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PRIVACY POLICY | BANSAL GROUP OF INSTITUTES

1. POLICY SUMMARY 

At Bansal Group of Institutes, we are committed to protecting the privacy and security  of personal information collected from our students, staff, and visitors. This Privacy Policy  (hereinafter referred to as the “Policy”) outlines how we collect, use, and safeguard  personal data through our website and the Bus Pass verification application. It is essential  to read this policy carefully to understand how your personal information will be managed. 

As a group of educational institutions, we recognize the importance of maintaining high  standards of confidentiality and privacy concerning the processing of personal information.  Our privacy policy is designed to comply with relevant privacy laws and regulations,  ensuring that we handle sensitive information responsibly and transparently. 

This policy applies to all personal data collected by Bansal Group of Institutes through  its website, the Bus Pass verification application, and other related services. The policy is  designed to ensure compliance with relevant privacy laws and regulations. It is intended to  provide clear guidance on our data practices and to establish trust with our stakeholders by  demonstrating our commitment to data protection. 

2. DEFINITIONS 

For the purposes of this Privacy Policy, the following terms shall have the meanings  ascribed to them: 

  • “Institution” (or “We”, “Us” or “Our”) in this Policy refers to Bansal Group of  Institutes, including its constituent colleges, schools, departments, affiliated entities,  subsidiaries, and authorized representatives. 
  • “Website” refers to the official websites operated by the Institution, including but not  limited to https://bgibhopal.com/ and its associated subdomains, portals, and services.
  • “Bus Pass Verification Application” (or “Application”) refers to the mobile or web-based  platform provided by the Institution for the issuance, management, and verification of bus  passes for students, faculty, and authorized users. 
  • “Device” means any device that can access the Website such as a computer, a cellphone or  a digital tablet. 
  • “User”, “You”, or “Your” refers to any individual who accesses, registers on, interacts  with, or utilizes the services provided through the Website or the Application, including but  not limited to students, parents, faculty, staff, alumni, and transportation personnel. 
  • “Personal Data” or “Personal Information” means any information that directly or  indirectly identifies an individual, including but not limited to name, address, contact  details, date of birth, student/faculty identification number, government-issued  identification numbers, photographs, and any other information as defined under applicable  data protection laws. 
  • “Sensitive Personal Data” refers to specific categories of Personal Data requiring  heightened protection, including but not limited to: (a) Biometric Data (such as facial  recognition data or fingerprints used for authentication in the Bus Pass Verification  Application); (b) Financial Data (such as payment information for bus pass issuance); (c)  Health Data (such as medical conditions that may impact transportation requirements) and (d) Location Data (such as real-time GPS tracking for bus routes and verification purposes,  where applicable). 
  • “Processing” refers to any operation performed on Personal Data, whether automated or  manual, including collection, recording, organization, storage, adaptation, alteration,  retrieval, consultation, use, disclosure, transmission, dissemination, restriction, erasure, or  destruction. 
  • “Data Controller” refers to the Institution, which determines the purposes and means of  Processing Personal Data collected through the Website and the Application. • “Data Processor” refers to any third-party entity that Processes Personal Data on behalf  of the Institution, including cloud storage providers, payment gateway operators, IT service  providers, and transport service partners. 
  • “Cookies” refers to small files stored on a User’s device when visiting the Website, used  to enhance User experience, track usage patterns, and provide personalized content.
  • “Tracking Technologies” refers to tools such as GPS, RFID tags, and QR codes embedded  in the Application for authentication, bus tracking, and verification of bus pass validity. • “Third-Party Services” refers to any external platforms, applications, or service providers  

that may be linked to or integrated with the Website or the Application, including but not  limited to payment processors, cloud hosting services, and security verification systems. • “Legal Basis for Processing” refers to the lawful grounds under which the Institution  processes Personal Data, including but not limited to: (a) Consent (obtained for specific  processing activities such as biometric authentication or location tracking); (b) Contractual  Necessity (when processing is required for bus pass issuance and verification); (c) Legal  Obligations (as per applicable regulations on student safety and transport management) and  (d) Legitimate Interests (for operational and security enhancements of the Institution’s  transport services).  

  • “Retention Period” refers to the duration for which the Institution retains Personal Data,  which may vary based on legal requirements, institutional policies, and the purpose of data  collection. 
  • “Applicable Laws” refers to all relevant data protection, privacy, and digital transaction  laws governing the Website and Application, including but not limited to the Digital  Personal Data Protection Act, 2023, and any other regional regulations. 

3. INFORMATION WE COLLECT

To provide and enhance our services, we collect various types of information. Below is an  elaboration of the types of data we gather: 

  1. Personal Information 

When you interact with our website or engage with our Website, we may collect personal  data, including but not limited to:

  • Full Name: Your complete name as provided during registration or application process.  This information is essential for identifying you in our systems and ensuring that  communications are addressed correctly. 
  • Contact Information: This includes your email address, phone number, and mailing  address. We use this information for communication purposes, such as sending updates  about your account, course materials, or important announcements. 
  • Date of Birth: We collect your date of birth for age verification and demographic analysis.  This helps us tailor our services and communications to better meet your needs based on  age-related criteria. 
  • Login Credentials: Usernames and passwords for accessing student portals, faculty  systems, or other secure areas of our website. These credentials are used to authenticate  your identity and ensure that only authorized individuals can access sensitive information. 
  • Other Contact Details: Any additional contact information, such as secondary email  addresses or emergency contact numbers, may be collected to ensure that we can reach  individuals through multiple channels. 
  1. Student Information 

Student information is crucial for managing educational services and ensuring that students  receive appropriate support. The types of student information we collect include: 

  • Academic Records: Grades, attendance, and other educational performance data are  collected to track student progress and provide academic support. This information helps  teachers and advisors tailor their instruction and guidance to meet individual student  needs. 
  • Attendance Data: Records of student attendance and participation are essential for  monitoring engagement and identifying any attendance issues early. This data can also be  used to assess the effectiveness of educational programs. 
  • Examination Results: Scores and grades from exams and assessments are collected to  evaluate student performance and understanding. This information is used to adjust  teaching strategies and provide targeted support where needed.
  • Behaviour Records: Disciplinary actions or commendations are documented to maintain  a comprehensive record of student behavior. This helps in managing classroom  environments and ensuring that students adhere to institutional policies. 
  1. Non-Personal Information 

We may automatically collect non-personal information when you interact with our  Website. This type of data does not directly identify you and is used for various purposes  such as analytics, research, and improving user experience. We may collect the following  non-personal information, including but not limited to: 

  • IP Address: While a full IP address can be personally identifiable, we may collect partially  or fully masked IP addresses to understand traffic patterns without revealing your identities. • Browser Type and Device Information: Details about the type of browser you use (e.g.,  Chrome, Firefox), the device type (e.g., desktop, mobile), and its Operating System. • Pages Visited and Time Spent on Website: Information about which pages you visit and  how long you spend on each page, helping us improve user experience and content  relevance. 
  • Cookies and Tracking Technologies: Small files stored on your device that allow us to  recognize your browser and preferences. These technologies help us personalize your  experience, track website usage, and analyze traffic patterns. 
  • Other Technical Details: Any other relevant technical information, such as screen  resolution or language settings, is collected for troubleshooting and analytics. This data  helps us identify trends and patterns in user behavior, allowing us to improve our services. 
  • Other Technical Details: Any other relevant technical information, such as screen  resolution or language settings, is collected for troubleshooting and analytics. This data  helps us identify trends and patterns in user behavior, allowing us to improve our services. 
  1. Payment Information

Payment information is crucial for managing financial transactions related to educational  services. We collect and process this data to ensure smooth and secure payment processing.  The types of payment information we collect include: 

  • Payment Method: Details about the payment method used, such as credit card, bank  transfer, or online payment services, are collected to process transactions efficiently. This  information is stored securely to facilitate future payments. 
  • Transaction History: Records of past transactions are maintained for auditing purposes  and to provide a clear financial history. This helps in managing accounts and ensuring that  all payments are accurately recorded. 
  1. Bus Pass Information 

Bus pass information is essential for managing transportation services and ensuring that  students can safely and efficiently use the bus pass system. The types of bus pass  information we collect include: 

  • Student ID: A unique identifier for each student using the bus pass is necessary to verify  eligibility and track usage. This ensures that only authorized students can use the bus pass  service. 
  • Bus Pass Details: Information about the bus pass, including its status and usage history, is  collected to manage the service effectively. This data helps us monitor usage patterns and  optimize transportation services. 
  • Location Data: Location information may be collected when verifying bus passes to  ensure compliance with transportation policies and safety protocols. This data is used to  track bus routes and ensure that students are using the service as intended. 
  • Travel History: Records of bus pass usage, including dates and routes traveled, are  maintained to analyze usage patterns and improve transportation services. This information  can also be used to optimize bus routes and schedules. 
  1. Sensitive Personal Data

Sensitive personal data is collected only when necessary for educational or safety purposes.  The types of sensitive personal data we collect include: 

  • Health Information: Any health-related data necessary for educational or safety purposes  is collected with consent. This information is used to provide appropriate accommodations  or support services for students with health needs. 

• Financial Data: Information related to financial aid or scholarships is collected to manage  financial assistance programs. This data is used to assess eligibility for financial support  and ensure that resources are allocated fairly and efficiently.  

4. WHY WE COLLECT DATA

At Bansal Group of Institutes, we collect data for several critical purposes that enhance  our educational services, improve student outcomes, and ensure compliance with legal  requirements. Here are some of the primary reasons why data collection is essential for us: 

  1. Educational Services and Student Support 
  • Personalized Learning: By collecting data on student performance, attendance, and  engagement, we can tailor educational programs to meet individual needs, enhancing  learning outcomes. 
  • Student Support: Data helps identify students who require additional support, allowing  us to provide targeted interventions and resources. 
  1. Institutional Planning and Management 
  • Resource Allocation: Data on enrolment trends, course completion rates, and student  demographics helps in allocating resources effectively, ensuring that facilities and services  meet student needs.
  • Policy Development: Analyzing data informs policy decisions, enabling us to create  policies that address specific challenges and opportunities within the institution. 
  1. Communication and Transparency 
  • Stakeholder Engagement: Data collection allows us to communicate effectively with  stakeholders, including parents and students, about progress and areas for improvement. • Transparency: By sharing data insights, we demonstrate our commitment to transparency  and accountability in educational practices. 
  1. Legal Compliance 
  • Compliance with laws: Collecting and managing data in accordance with the laws ensures  that we meet legal obligations regarding student data privacy and security. • Reporting Requirements: Data collection helps fulfil reporting requirements to  government agencies and accrediting bodies. 
  1. Improvement and Innovation 
  • Continuous Improvement: Analysing data helps identify areas where educational  processes can be improved, leading to more effective teaching methods and better student  outcomes. 
  • Innovation: Data-driven insights facilitate the development of new educational programs  and technologies that enhance the learning experience. 
  1. Transportation Services 
  • Bus Pass Management: Collecting data on bus pass usage helps optimize transportation  services, ensuring that students have reliable access to school. 
  • Safety and Compliance: Data on bus pass usage ensures compliance with transportation  policies and enhances safety by monitoring usage patterns.
  1. Financial Aid and Scholarships 
  • Eligibility Determination: Data collection helps determine eligibility for financial aid and  scholarships, ensuring that resources are allocated fairly and effectively.
    • Program Evaluation: Analysing data on financial aid outcomes informs decisions about  program effectiveness and areas for improvement. 

5. DATA SECURITY AND RETENTION 

At Bansal Group of Institutes, we recognize the importance of data security and retention  in safeguarding personal information from unauthorized access, cyber threats, and misuse.  To achieve this, we have implemented a robust framework that includes stringent security  protocols and well-defined data retention policies. 

  1. Data Security Measures 

Bansal Group of Institutes employs robust security measures to protect personal data,  including advanced encryption to safeguard information both in transit and at rest, ensuring  it remains unreadable if intercepted. We also plan to integrate technologies such as Role based Access Control (RBAC) restricts data access to authorized personnel based on job  responsibilities, supplemented by multi-factor authentication (MFA) for enhanced security.  Regular security audits, vulnerability assessments, and compliance checks ensure  adherence to privacy laws. Additionally, we are also planning to incorporate Intrusion  detection systems (IDS/IPS), firewalls, and anti-malware solutions provide real-time threat  monitoring to prevent cyberattacks. Additionally, data is stored in highly secure, redundant  systems, with regular backups to prevent data loss from system failures or breaches. 

  1. Data Retention Policy 

We follow a structured data retention approach to ensure compliance with legal and  institutional requirements while respecting individual privacy rights.

  • Retention Duration: Personal data is retained only for as long as necessary to fulfil  academic, administrative, or legal obligations. Specific retention periods are determined  based on regulatory requirements and institutional policies. 
  • Compliance with Legal and Institutional Requirements: Data retention policies are  aligned with legal frameworks, including national and regional data protection laws governing educational institutions. 
  • Anonymization & Secure Disposal: Once the retention period expires, personal data is  either, (a) Anonymized for research or statistical purposes, ensuring that it can no longer  be linked to an individual, (b) Permanently deleted using industry-approved methods such  as data wiping, degaussing, or physical destruction of storage media. 
  • User-Controlled Deletion Requests: 
  1. a) Students, faculty, and other stakeholders have the right to request deletion of their  personal data; 
  2. b) Deletion requests are processed in compliance with institutional policies and legal  obligations, ensuring that essential records required for academic or regulatory  purposes are retained as necessary; 
  3. c) You have the right to delete or request that we assist in deleting the personal data that  we have collected about the User; 
  4. d) Our website may give the User the ability to delete certain information about the User from within the Website; 
  5. e) You may update, amend, or delete your information at any time by signing in to your  account, if you have one, and visiting the account settings section that allows you to  manage your personal information. You may also contact us to request access to,  correct, or delete any personal information that you have provided to us; 
  6. f) Please note, however, that we may need to retain certain information when we have a  legal obligation or lawful basis to do so.

6. COOKIES AND TRACKING TECHNOLOGIES

We use cookies and similar tracking technologies to track the activity on our website and  store certain information. A cookie is a small file placed on your device. You can instruct  your browser to refuse all cookies or to indicate when a cookie is being sent. However, if  you do not accept cookies, you may not be able to use some parts of our website. Unless  you have adjusted your browser setting so that it will refuse cookies, our website may use  cookies.

7. TRANSFER OF YOUR PERSONAL DATA 

Your information, including personal data, is processed at our operating offices and in any  other places where the parties involved in the processing are located. It means that this  information may be transferred to, and maintained on, computers located outside of your  state, province, country or other governmental jurisdiction where the data protection laws  may differ than those from your jurisdiction. 

Your consent to this Privacy Policy followed by your submission of such information  represents your agreement to that transfer. 

We will take all steps reasonably necessary to ensure that your data is treated securely and  in accordance with this Privacy Policy and no transfer of your personal data will take place  to an organization or a country unless there are adequate controls in place including the  security of your data and other personal information.

8. DISCLOSURE OF YOUR PERSONAL DATA 

We may disclose personal data under specific circumstances to comply with legal  obligations, protect institutional rights, and support necessary business operations. If  required by law, regulation, or legal process, we may share personal data with  governmental authorities or law enforcement agencies. Additionally, to safeguard the 

rights, safety, or property of Bansal Group of Institutes, its stakeholders, or the public,  we may disclose relevant information. In the event of a merger, acquisition, or asset sale,  personal data may be transferred, with prior notice provided before it becomes subject to a  different privacy policy. Furthermore, if a user grants explicit consent for data-sharing in  specific cases, we ensure transparency and compliance with privacy standards. We may  also disclose personal data in good faith when necessary to fulfill legal obligations, defend  institutional rights, prevent wrongdoing, protect user safety, or mitigate legal risks.

9. CHILDREN’S PRIVACY 

Our website does not address anyone under the age of 18. We do not knowingly collect  personally identifiable information from anyone under the age of 18. If you are a parent or  guardian and you are aware that your child has provided us with personal data, please  contact us. If we become aware that we have collected personal data from anyone under  the age of 18 without verification of parental consent, we take steps to remove that  information from our servers as soon as possible.

10. USER RIGHTS AND CHOICES

At Bansal Group of Institutes, we recognize the importance of individual control over  personal data. Users have several rights concerning their information, ensuring  transparency, security, and compliance with data protection regulations. Below is a detailed  breakdown of these rights and how they can be exercised: 

  1. Access, Update, and Correction 

Users have the right to access the personal information collected about them. This allows  users to: 

  1. Review the data that we have stored, including academic records, contact details, and other  personal information;

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  1. Request updates or corrections if the data is outdated, incomplete, or inaccurate; 3. Ensure that all personal details remain current and reflect their latest status; 4. To request data access or corrections, users can submit a formal request through the our  designated contact channels, such as an online form, email, or student/faculty portal. 
  2. Data Deletion (Right to Erasure) 

Users can request the deletion of their personal data under the following conditions: 

  1. The data is no longer necessary for academic, administrative, or legal purposes. 2. The User withdraws consent (where data processing is based on consent). 3. The data was collected unlawfully or does not comply with applicable privacy laws. 

However, in order to comply with legal and regulatory requirements, certain records (such  as academic transcripts, financial transactions, or legal documentation) might need to be  retained by us for a specified period before deletion is possible. 

  1. Marketing Preferences (Right to Opt-Out) 

Users have control over their marketing preferences, which includes: 

  1. Opting out of receiving promotional emails, newsletters, or event notifications. 2. Managing communication preferences through email settings or account management  portals. 
  2. Requesting that Bansal Group of Institutes does not use their data for direct marketing  purposes. 

Opt-out requests are processed promptly, though users may still receive non-marketing  communications related to essential academic or administrative matters. 

  1. Processing Restrictions (Right to Restrict Processing)

Users may request that we limit the processing of their data in the following situations: 

  1. When they contest the accuracy of the data (processing will be restricted until verification  is complete). 
  2. If the processing is unlawful, but the user prefers restriction instead of deletion. 3. When the data is no longer needed, but the user requires it for legal claims or obligations. 4. If the user objects to processing based on legitimate interests, while We assesses whether  it has an overriding legal basis to continue. 

Please note that during restriction, we may still store the data but will not use or share it  unless legally required. 

  1. Data Portability (Right to Transfer Data) 

Users have the right to receive a copy of their personal data in a structured, commonly  used, and machine-readable format. This enables: 

  1. Easy transfer of data to another institution or service provider. 
  2. Portability of academic and administrative records when switching institutions. 3. Secure migration of personal data without loss of integrity or accessibility. 

Users can request data portability by submitting a formal request to Bansal Group of  Institutes, specifying the preferred format and transfer method.

11. LINKS TO OTHER WEBSITES 

Our service may contain links to other websites that are not operated by us. If you click on  a third-party link, you will be directed to that third party’s site. We strongly advise you to  review the privacy policy of every site you visit. Further, it is brought to your kind attention 

that we have no control over and assume no responsibility for the content, privacy policies  or practices of any third-party sites or services.

12. CHANGES TO THIS PRIVACY POLICY 

We may update our Privacy Policy from time to time. We will notify you of any changes  by posting the new Privacy Policy on this page. We will let you know via email and/or a  prominent notice on our service, prior to the change becoming effective and update the  “last updated” date at the top of this Privacy Policy. You are advised to review this Privacy  Policy periodically for any changes. Changes to this Privacy Policy are effective when they  are posted on this page.

13. CONTACT US 

If you have any questions about this Privacy Policy, you can contact us: 

By email: [email protected] 

By visiting this page on our website: https://bgibhopal.com/ 

By phone number: 9109954681 

We are committed to protecting the privacy and security of your personal information while  ensuring transparency in our data processing practices. By using our Website and Bus Pass  Verification Application, you acknowledge and agree to the terms outlined in this Privacy  Policy. We encourage you to review this Privacy Policy periodically for any updates, as we  may revise it to reflect changes in legal requirements, technological advancements, or  institutional policies. Your trust is important to us, and we are dedicated to safeguarding  your privacy while providing a secure and seamless user experience.

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