This Privacy Policy ("Policy") describes how the Affiliation Bureau of India Portal ("Bureau," "We," "Us," or "Our") collects, uses, stores, discloses, and protects the personal and institutional information obtained through our official website and administrative portal (collectively, the "Portal").
By registering on, accessing, or submitting data through the Portal, you ("User," "Applicant School," "Trust/Society," or "Authorized Representative") consent to the data practices described in this Policy.
1. Information We Collect
To process affiliation applications, conduct inspections, and issue compliance certifications, we collect both Institutional Information and Personal Information.
A. Institutional Data
- Entity Credentials: Trust, Society, or Section 8 Company registration certificates, bylaws, and tax registration details.
- Property & Infrastructure Details: Land deeds, site plans, lease agreements, Fire Safety Certificates, Building Safety Certificates, and State No-Objection Certificates (NOCs).
- Operational Data: Student enrollment stats, fee structures, financial audit reports, bank details, and academic performance data.
B. Personal Information
- Authorized Representatives & Management: Full name, designation, official email address, mobile number, government ID proofs (e.g., Aadhaar/PAN), and residential address of Trust/Society office bearers.
- Teaching & Administrative Staff: Staff qualification records, salary statements, experience certificates, and background verification details submitted for faculty compliance checks.
- Inspection Panelists & Auditors: Contact details, professional credentials, and site inspection evaluation logs.
C. Technical & Automated Data
- System Logs: IP addresses, browser type, operating system, timestamp of actions, access logs, and session activity within the portal.
- Cookies: Cookies and session identifiers used to maintain secure logins and optimize user experience.
2. How We Use Your Information
We use the collected information strictly for legitimate administrative, regulatory, and evaluation purposes, including:
- Processing Applications: Evaluating eligibility, verifying land and safety documents, and managing affiliation workflows.
- Scheduling & Inspections: Coordinating physical or remote site inspections with authorized panel officers.
- Communication: Sending official updates, compliance reminders, application status notifications, and fee receipts.
- Certification & Public Verification: Publishing verified affiliated school status, affiliate IDs, and validity dates on the public directory.
- Security & Fraud Prevention: Detecting unauthorized access, preventing fraudulent documentation, and auditing portal activities.
- Legal & Regulatory Compliance: Fulfilling statutory requirements issued by government authorities or judicial mandates.
3. Data Sharing & Disclosure
We respect institutional and personal privacy. Data is shared strictly under the following conditions:
- Inspection & Audit Panels: Authorized third-party educators, inspectors, and domain experts receive necessary institutional data to perform compliance inspections.
- Government & Statutory Bodies: Information may be shared with state/central education departments or law enforcement agencies when legally mandated or required for regulatory verification.
- Service Providers: Trusted IT hosting partners, SMS gateway providers, and secure payment processors who operate under strict confidentiality agreements.
- Public Directory: Only basic, non-sensitive school information (School Name, Affiliation Number, Address, Contact Email, and Validity Status) is displayed on the public-facing directory. Financial audits, land deeds, and personal staff details are NEVER exposed publicly.
4. Data Security & Storage
- 4.1. Security Measures: We implement robust administrative, technical, and physical safeguards—including SSL/TLS encryption for data in transit, AES encryption for stored sensitive files, strict role-based access control (RBAC), and regular vulnerability assessments.
- 4.2. Storage Location: All digital documents and records are hosted on secure servers maintained within India, complying with national data sovereignty and privacy standards.
- 4.3. Data Retention: Institutional and application records are retained for as long as the school maintains an active affiliation or as required by statutory record-keeping laws. Upon termination or cancellation, data is archived or securely deleted according to our data retention schedule.
5. User Rights & Data Control
Authorized users and school managers have the following rights regarding their data on the Portal:
- Access & Review: You may access your portal dashboard at any time to review submitted institutional information and contact details.
- Correction & Update: You have the right to update or correct inaccurate contact information or upload revised compliance documents prior to final application locking.
- Data Portability: Authorized administrators can download copies of their submitted application forms, inspection reports, and official certificates.
- Grievance Redressal: If you believe personal or institutional data has been misused or incorrectly processed, you can raise a formal grievance with our Data Protection Officer.
6. Third-Party Links & Payment Gateways
The Portal contains integrated third-party payment gateways for processing application and inspection fees. We do not store credit/debit card numbers or net banking passwords on our servers. All financial transactions are handled directly through PCI-DSS compliant payment processors.
7. Updates to This Privacy Policy
We reserve the right to modify this Privacy Policy to reflect changes in legal, regulatory, or operational requirements. Any revisions will be published on this page with an updated "Last Updated" date. Continued use of the Portal after updates constitutes acceptance of the revised policy.
8. Contact & Grievance Officer
If you have questions, concerns, or grievances regarding this Privacy Policy or data privacy practices, please contact our designated officer: