Privacy Policy

Personal Information:

• Name and email address (@sahyadri.edu.in)
• Phone number
• Department and role (student, faculty coordinator, etc.)
• Login credentials and authentication data

Booking Information:

• Event details (title, description, date, time)
• Hall preferences and requirements
• Digital signatures for approvals

System Information:

• Login activity and timestamps
• IP address and browser information
• System usage logs

• Authentication: To verify your identity and provide secure access
• Booking Management: To process and manage seminar hall reservations
• Notifications: To send booking confirmations, approvals, and updates via email
• Communication: To contact you regarding your bookings or respond to inquiries
• System Improvement: To analyze usage patterns and improve our services
• Compliance: To maintain records for auditing and institutional purposes

We implement industry-standard security measures to protect your personal information:

• Encrypted data transmission (HTTPS/SSL)
• Secure password hashing with bcrypt
• OTP-based authentication for enhanced security
• Role-based access control
• Regular security audits and updates
• Secure cloud database infrastructure (Neon)

We do not sell or rent your personal information to third parties. Information is shared only in the following cases:

• Within the institution: With approvers (Coordinator, HOD, Principal) for booking approvals
• Maintenance team: Basic booking details for hall preparation
• WiFi Administrator: When WiFi access is requested
• Legal compliance: When required by law or institutional policy

As a user of our system, you have the right to:

• Access your personal information and booking history
• Update or correct your profile information
• Request deletion of your account (with certain limitations)
• Opt-out of non-essential email notifications
• Export your booking data
• Submit complaints about privacy concerns

We use the following technologies:

• Authentication Cookies: To keep you logged in securely (httpOnly, secure)
• Session Storage: For temporary data during your browsing session
• We do not use third-party tracking or advertising cookies

• Active user data: Retained while your account is active
• Booking records: Maintained for 3 years for institutional archival purposes
• System logs: Retained for 1 year for security and troubleshooting
• Deleted accounts: Personal data anonymized within 30 days of deletion

We may update this privacy policy from time to time. Changes will be posted on this page with an updated revision date. Continued use of the system after changes constitutesacceptance of the updated policy. Significant changes will be communicated via email.

If you have questions or concerns about this privacy policy or your personal data: