1. Introduction
At Shri Dnyanesh Mahavidyalaya, Nawargaon, we are committed to protecting your privacy and ensuring that your personal information is handled securely and responsibly. This Privacy Policy outlines the types of personal data we collect through our student complaint form, how we use this information, and the measures we take to protect it. By submitting a complaint through this form, you consent to the collection and use of your personal information as described in this policy.

2. Information We Collect

2.1 Personal Information
When you submit a complaint using our form, we may collect the following personal information:
– Full Name: To identify you and address you correctly in our communications.
– Student ID: To verify your identity and enrolment status at the college.
– Email Address: To contact you regarding your complaint and provide updates on its status.
– Phone Number: To offer an alternative means of communication if necessary.
– Department/Program: To direct your complaint to the appropriate department or staff member.
– Year of Study: To better understand your context within the college.

2.2 Complaint Details
– Complaint Subject/Title: To categorize and address the nature of your complaint.
– Detailed Description of the Complaint: To fully understand the issue you are reporting and to take appropriate action.
– Date/Time of Incident: To pinpoint when the incident occurred, which can be crucial for investigation.
– Location of Incident (if applicable): To identify where the issue took place, aiding in the resolution process.
– People Involved (if any): To recognize other parties involved and gather a complete picture of the situation.

2.3 Supporting Information
– Upload Supporting Documents: To provide additional evidence or context for your complaint, such as screenshots, emails, or other relevant documents.

2.4 Additional Information
– Preferred Contact Method: To respect your communication preferences.
– Anonymous Submission: If selected, we may collect minimal or no personal information.

3. How We Use Your Information

3.1 Purpose of Collection
The personal information you provide through the student complaint form is used for the following purposes:
– Investigating Complaints: To thoroughly review and address the issue you have reported, ensuring it is handled appropriately and fairly.
– Communication: To keep you informed about the status of your complaint and any actions taken.
– Improving Services: To identify trends or recurring issues that may indicate areas for improvement within the college.
– Ensuring Safety and Compliance: To take necessary steps to maintain a safe and compliant educational environment.

3.2 Legal Basis for Processing
We process your personal information based on the following legal grounds:
– Consent: By submitting the complaint form, you provide your explicit consent for us to process your personal data for the purposes outlined in this policy.
– Legitimate Interests: We may process your data to fulfil our legitimate interests, such as resolving complaints and improving our services.
– Legal Obligation: We may process your information to comply with legal requirements or to protect the rights and safety of the college community.

4. Information Sharing and Disclosure

4.1 Internal Sharing
Your complaint and related personal information may be shared with relevant departments or staff members within Shri Dnyanesh Mahavidyalaya, Nawargaon who are responsible for handling or investigating the issue. We limit access to your information to only those individuals who need it to perform their duties.

4.2 Third-Party Disclosure
We do not share your personal information with third parties except in the following circumstances:
– With Consent: If you request or consent to us sharing your information with another party.
– Legal Requirements: We may disclose your personal information if required by law, regulation, or legal process, or if necessary to protect the rights, property, or safety of the college, its students, staff, or others.

4.3 Anonymous Complaints
If you submit a complaint anonymously, we will make every effort to respect your anonymity. However, depending on the nature of the complaint, complete anonymity may not be possible if the information provided leads to the identification of the complainant.

5. Data Security

5.1 Security Measures
We take the security of your personal information seriously and implement various measures to protect it from unauthorized access, use, or disclosure. These measures include:
– Data Encryption: Your information is encrypted during transmission using Secure Socket Layer (SSL) technology to protect it from interception.
– Access Controls: Access to personal data is restricted to authorized personnel who require it to perform their job functions.
– Physical Security: We maintain secure facilities where data is stored, with access controlled by security measures.
– Regular Security Audits: We conduct regular reviews of our data security practices to ensure they remain effective.

5.2 No Absolute Guarantee
While we strive to protect your personal information, no method of transmission over the internet or method of electronic storage is entirely secure. We cannot guarantee absolute security, but we continually work to improve our safeguards.

6. Data Retention

6.1 Retention Period
We retain your personal information for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting, or reporting requirements. The specific retention period will depend on the nature of the complaint and applicable laws.

6.2 Deletion of Data
Once your complaint has been resolved and any retention period has expired, we will securely delete your personal information or anonymize it so that it can no longer be associated with you.

7. Your Rights

7.1 Right to Access
You have the right to request access to the personal information we hold about you. We will provide you with a copy of your data and information about how it is being processed.

7.2 Right to Rectification
If any of the personal information we hold about you is inaccurate or incomplete, you have the right to request its correction or completion.

7.3 Right to Erasure
You have the right to request the deletion of your personal information, subject to certain conditions, such as if the data is no longer necessary for the purposes for which it was collected or if you withdraw your consent.

7.4 Right to Restrict Processing
You have the right to request that we restrict the processing of your personal information under certain circumstances, such as when you contest the accuracy of the data or object to its processing.

7.5 Right to Data Portability
You have the right to request that your personal information be provided to you in a structured, commonly used, and machine-readable format, or to have it transferred directly to another data controller where technically feasible.

7.6 Right to Object
You have the right to object to the processing of your personal information based on legitimate interests or for direct marketing purposes.

7.7 Right to Withdraw Consent
If we are processing your personal information based on your consent, you have the right to withdraw your consent at any time. This will not affect the lawfulness of processing based on your consent before its withdrawal.

7.8 Exercising Your Rights
To exercise any of these rights, please contact us at administration@dmvn.ac.in. We will respond to your request within a reasonable timeframe, in accordance with applicable laws.

8. Cookies and Tracking Technologies

8.1 Use of Cookies
Our website may use cookies and similar tracking technologies to enhance your user experience. Cookies are small text files stored on your device that help us understand how you use our site and improve its functionality.

8.2 Types of Cookies
– Essential Cookies: These cookies are necessary for the operation of our website and cannot be turned off in our systems.
– Performance Cookies: These cookies help us understand how visitors interact with our site by collecting and reporting information anonymously.
– Functionality Cookies: These cookies enable the website to provide enhanced functionality and personalization based on your interactions.

8.3 Managing Cookies
You can manage your cookie preferences through your browser settings. However, disabling cookies may affect your experience on our website.

9. International Data Transfers

9.1 Transfer Outside Your Country
If you are located outside of India, please be aware that the personal information you provide to us may be transferred to and processed in India, where data protection laws may differ from those in your jurisdiction.

9.2 Safeguards
We take appropriate measures to ensure that your personal information is protected in accordance with this Privacy Policy and applicable data protection laws, regardless of where it is processed.

10. Changes to This Privacy Policy

10.1 Policy Updates
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors.

10.2 Continued Use
By continuing to use our student complaint form after any changes to this Privacy Policy, you agree to the revised policy.

11. Contact Us

11.1 Contact Information
If you have any questions, concerns, or requests regarding this Privacy Policy or the handling of your personal information, please contact us at:

Shri Dnyanesh Mahavidyalaya, Nawargaon
Chimur Road, Sub Dist – Sindewahi, Dist – Chandrapur
administration@dmvn.ac.in

We are committed to addressing any concerns you may have and ensuring that your personal information is protected.