Privacy Policy

1. Scope and Overview

This Privacy Policy explains how The Embrione ("we," "our," or "the Club"), the official student computing society within the Department of Computer Science and Engineering at PES University (Ring Road Campus, Bengaluru), collects, stores, and handles information through our website (embrionepes.in) and associated event registration platforms.

We operate exclusively in an academic and student-welfare capacity under the auspices of PES University. We do not sell, rent, monetize, or trade any personal data.

2. Information We Collect

We collect information only when voluntarily submitted by users or automatically logged through basic website infrastructure:

• Contact & Inquiry Information: When you submit a message via our contact forms or email us, we collect your name, email address, institutional affiliation, and the contents of your inquiry.
• Event & Hackathon Registrations: For events such as Kodikon, Cipher, and technical workshops, we collect participant names, student registration numbers (SRN/PRN/USN), college email addresses, phone numbers, branch, semester, and project repository links.
• Technical Analytics: We use privacy-conscious analytics (Vercel Web Analytics) that collect anonymized metrics such as browser type, referring URLs, and device categories without persistent cross-site tracking or selling advertising profiles.

3. How Information Is Used

Data collected is used strictly for legitimate club operations, including:

• Verifying undergraduate student eligibility for university competitions and awards.
• Communicating hackathon problem statements, schedule updates, team shortlists, and logistics.
• Responding directly to inquiries submitted through our contact channels.
• Generating aggregate participation reports for the Department of CSE and PES University administration.

4. Data Sharing and Third-Party Providers

We do not share personal information with commercial entities except as required for technical execution:

• Hosting & Cloud Infrastructure: Vercel Inc. (web hosting) and Google Firebase (secure form submissions and event notifications).
• Hackathon Platforms: When third-party platforms (such as Devfolio or Hack2Skill) manage event registrations, participants are governed by the respective platform's privacy practices in addition to this policy.
• Institutional Oversight: Authorized faculty coordinators and the Head of Department (CSE) may access participant rosters for academic certification and university administrative records.

5. Data Retention and Security

Participant records are retained for the duration of the relevant academic year to resolve certification, prize disbursement, and institutional auditing queries. We take reasonable administrative and technical precautions to safeguard personal data against unauthorized access, loss, or alteration.

6. Inquiries and Data Corrections

If you have registered for an event and wish to verify, correct, or request the deletion of your personal contact records, please contact our administrative team: