Privacy & Data Protection Policy

Last Updated: 16 September 2026  |  This policy is issued in line with the Information Technology Act, 2000 (and the SPDI Rules, 2011) and the Digital Personal Data Protection Act, 2023 (DPDP Act).

1. Who We Are

DBM INSTITUTE (“we”, “our”, “us”), a Society registered under the Societies Registration Act (XXI of 1860), Govt. of Assam, in association with CSC Society Assam, operates this website and student-management platform. For the purpose of the DPDP Act, DBM INSTITUTE is the Data Fiduciary responsible for the personal data described below. Our Head Office is at Kokrajhar, Assam.

2. What Personal Data We Collect

Depending on how you interact with us (as a student, a District Coordinator applicant, a training-centre applicant, or a website visitor), we may collect:

• Identity & contact data – name, father’s/guardian’s name, date of birth, gender, photograph, mobile number, WhatsApp number, e-mail and postal address.
• Educational & professional data – qualifications, experience, course applied for and academic records.
• Government identifiers (voluntary) – Aadhaar number and PAN, and copies of these documents, where you choose to provide them for verification (see Section 6).
• Payment data – fee, receipt and transaction references. We do not store card numbers or bank passwords.
• Technical data – limited log data (IP address, browser, timestamps) used only for security and audit.

3. Why We Use It (Purpose)

• To process admissions, registrations and District Coordinator / centre applications.
• To verify identity, issue enrolment numbers, certificates, marksheets and authorisation letters.
• To conduct examinations, record results and provide placement assistance.
• To communicate with you about your enrolment, application or account.
• To maintain records, ensure quality, prevent fraud and meet statutory obligations.

We use your data only for the purposes for which it was collected, and we do not sell your personal data to anyone.

4. Our Legal Basis – Your Consent

We collect and process your personal data on the basis of the consent you give when you submit a form, and to perform the service you have requested. Providing Aadhaar and PAN is entirely voluntary. You may withdraw your consent at any time by writing to our Grievance Officer (Section 10); withdrawal does not affect processing already carried out, and some services may not be possible without the minimum required information.

5. Your Rights

Under the DPDP Act you have the right to:

• Access a summary of the personal data we hold about you.
• Correction & updation of inaccurate or incomplete data.
• Erasure of your data where it is no longer required and not needed for a legal obligation.
• Withdraw consent and to grievance redressal.
• Nominate another person to exercise your rights in case of death or incapacity.

To exercise any right, contact our Grievance Officer (Section 10). We will respond within a reasonable period.

6. Special Note on Aadhaar & PAN

Aadhaar and PAN are provided voluntarily and with your explicit consent, solely to verify your identity for enrolment or coordinator authorisation. We do not use Aadhaar for any authentication with UIDAI. Where an Aadhaar number is displayed within our system, it is masked (only the last four digits are shown). Access to Aadhaar/PAN documents is restricted to authorised Head-Office staff, records are stored securely with access logging, and they are retained only for as long as necessary and then deleted. If you do not wish to provide these, you may leave them blank.

7. How Long We Keep It (Retention)

We keep personal data only for as long as needed to provide our services and to meet legal, audit and academic-record requirements. Application data of rejected or withdrawn applicants and identity-document copies that are no longer required are deleted once their purpose is served. On a valid erasure request we remove data that we are not legally required to retain.

8. How We Protect It (Security)

• Role-based access – separate, password-protected portals for Head Office, District Coordinators, Centres and Students.
• Passwords are stored using strong one-way encryption (bcrypt); we never store them in plain text.
• The site runs over HTTPS, and all record changes are logged with user, time and IP for audit.
• Uploaded documents are kept in restricted, non-public storage.

9. When We Share Data

We share personal data only where necessary: with the relevant District Coordinator or Training Centre handling your enrolment; with assessment, certification or payment partners strictly for delivering the service; and with government or regulatory authorities where required by law. We do not share your data for marketing by third parties.

10. Grievance Officer

For any question, request or complaint about your personal data, please contact:

Grievance Officer, DBM INSTITUTE
Registered Office: J.D. Road, Kokrajhar, Assam - 783370
E-mail: dbminstitute@gmail.com
Phone: +91 9435027116

If you are not satisfied with our response, you may approach the Data Protection Board of India under the DPDP Act, 2023.

11. Changes to This Policy

We may update this policy from time to time. The “Last Updated” date above shows when it was last revised. Continued use of our services after an update means you accept the revised policy.