Data Retention & Security Policy

Data Retention & Security Policy – VijayKarma.com

1. Purpose

This Policy explains how VijayKarma.com collects, stores, retains, and secures user data to ensure compliance with academic, institutional, and legal requirements.

2. Types of Data Collected

  • Personal Data: Name, email, phone number, enrollment details.
  • Academic Data: Course registrations, assignments, grades, participation records.
  • Technical Data: IP address, browser type, device details, usage logs.
  • Communication Data: Queries, feedback, and messages submitted via the Website.

3. Data Retention Periods

  • Academic Records: Retained for a minimum of 5 years or as required by accreditation bodies.
  • Enrollment Data: Retained for the duration of the course plus 2 years.
  • Technical Logs: Retained for up to 12 months for security and troubleshooting.
  • Communication Records: Retained for up to 24 months for administrative purposes.
  • Financial Transactions: Retained for 7 years in compliance with tax and audit regulations.

4. Data Security Measures

  • Encryption: All sensitive data is encrypted during transmission and storage.
  • Access Control: Only authorized faculty and administrators may access academic records.
  • Regular Audits: Security audits are conducted to identify and mitigate risks.
  • Backup Systems: Data is backed up regularly to prevent loss due to technical failures.
  • Monitoring: Systems are monitored for unauthorized access or suspicious activity.

5. User Responsibilities

  • Users must maintain the confidentiality of their login credentials.
  • Users should report any suspected breaches or misuse of data immediately.

6. Data Deletion Requests

  • Users may request deletion of personal data not required for academic or legal obligations.
  • Requests must be submitted via the official contact form.
  • Approved deletions will be processed within 30 days.

7. Third-Party Services

  • Certain services (e.g., hosting, analytics, payment gateways) may process data under strict confidentiality agreements.
  • VijayKarma.com ensures third-party compliance with relevant data protection standards.

8. Amendments

  • VijayKarma.com reserves the right to update this Policy.
  • Continued use of the Website constitutes acceptance of the revised Policy.

9. Contact Information

For data retention or security-related queries, please contact: Dr. Vijay Kumar Karma Professor, Mechanical Engineering Department

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