1. Who We Are

This website is operated for the activities and initiatives of the GBPSSI Alumni Association, also referred to as GBPSSI-AAN.

2. Scope of This Policy

This policy applies to personal information collected through:

• The GBPSSI-AAN website;
• Alumni registration and profile-update forms;
• Membership and volunteer forms;
• Event, reunion and programme registrations;
• Mentorship and career-connect initiatives;
• Contact, enquiry and feedback forms;
• Email communications and newsletters;
• Photographs, videos and testimonials submitted for publication;
• Other online services operated by GBPSSI-AAN.

This policy does not govern independent third-party websites, platforms or services linked from this website.

3. Information We May Collect

3.1 Personal and contact information

• Name;
• Email address;
• Telephone or mobile number;
• Postal address, city, state and country;
• Preferred method of communication.

3.2 Academic and alumni information

• Programme and course;
• Batch and year of graduation;
• Roll number or enrolment details, where required;
• Institute affiliation;
• Alumni membership information.

3.3 Professional information

• Current organisation and designation;
• Industry, sector and professional experience;
• City or country of employment;
• Professional achievements and areas of expertise;
• LinkedIn or other professional-profile links;
• Mentorship, volunteering and collaboration interests.

3.4 Photographs and profile content

We may collect photographs, biographies, testimonials, achievements, interviews, event photographs and videos provided by alumni or captured during authorised Association or Institute activities.

3.5 Event and participation information

• Event-registration details;
• Attendance and participation records;
• Dietary, accessibility or logistical requirements voluntarily provided;
• Feedback and responses to surveys;
• Volunteering or sponsorship interests.

3.6 Technical information

When you use the website, certain technical information may be collected automatically, such as IP address, browser type, device type, operating system, approximate location, date and time of access, pages visited and website-security logs.

4. How We Collect Information

Information may be collected:

• Directly from you through website forms;
• When you contact us by email or telephone;
• When you register for an event or alumni initiative;
• When you submit or update an alumni profile;
• When you provide photographs, testimonials or achievements;
• Through authorised Association or Institute records;
• Through cookies, security tools and website analytics, where enabled.

5. Why We Use Your Information

We may use personal information to:

• Create, maintain and verify alumni records;
• Operate an alumni directory;
• Respond to enquiries and requests;
• Manage memberships and volunteering activities;
• Organise reunions, events, webinars and alumni programmes;
• Facilitate mentorship, networking and career opportunities;
• Share Association and Institute announcements;
• Recognise alumni achievements and contributions;
• Publish approved alumni profiles and success stories;
• Improve the website and its services;
• Maintain website security and prevent misuse;
• Meet applicable legal, regulatory or administrative requirements.

6. Consent and Your Choices

Where personal information is processed on the basis of consent, we will seek clear consent for the stated purpose. You may choose not to provide optional information.

You may withdraw your consent by contacting us. Withdrawal will not affect processing already carried out lawfully before the withdrawal. Certain information may continue to be retained where required for legal, security, accounting, record-keeping or dispute-resolution purposes.

You may unsubscribe from optional newsletters and promotional communications by using the unsubscribe method provided in the communication or by contacting us.

7. Alumni Directory and Public Profiles

Selected alumni information may be displayed in an alumni directory, Alumni Spotlight, success story, event report or similar section only for Association and institutional purposes.

Publicly displayed information may include:

• Name;
• Programme and batch;
• Photograph;
• Designation and organisation;
• Professional biography;
• Achievements and areas of expertise;
• Approved professional-profile links.

Alumni may request correction, updating, restriction or removal of their public profile by contacting GBPSSI-AAN.

8. Photographs, Videos and Event Media

Photographs or videos taken during alumni meetings, reunions, conferences, workshops and other official events may be used for:

• Event documentation;
• The Association website;
• Newsletters and reports;
• Official social-media channels;
• Institutional and alumni promotional material.

A person who has a reasonable concern regarding the publication of their photograph or video may contact us and request a review or removal, subject to applicable requirements and practical limitations.

9. Cookies and Similar Technologies

The website may use cookies and similar technologies to support:

• Essential website functionality;
• Website security;
• Form operation and session management;
• Remembering user preferences;
• Understanding website usage and performance, where analytics is enabled.

You may control or delete cookies through your browser settings. Blocking essential cookies may affect the operation of certain website features.

10. Sharing of Personal Information

Personal information may be shared only where reasonably necessary with:

• Authorised GBPSSI-AAN office bearers and volunteers;
• Authorised Institute representatives;
• Website hosting, email, form and technical-service providers;
• Event-management and communication-service providers;
• Professional advisers, auditors or consultants where required;
• Government, judicial or regulatory authorities where legally required;
• Other parties with your specific permission.

Service providers are expected to use personal information only for the authorised purpose and to maintain appropriate confidentiality and security.

11. Payments and Financial Information

If membership fees, event fees, donations or contributions are accepted online, payments may be processed through an authorised third-party payment service.

GBPSSI-AAN may receive transaction details such as the payer’s name, payment status, transaction reference, amount and date. Complete card, banking or payment credentials should ordinarily be handled by the authorised payment-service provider and not stored directly on this website.

12. Data Retention

Personal information will be retained only for as long as reasonably necessary for the purpose for which it was collected, or as required for legal, administrative, financial, historical, security or institutional record-keeping purposes.

Alumni-directory information may be retained while the individual remains part of the alumni network, unless correction, restriction or removal is requested and no overriding lawful requirement applies.

13. Information Security

We seek to use reasonable administrative, organisational and technical measures to protect personal information against unauthorised access, loss, misuse, alteration, disclosure or destruction.

These measures may include access controls, account security, restricted administrative access, website-security tools, backups and controlled use of service providers.

No internet-based system can be guaranteed to be completely secure. Users should avoid submitting unnecessary sensitive information through general contact forms or ordinary email.

14. Your Privacy Rights

Subject to applicable law and verification of your identity, you may request:

• Information about personal data being processed;
• Access to a summary of your personal information;
• Correction of inaccurate information;
• Completion or updating of incomplete or outdated information;
• Erasure of information that is no longer required;
• Withdrawal of consent where processing is based on consent;
• Removal or correction of a public alumni profile;
• Redressal of a privacy-related grievance;
• Nomination of another individual where permitted by applicable law.

Requests may be subject to identity verification and applicable legal, institutional, archival or record-retention requirements.

15. Children’s Privacy

This website is primarily intended for alumni, adult visitors, students, faculty, partners and other members of the GBPSSI community. We do not knowingly seek to collect children’s personal information through general alumni forms.

Where information relating to a child is required for an authorised programme or event, appropriate consent from a parent or lawful guardian should be obtained as required by applicable law.

16. External Websites and Social Media

This website may contain links to the Institute website, social-media platforms, payment providers, event platforms and other third-party websites.

GBPSSI-AAN is not responsible for the privacy practices, content or security of independent third-party websites. Users should review the privacy policies of those services before providing personal information.

17. Changes to This Privacy Policy

This policy may be updated to reflect changes in the website, Association activities, technology, service providers or applicable legal requirements.

The revised version will be posted on this page with an updated “Last updated” date. Material changes may also be communicated through an appropriate website notice or email.

18. Privacy and Grievance Contact

For privacy questions, correction requests, consent withdrawal, profile-removal requests or grievances, please contact: