, event registrations, and messages sent to us through the Website, email or messaging applications

2.2 Information collected automatically

When you browse the Website, our server and any analytics tools we use may record technical information such as your IP address, approximate location derived from it, browser type and version, device and operating system, referring page, pages viewed, and the date and time of your visit. This information is used in aggregate to keep the Website secure and to understand how it is used.

2.3 Information we do not collect

The Association does not accept payments online through this Website. We therefore do not collect or store card numbers, CVV, UPI PIN, net-banking credentials or any other payment authentication data. Membership fees and donations are received offline (by cheque, demand draft, direct bank transfer or in person) and our records hold only the details required to issue a receipt and to comply with accounting and audit requirements.

3. How we use your information

We use personal data only for purposes connected with the objects of the Association, namely:

• to verify your association with the institution and to process and maintain your alumni membership;
• to maintain the alumni register and, where you consent, the alumni directory;
• to inform you about reunions, lectures, seminars, felicitations and other alumni activities, and to manage your registration and attendance;
• to invite voluntary contributions, and to acknowledge, receipt and account for contributions received;
• to circulate newsletters, notices, results, obituaries and other institutional communications;
• to enable alumni-to-alumni networking, mentorship and placement support initiatives run by the Association;
• to publish photographs and reports of events in the photo gallery, newsletters and on our social media pages;
• to respond to your enquiries, requests and grievances;
• to maintain the security and proper functioning of the Website; and
• to comply with applicable law and with directions of a competent authority.

We do not use personal data for automated profiling or for any form of advertising, and we do not sell, rent, licence or trade personal data with any third party for commercial gain.

4. Consent and its withdrawal

We process personal data on the basis of the consent you give when you submit a membership or registration form, subscribe to our communications, or otherwise provide your details to us, and where applicable for the legitimate purposes permitted by law.

You may withdraw your consent at any time by writing to us at the address given in Section 15. Withdrawal takes effect prospectively and does not affect the lawfulness of processing carried out before it. Please note that if you withdraw consent to the processing that is essential to membership, we may be unable to continue your membership or to send you Association communications.

5. Cookies and website analytics

The Website may use cookies and similar technologies. A cookie is a small text file placed on your device that allows the Website to remember your preferences and to function correctly. We may use:

• Strictly necessary cookies — required for session management, page navigation and security;
• Preference cookies — to remember choices such as language or display settings;
• Analytics cookies — to understand, in aggregate, how visitors use the Website so that we can improve it.

You can accept, refuse or delete cookies through your browser settings. Blocking cookies may cause parts of the Website to work incorrectly. Where a third-party analytics service is used, that service processes the data under its own privacy terms.

6. Alumni directory and photo gallery

An important object of the Association is to help alumni stay in touch with one another. Accordingly:

• Your name, year of passing and, where you have permitted it, your city, occupation and contact details may appear in an alumni directory made available to verified members of the Association.
• You may ask us at any time to restrict, mask or remove your entry from the directory, and we will act on that request.
• Photographs and video recordings taken at Association events may be published on the Website, in newsletters and on our official social media pages. If you do not wish a particular photograph of yourself to be published, write to us and we will remove it from channels under our control as soon as reasonably possible.
• Directory information is provided solely for personal, non-commercial alumni contact. Using it for marketing, bulk messaging, solicitation, political campaigning or any commercial purpose is expressly prohibited and may result in removal of membership.

7. Disclosure and sharing

We disclose personal data only in the following circumstances:

• Within the institution — with the management, principal and authorised staff of C.V.M. Higher Secondary Education Complex (Science Stream) for verification of academic records and for institutional communications;
• Office bearers and volunteers — with members of the managing committee and authorised volunteers, strictly on a need-to-know basis for organising Association activities;
• Service providers — with our web-hosting provider, email or messaging service providers, printers and auditors, who are permitted to use the data only to perform services for us;
• Legal requirement — where disclosure is required by law, by a court, or by a governmental, regulatory or law-enforcement authority; and
• Protection of rights — where necessary to establish, exercise or defend legal claims, or to prevent fraud, abuse or a threat to the safety of any person.

Some of our service providers (for example, email and hosting providers) may store data on servers located outside India. Where this happens, we take reasonable steps to satisfy ourselves that appropriate safeguards are in place.

8. Data security

We adopt reasonable security practices and procedures appropriate to the nature of the data we hold. These include restricting access to authorised persons, using password protection, taking periodic backups, keeping physical records in secured premises, and requiring confidentiality from our service providers.

No method of transmission over the internet or of electronic storage is completely secure. While we endeavour to protect your personal data, we cannot guarantee absolute security, and any transmission is at your own risk. If a personal-data breach occurs that is likely to affect you, we will notify you and the competent authority to the extent required by law.

9. Data retention

Because the Association maintains a lifelong record of its alumni, membership and academic-association records are ordinarily retained for as long as the Association exists, unless you ask us to erase them. Financial and receipt records are retained for the period required under applicable accounting, tax and audit rules. Website server logs and analytics data are retained for a limited period and then deleted or anonymised. Where you request erasure, we will delete or anonymise your data except where retention is required by law or is necessary for the establishment or defence of a legal claim.

10. Your rights

Subject to applicable law, you have the right to:

• Access — obtain a summary of the personal data we hold about you and how it is processed;
• Correction — have inaccurate or incomplete data corrected, completed or updated;
• Erasure — ask for your data to be erased where it is no longer needed for the purpose for which it was collected;
• Withdrawal of consent — withdraw consent previously given, as described in Section 4;
• Restriction of directory listing — have your entry limited or removed from the alumni directory;
• Opt out of communications — unsubscribe from newsletters and promotional messages; and
• Grievance redressal — complain to us about the handling of your data, and thereafter to the competent authority under applicable law.

To exercise any of these rights, write to us at the address in Section 15 from the email address or mobile number registered with us. We may ask for reasonable information to verify your identity before acting on a request. We aim to respond within thirty (30) days of receiving a valid request.

11. Communication and opting out

As a registered alumnus you may receive notices, invitations, newsletters and greetings by email, SMS or WhatsApp. Every bulk email will contain a means of unsubscribing, and you may also opt out by writing to us. Even after you opt out of general communications, we may still send you essential administrative messages relating to your membership.

12. Children and minors

The Website and the Association’s membership are directed at former students who are eighteen (18) years of age or older. We do not knowingly collect personal data of a child except with the verifiable consent of a parent or lawful guardian. If you believe that a child’s data has been provided to us without such consent, please contact us and we will delete it.

13. Third-party links and embedded services

The Website contains links to third-party websites and services, including our Facebook and Instagram pages and an embedded map service on the Contact page. These are provided for convenience only. We do not control and are not responsible for the content, security or privacy practices of those third parties, and we encourage you to read their privacy policies before providing them with any information.

14. Changes to this Policy

We may revise this Policy from time to time to reflect changes in our practices or in the law. The revised Policy will be posted on this page with an updated “Last updated” date and will take effect from the date of posting. Where the change is significant, we will make reasonable efforts to inform registered members. Your continued use of the Website after a revision constitutes acceptance of the revised Policy.

15. Grievance redressal and contact

For any question, request or grievance concerning this Policy or the handling of your personal data, please contact:

Grievance Officer	Hon. Secretary, RPTP Alumni Association
Address	RPTP Alumni Association, C.V.M. Higher Secondary Education Complex (Science Stream), R.P.T.P. Science College Building, Mota Bazar, Near Post Office, Vallabh Vidyanagar – 388 120, District Anand, Gujarat, India
Telephone	(02692) 230760
Email	info@rptpalumni.org.in cvmhsecss.rptp@gmail.com principalcvmhsecss@yahoo.com
Website	www.rptpalumni.org.in

We will acknowledge your communication and endeavour to resolve the matter within thirty (30) days of receipt.