Privacy Policy

What we collect

When you register, you give us:

• Your name, email address and phone number. These identify you at the desk and are how we send your confirmation.
• Your school or university, and its name. Many events are open to particular institutions, or run separate categories for school and university students.
• Which competition you entered, and your team if you are in one.
• Proof that you are a student, where the event asks for it — either a one-time code sent to your institutional email address, or a photograph of your student ID card.
• Answers to any extra questions a particular event asks on its form.

We also record the time you registered and a one-way hash of your IP address. The hash lets us spot automated abuse of the form; it cannot be turned back into an IP address.

What we do not collect

We never see or store your card number, UPI PIN, or bank credentials. Online payments are handled entirely by the payment gateway; what comes back to us is whether the payment succeeded, its reference, and the amount.

Why we need it

• To register you and admit you to the event.
• To send your confirmation, your entry number and any updates.
• To issue a certificate in your name, where the event gives one.
• To match your payment to your registration, and to produce the university's financial records.
• To decide results and award prizes.

We do not sell your details, and we do not use them for advertising.

Who else sees it

• Event organisers and desk volunteers from the School of Communications, limited to the events they are assigned to.
• The payment gateway, which needs your name, email and phone to process a payment and to handle a dispute.
• Our service providers — the platform host, the database, the email sender, and the media store that holds an uploaded ID card. They process data on our instructions and for no purpose of their own.
• Your own institution, where an event is run in partnership with it and it needs to know who attended from there.

We disclose data outside this list only where the law requires it.

Uploaded ID cards

Where an event asks for a student ID, the image is stored privately and is visible only to organisers of that event. Verifying by a one-time code to your institutional email instead means no image is uploaded at all, and it is the option we offer first.

How long we keep it

• Registration records are kept while the event is running and afterwards for as long as the university needs them for its records — results, certificates and accounts.
• Payment records are kept as long as tax and audit law requires.
• One-time verification codes expire in ten minutes and are deleted after a day. Only a hash of the code is ever stored.
• Uploaded ID cards are deleted once the event has finished and results are settled.

Your choices

Write from your registered email address, quoting your registration number, to ask for a copy of what we hold, to correct something that is wrong, or to ask us to delete your details. Send it to the contact address printed on the event's page, or to events-communications@xim.edu.in if none is listed. We will act on it unless we are required to keep the record — a paid registration, for instance, cannot be erased from the accounts.

Where your data is held

Our host, database and email provider operate outside India, so your details are processed on servers abroad under contracts that require them to protect the data and act only on our instructions.

Cookies

The public event pages set no tracking or advertising cookies. Signing in to the organiser panel sets a session cookie, which is required for it to work.

Contact

XIM University, Plot No-12A, Nijigada Kurki, Xavier University, Harirajpur, Kurki, Puri, Odisha 752050. Questions about this policy go to events-communications@xim.edu.in, or to the address printed on the page of the event you registered for.