eGovernance Portal ERP Privacy Policy
Effective Date: March 26, 2025
1. Introduction
Pocker Sahib Memorial Orphanage College (Autonomous) (“PSMO College,” “we,” or “us”) operates the eGovernance Portal ERP to streamline institutional processes for students, faculty, and staff. This Privacy Policy explains how we collect, use, protect, and share your data in compliance with:
- IT Act 2000 Information Technology Act, 2000
- DPDPA 2023 Digital Personal Data Protection Act, 2023
- UGC University Grants Commission Guidelines
- AICTE All India Council for Technical Education Standards
By using the portal, you consent to this policy. For questions, contact our Data Protection Officer.
2. Data Collection
We collect the following categories of data through our eGovernance Portal:
| Data Category | Examples | Purpose |
|---|---|---|
| Personal Identification | Full name, photo, date of birth, gender | User authentication, records |
| Contact Information | Email, phone number, address | Communication, notifications |
| Academic Records | Admission details, grades, attendance | Academic administration |
| Financial Data | Fee payments, scholarships, bank details | Financial transactions |
| Technical Data | IP address, device info, cookies | System security, analytics |
3. Purpose of Data Processing
We process your data for these lawful purposes:
Primary Purposes
- Student admission and academic progression
- Faculty and staff administration
- Financial management and fee processing
- Examination and certification
- Official communication (notices, alerts)
Secondary Purposes
- System improvement and troubleshooting
- Statistical analysis and reporting
- Regulatory compliance
4. Data Retention
We retain data according to these schedules:
| Data Type | Retention Period | Disposition Method |
|---|---|---|
| Student academic records | Permanent (archived after 10 years) | Secure digital archive |
| Employee records | 10 years post-employment | Anonymization |
| Financial transactions | 7 years | Secure deletion |
| System logs | 3 years | Automated purging |
Note: Some records may be retained longer for legal or audit requirements.
5. Data Sharing & Third Parties
We engage these authorized service providers:
Trusted Partners
- EMBASE Pro Suit Private Limited – Primary ERP platform provider
- Amazon Web Services (AWS) – Secure cloud hosting
- Razorpay Technologies – Payment gateway services
- South Indian Bank – Banking partner
Safeguards
- All partners sign strict Data Processing Agreements
- Regular security audits conducted
- Data never sold to third parties
Legal Disclosures
We may disclose data when required by:
- Court orders or legal processes
- Government/regulatory authorities (UGC, AICTE)
- To protect college’s legal rights
6. Cookies & Tracking
Our portal uses these technologies:
| Type | Purpose | How to Control |
|---|---|---|
| Session Cookies | Maintain secure login sessions | Required for system operation |
| Preference Cookies | Remember user settings | Browser settings |
| Analytics Cookies | Improve system performance | Opt-out available |
7. Security Measures
Encryption Standards
- At Rest: AES-256 encryption for all confidential data storage
- In Transit: TLS 1.2+ for all network communications
Access Controls
- Role-based permissions (RBAC) system
- Multi-factor authentication for sensitive operations
- Regular permission reviews
Monitoring & Response
- 24/7 system monitoring
- Comprehensive audit logging
- 72-hour breach notification policy
8. Your Rights
As a data subject, you may:
Request Access
Receive a copy of your personal data we hold
Request Correction
Update inaccurate or incomplete information
Request Deletion
Remove non-essential data (subject to retention policies)
Lodge Complaints
Contact our DPO or regulatory authorities
Contact Information
Data Protection Officer
Pocker Sahib Memorial Orphanage College (Autonomous)
Tirurangadi, Malappuram, Kerala – 676306, India
📞 +91 9961460335 (Office)
📞 +91 7510782005 (Principal)
📧 mail@psmocollege.ac.in
Working Hours: Monday-Saturday, 8:30 AM – 3:30 PM
9. Policy Updates
We may update this policy periodically. Significant changes will be:
- Announced through the ERP portal notification system
- Highlighted at the top of this document
- Archived with version history
Continued use after changes constitutes acceptance.