Privacy Policy

Trinity Academy of Engineering, Pune, referred to in this policy as TAE, the Institute, or we, respects the privacy of every person whose personal data it handles. This policy explains what personal data we collect through this website and in the course of our academic and administrative activities, why we collect it, how long we keep it, who we share it with, and what rights you have over it.

Under the Digital Personal Data Protection Act, 2023, the Institute acts as a Data Fiduciary and you are a Data Principal. Please read this policy before submitting any information to us, including through the admission enquiry form on this website.

1. Who we are and how to reach us

The Data Fiduciary responsible for the personal data described in this policy is:

2. Personal data we collect

We collect only the personal data we actually need for the purposes set out in this policy. Depending on how you interact with us, this may include:

• Enquiry and admission data: your name, email address, contact number, the course you are interested in, your academic details, and any message or query you send us through the admission enquiry form or by telephone or email.
• Student records: for admitted students, identity and address details, date of birth, category and eligibility documents, previous academic records, examination and attendance records, fee and payment records, scholarship documents, and placement related information, all as required by the Institute, the affiliating University, the All India Council for Technical Education, the Directorate of Technical Education, and other statutory bodies.
• Parent and guardian data: name, contact number, email address, and occupation details, where these are required for admission, fee, or communication purposes.
• Recruitment data: for applicants to teaching and non teaching posts, your curriculum vitae, qualifications, experience, and contact details.
• Grievance and feedback data: details you provide when you raise a complaint, a grievance, or feedback, including through the Grievance Redressal Cell, the Anti-Ragging Cell, or the Internal Complaints Committee.
• Technical data: limited information generated automatically when you browse this website, such as your internet protocol address, browser type, device type, pages visited, and the date and time of your visit.

We do not ask you to submit sensitive information such as passwords, bank account credentials, or card details through the enquiry form on this website. Fee payments are handled on a separate payment platform operated by our payment service provider, and any card or banking information you enter there is governed by that provider's own privacy policy.

3. Why we process your personal data

We process personal data for the following purposes:

• To respond to your admission enquiries and to send you information about our programmes, eligibility, fees, and admission procedure.
• To process applications for admission and to verify eligibility and documents.
• To administer academic activities, including registration, attendance, internal assessment, examinations, results, and the award of certificates.
• To administer fees, scholarships, and financial assistance.
• To provide student support services, including training, placement, mentoring, health support, and hostel and transport facilities.
• To comply with the requirements of the affiliating University, the All India Council for Technical Education, the Directorate of Technical Education, the National Assessment and Accreditation Council, the National Institutional Ranking Framework, and other regulatory and statutory authorities.
• To maintain campus safety and security and to investigate complaints, grievances, and disciplinary matters.
• To process applications for employment with the Institute.
• To keep this website secure, to prevent misuse, and to understand in general terms how visitors use it.
• To maintain alumni records and to keep in touch with our alumni, where they wish us to do so.

4. The basis on which we process your data

We process personal data either on the basis of your consent or on the basis of the legitimate uses recognised by Section 7 of the Digital Personal Data Protection Act, 2023.

Where we rely on consent, we ask for it through a clear notice at the point of collection, and we process the data only for the purpose stated in that notice. When you voluntarily submit your details through the admission enquiry form, you consent to our contacting you about your enquiry.

Where we rely on a legitimate use, this is usually because the processing is necessary for us to comply with a legal obligation, to respond to a direction of a court or a statutory authority, or to act in the interest of a person during a medical emergency or a threat to public health or safety.

5. Withdrawing your consent

Where we process your personal data on the basis of your consent, you may withdraw that consent at any time by writing to the Grievance Officer at the address given in Section 12 of this policy. Withdrawing your consent is as easy as giving it.

Please note two things. First, withdrawal does not affect the lawfulness of anything we did with your data while your consent was in force. Second, where we are required by law to retain certain records, such as academic and examination records, we may continue to hold those records even after you withdraw consent, and we will process them only to the extent the law requires.

6. Children and persons with a disability

The Act treats every person below the age of eighteen years as a child. Where we process the personal data of a child, or of a person with a disability who has a lawful guardian, we obtain the verifiable consent of the parent or the lawful guardian before doing so.

We do not carry out any tracking or behavioural monitoring of children, and we do not direct advertising at children. If you believe that a child has given us personal data without the consent of a parent or guardian, please contact the Grievance Officer and we will delete it unless we are required by law to keep it.

7. Who we share your personal data with

We do not sell your personal data, and we do not rent it or trade it. We share it only where it is necessary, and only with:

• Regulators and statutory bodies: the affiliating University, the All India Council for Technical Education, the Directorate of Technical Education, the State Common Entrance Test Cell, the National Assessment and Accreditation Council, the National Institutional Ranking Framework, scholarship authorities, and other government departments, to the extent they require it.
• Data Processors engaged by us: service providers who process data on our behalf and on our instructions, such as our enterprise resource planning and student information system provider, our fee payment provider, our email and hosting providers, and our examination and results service providers. These providers are permitted to use the data only for the services they provide to us, under a binding contract.
• Recruiters and placement partners: where a student chooses to participate in campus placement, we share the details required for that recruitment process.
• Parents and guardians: information about attendance, academic performance, fees, and conduct, where the student is a child or where the arrangement for the student's education requires it.
• Courts, law enforcement, and other authorities: where disclosure is required or authorised by law.

8. How long we keep your personal data

We keep personal data only for as long as is necessary for the purpose for which it was collected, or for as long as the law requires us to keep it, whichever is longer.

• Enquiry data submitted through this website is retained for up to two admission cycles, so that we can respond to your enquiry and to any follow up you make. It is then erased unless you have gone on to apply or enrol.
• Student academic records, examination records, and certificates are retained on a long term basis, because the Institute, the affiliating University, and the regulators require them for verification, migration, transcripts, and audit.
• Fee and accounting records are retained for the period required under applicable financial and tax law.
• Records of unsuccessful job applicants are retained for one year and then erased.
• Website technical logs are retained for a short period for security and diagnostic purposes.

When the purpose is served and no legal requirement to retain the data remains, we erase it or anonymise it.

9. How we protect your personal data

We take reasonable security safeguards to protect personal data in our custody against loss, unauthorised access, disclosure, alteration, and destruction, as required by Section 8 of the Act. These include access control, restricting access to staff who need it for their duties, secure transmission of data submitted through this website, backups, and contractual obligations on the Data Processors we engage.

No method of transmission over the internet and no method of electronic storage is completely secure. While we work to protect your personal data, we cannot guarantee absolute security, and we ask you not to send us sensitive personal information through unsecured channels.

10. If there is a personal data breach

If a personal data breach occurs, we will intimate the Data Protection Board of India and every affected Data Principal, in the manner and within the time prescribed under the Act and the rules made under it. We will also take steps to contain the breach and to prevent a recurrence.

11. Your rights as a Data Principal

Subject to the conditions in the Act, you have the following rights in respect of the personal data we hold about you:

• Right to access information: to obtain a summary of the personal data we are processing about you, the processing activities we are carrying out, and the identities of the other Data Fiduciaries and Data Processors with whom we have shared it.
• Right to correction and erasure: to have inaccurate or misleading personal data corrected, incomplete data completed, data updated, and personal data erased where it is no longer necessary for the purpose for which it was collected and where no law requires us to retain it.
• Right to grievance redressal: to have your grievance about our processing of your data, or about our response to a request you have made, addressed by us.
• Right to nominate: to nominate another person who may exercise your rights under the Act on your behalf in the event of your death or incapacity.

You also have duties under Section 15 of the Act. In particular, you must not impersonate another person while providing personal data, must not suppress material information where the law requires it to be disclosed, and must furnish only authentic information when exercising your right to correction or erasure.

12. How to exercise your rights, and our Grievance Officer

To exercise any of the rights described above, or to raise a concern about how we handle your personal data, please write to our Grievance Officer:

Please tell us clearly what you are asking for and give us enough information to identify your records. We may need to verify your identity before we act on your request, so that we do not disclose someone else's data to the wrong person. We will respond within the period prescribed under the Act and the rules made under it.

13. Complaining to the Data Protection Board of India

If you have raised a grievance with our Grievance Officer and you are not satisfied with the outcome, or you have received no response, you may make a complaint to the Data Protection Board of India in the manner provided under the Digital Personal Data Protection Act, 2023 and the rules made under it. We ask that you approach us first, so that we have an opportunity to resolve the matter.

14. Cookies and this website

This website uses a small number of cookies and similar technologies. Some are strictly necessary for the site to function, for example to keep a session active or to remember that a notice has already been shown to you. Others help us understand in general terms how the site is used so that we can improve it.

You can control or delete cookies through your browser settings. If you block strictly necessary cookies, parts of this website may not work as intended.

15. Links to other websites

This website contains links to third party websites, including our fee payment platform, our enterprise resource planning portal, regulatory websites, and social media pages. Once you leave this website, this policy no longer applies. We do not control those websites and we are not responsible for their content or their privacy practices. Please read their privacy policies before providing personal data to them.

16. Transfer of personal data outside India

Personal data collected by us is ordinarily stored and processed in India. Where a service provider we engage stores or processes data outside India, we do so only in accordance with Section 16 of the Act and subject to any restriction notified by the Central Government.

17. Changes to this policy

We may update this policy from time to time to reflect changes in the law, in regulatory requirements, or in the way we operate. The date at the top of this page shows when it was last updated. Where a change materially affects how we process your personal data, we will bring it to your notice.

18. Contact us

If you have any question about this policy or about how we handle your personal data, please write to grievance.tae@kjei.edu.in or call 8446101199 / 8446091199. You may also use the Contact Us page.