Privacy Policy 🔒

Effective Date: February 1, 2025

📋 Information We Collect

Personal Information

Registration Data:

• Full name, email address, phone number
• College/university name and student ID
• Date of birth and gender
• Academic year and course details
• Emergency contact information

Event Participation:

• Event preferences and registrations
• Team member details
• Special requirements (dietary, accessibility)
• Performance/submission materials

Payment Information:

• Billing address and payment method details
• Transaction IDs and payment history
• Refund and cancellation requests
• Financial aid applications

Automatically Collected Information

Website Usage:

• IP address, browser type, device information
• Pages visited, time spent, navigation patterns
• Cookies and similar tracking technologies
• Geographic location (city/state level)

Event Activities:

• Attendance records and participation data
• Performance scores and rankings
• Photo/video footage during events
• Feedback and survey responses

🎯 How We Use Your Information

Event Management

• Registration Processing: Confirm participation and send updates
• Communication: Send important announcements and schedules
• Team Formation: Facilitate team-based event coordination
• Logistics: Arrange accommodation, meals, and transportation

Performance & Recognition

• Judging: Evaluate submissions and performances
• Awards: Process prize distribution and certificates
• Documentation: Create event reports and statistics
• Media: Prepare promotional materials for future events

Improvement & Development

• Analytics: Understand participation patterns and preferences
• Feedback: Collect and analyze participant experiences
• Research: Improve future event planning and organization
• Quality Assurance: Monitor and enhance service delivery

🤝 Information Sharing

We Share Information With:

Event Partners:

• Judges and evaluation committees
• Venue partners and accommodation providers
• Payment processing companies
• Catering and logistics service providers

Educational Institutions:

• Your college/university (for verification)
• Other participating institutions (for coordination)
• Academic recognition and credit transfer
• Alumni networks and career services

Legal Requirements:

• Government authorities when legally required
• Law enforcement for safety and security
• Medical personnel in case of emergencies
• Insurance providers for coverage purposes

We Do NOT Share:

• Personal information with advertisers
• Contact details with unrelated third parties
• Financial information beyond payment processing
• Individual performance data without consent

🔐 Data Security

Protection Measures

Technical Safeguards:

• SSL encryption for all data transmission
• Secure server infrastructure with firewalls
• Regular security audits and vulnerability assessments
• Multi-factor authentication for admin access

Administrative Controls:

• Limited access on need-to-know basis
• Staff training on privacy and security protocols
• Regular backup and disaster recovery procedures
• Incident response and breach notification plans

Physical Security:

• Secure data centers with restricted access
• CCTV surveillance and security guards
• Environmental controls and monitoring
• Secure disposal of physical documents

🍪 Cookies & Tracking

Types of Cookies Used:

Essential Cookies:

• Session management and authentication
• Shopping cart and registration progress
• Security and fraud prevention
• Basic website functionality

Analytics Cookies:

• Website usage statistics
• Performance monitoring
• User behavior analysis
• A/B testing for improvements

Marketing Cookies:

• Event promotion and advertising
• Social media integration
• Email campaign effectiveness
• Personalized content delivery

Cookie Management:

• Browser settings to control cookies
• Opt-out options for non-essential cookies
• Clear cookie data instructions
• Alternative website access methods

👤 Your Rights & Choices

Data Access Rights:

• View: Request copies of your personal data
• Update: Correct inaccurate or incomplete information
• Delete: Request removal of your data (with limitations)
• Export: Receive data in portable format

Communication Preferences:

• Email Updates: Opt-out of promotional emails
• SMS Notifications: Control text message frequency
• Phone Calls: Limit voice communication
• Postal Mail: Remove from mailing lists

Participation Controls:

• Event Registration: Withdraw from events (subject to refund policy)
• Team Information: Control team member data sharing
• Media Consent: Opt-out of photo/video usage
• Performance Data: Limit result publication

📸 Media & Photography

Event Documentation:

Photo & Video Recording:

• Professional photographers and videographers present
• Participant photos during competitions and activities
• Group photos and ceremony documentation
• Social media content creation

Usage Rights:

• Promotional materials for future events
• Website and social media posting
• Press releases and media coverage
• Educational and training purposes

Opt-out Options:

• Request removal from group photos
• Decline individual interviews or features
• Limit social media tagging
• Request blur/pixelation in published content

👶 Minor Participants

Special Protections:

Participants Under 18:

• Parental/guardian consent required
• Additional privacy protections applied
• Limited data collection and sharing
• Enhanced security measures

Supervision Requirements:

• Adult supervision during events
• Emergency contact availability
• Medical consent and information
• Special accommodation needs

🌍 International Participants

Cross-Border Data Transfer:

Data Protection:

• Compliance with international privacy laws
• Secure transfer mechanisms
• Equivalent protection standards
• Local data protection rights

Legal Considerations:

• Applicable privacy laws and regulations
• Dispute resolution procedures
• Jurisdiction and governing law
• Embassy/consulate coordination if needed

📧 Data Retention

Retention Periods:

Active Participants:

• Personal data: Duration of event + 1 year
• Payment information: 7 years (tax compliance)
• Performance records: 5 years (verification purposes)
• Communication logs: 2 years

Deleted Accounts:

• Most personal data deleted within 30 days
• Legal and compliance records retained as required
• Anonymous analytics data may be retained
• Backup systems purged within 90 days

🚨 Data Breach Response

Incident Management:

Detection & Assessment:

• 24/7 monitoring systems
• Immediate threat assessment
• Impact evaluation and containment
• Forensic investigation procedures

Notification Process:

• Authorities notified within 72 hours
• Affected individuals contacted within 7 days
• Clear explanation of breach scope and impact
• Steps taken and recommendations provided

Remediation Efforts:

• Immediate security vulnerability patching
• Enhanced monitoring and protection
• Free identity monitoring if applicable
• Additional support services

📞 Contact Us

Privacy Questions & Requests:

Data Protection Officer
Email: privacy@saturnalia2025.com
Phone: +91-9876543240
Address: Privacy Office, Saturnalia 2025, [College Address]

Response Time:

• General inquiries: 3 business days
• Data access requests: 7 business days
• Deletion requests: 14 business days
• Urgent privacy concerns: 24 hours

Complaints & Concerns:

Internal Resolution:

• Detailed complaint investigation
• Regular status updates provided
• Fair and timely resolution process
• Appeal process available

External Authorities:

• Right to file complaints with data protection authorities
• Legal representation rights
• Alternative dispute resolution options
• Class action participation rights

📝 Policy Updates

Notification of Changes:

• Email notification to all registered participants
• Website banner and prominent notices
• 30-day advance notice for significant changes
• Continued participation implies acceptance

Version Control:

• Current version: 2.0
• Last updated: February 1, 2025
• Previous versions archived and available
• Change log maintained and accessible

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This Privacy Policy is part of our Terms & Conditions. By participating in Saturnalia 2025, you agree to this Privacy Policy.