Privacy Policy

Personal Information: When you register for events, create an account, or contact us, we may collect your name, email address, phone number, university/college affiliation, and student ID.

Usage Data: We automatically collect information about how you interact with our website, including pages visited, time spent, browser type, device information, and IP address.

Event Data: When registering for events, we collect additional details such as dietary preferences, T-shirt sizes, team information, and any other fields required by the event registration form.

Payment Information: For paid events, payment processing is handled by third-party providers (Razorpay). We do not store your complete payment card details on our servers.

We use the information we collect for the following purposes:

• Event Management: Processing registrations, sending confirmations, generating tickets and QR codes, managing attendance, and issuing certificates.

• Communication: Sending event updates, newsletters, and important announcements related to IEEE SMC KARE activities.

• Account Management: Creating and managing your user account, authenticating your identity, and providing personalized experiences.

• Analytics: Understanding website usage patterns to improve our services, content, and user experience.

• Compliance: Meeting IEEE organizational requirements and university administrative obligations.

We do not sell, trade, or rent your personal information to third parties. We may share your information in the following circumstances:

• IEEE Organization: Membership data may be shared with IEEE and the SMC Society as part of our chapter obligations.

• Event Partners: Limited information may be shared with event sponsors or collaborators, only with your consent.

• University Administration: Required data may be shared with Kalasalingam Academy of Research and Education (KARE) administration for event approvals and compliance.

• Legal Requirements: We may disclose information when required by law, court order, or governmental regulation.

• Service Providers: We use trusted third-party services (hosting, email, analytics) that process data on our behalf under strict confidentiality agreements.

We implement appropriate technical and organizational measures to protect your personal information, including:

• Encryption of data in transit (HTTPS/TLS) and at rest.

• Secure password hashing using bcrypt with appropriate salt rounds.

• Role-based access controls limiting data access to authorized personnel.

• Regular security reviews and updates of our systems.

• Secure QR code generation with cryptographic signatures for event tickets.

While we strive to protect your information, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security.

We retain your personal information for as long as necessary to fulfill the purposes outlined in this policy, typically:

• Account Data: Until you request account deletion.

• Event Registration Data: For the duration of the academic year plus 2 years for record-keeping and certificate verification.

• Communication Records: Up to 1 year after the last interaction.

• Analytics Data: Aggregated and anonymized data may be retained indefinitely.

You have the following rights regarding your personal data:

• Access: Request a copy of all personal data we hold about you.

• Correction: Request correction of any inaccurate or incomplete data.

• Deletion: Request deletion of your account and associated data.

• Data Portability: Request your data in a machine-readable format.

• Withdraw Consent: Opt out of non-essential communications at any time.

To exercise any of these rights, contact us at the email address provided below.

Our website uses cookies and similar technologies. For detailed information, please refer to our Cookie Policy.

• Essential Cookies: Required for authentication and core functionality.

• Analytics Cookies: Help us understand how visitors interact with our website.

You can manage cookie preferences through your browser settings.

Our services are intended for university students aged 17 and above. We do not knowingly collect personal information from children under 16. If we discover that we have inadvertently collected such information, we will take steps to delete it promptly.

We may update this privacy policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the effective date. We encourage you to review this policy periodically.

If you have any questions about this privacy policy or our data practices, please contact us:

• Email: ieeesmc@klu.ac.in

• Phone: +91 9390341106

• Address: IEEE SMC Student Branch, Department of CSE, Kalasalingam Academy of Research and Education, Anand Nagar, Krishnankoil, Virudhunagar District, Tamil Nadu 626126

• Contact Form: Visit our contact page for general inquiries.