PrivacyPolicy

If you fill in a form

Our forms are used to register for club events and to collect feedback afterwards. What is asked varies by event, but typically includes:

• Your name and email address - used to contact you and to print your certificate.
• Your USN - your University Seat Number. It is how the college identifies you, and it is what the participation report is compiled against, so we do not need to ask you for your course, semester or branch separately.
• Your phone number - used to reach you about the event you registered for.
• Files you attach, where a question asks for one. For paid events this includes the screenshot of your UPI payment, which may show your UPI ID, your name, and the transaction reference.

If you are a club member

Members are not self-registered. There is no sign-up form and no application: Embed Club add members in the admin panel after someone has taken part in the club and been given a role. A member profile holds a name, photo, short bio, the years active, and any GitHub or LinkedIn links the member has chosen to share. All of that is public on the Members page. Members may also record their gender. It is optional, and it is used for one thing: choosing which generated avatar stands in for a member who has no photo, or who would rather their own was not published. It is never displayed, and it is removed from the page data before that data reaches your browser.

Automatically

When a form is submitted we read the IP address of the request. It is used only to limit how many submissions can come from one place in a minute, so the form cannot be flooded. It is not stored with your response and is not used to identify you.

This site sets no advertising or analytics cookies, and does not track you across other websites.

• To run the event - registering you, and knowing who is coming.
• To contact you about it - reminders, venue or timing changes, and other messages about the event you signed up for.
• To issue your certificate - sent to the email address you gave, either on registering or after the event.
• To report to the college - the club submits participation reports to P.A. College of Engineering, listing the students who took part.
• To confirm payment - checking the payment screenshot against the registration, for paid events.

We do not use these details for anything else. We do not sell them, and we do not pass them to anyone outside the club and the college.

The site is built on services run by other companies:

• Vercel - hosts the website.
• Neon - hosts the database holding your responses.
• Google Drive - holds the files you attach, including payment screenshots, in a folder owned by the club account.
• Google Sheets - a mirror of the responses, so officers can work through them.
• Our email provider - used to send certificates.

Access to all of these is through the club account, held by the current officers. Some of these services store data outside India.

We keep participation records indefinitely, and we would rather say so than promise a deletion date we do not keep. The club has records going back years. A record of who took part in what is part of the club's history and part of what the college holds about a student's time here, in the same way the college does not delete a student's record once they graduate.

What that means in practice:

• Your record is kept for the club's and the college's own records, and so that a certificate can be reissued however long afterwards you ask for it.
• It is not used for anything else. We do not market to you, we do not sell it, and we do not pass it to anyone outside the club and the college.
• Access stays with whoever holds the club account - the current club members - and passes to the next club members who follow them.

Your participation records has already gone into a report submitted to the college, that report is the college's and we cannot take it back - but we will remove your contact details and any files you attached from our own records.

Member profiles stay up for as long as the member is listed on the site, and come down on request.

Write to embedclub@pace.edu.in and you can ask us to:

• tell you what we hold about you;
• correct anything that is wrong;
• delete your response, or take your member profile down;
• stop emailing you about an event.

Deleting a registration before the event usually means we cannot issue your certificate, since the certificate is printed from that record.

Our events are run for college students. If you are under 18, please register only with the agreement of a parent or guardian. If you believe a child’s details have been submitted to us, write to embedclub@pace.edu.in and we will remove them.

If this policy changes, the date at the top of this page changes with it. Continuing to use the site or its forms means the current version applies.

Questions about this policy, or about anything we hold: embedclub@pace.edu.in. Embed Club, P.A. College of Engineering, Nadupadav, Montepadav Post, Kairangala, Mangalore – 574153, Karnataka, India.