Privacy Policy

Information we collect

We collect information you voluntarily submit through website forms. This may include:

• Names
• Email addresses
• Phone numbers
• WhatsApp numbers (for example on event registrations)
• Club, college, institution, or organisation details
• Event registration details (event selected, participant information, optional notes)
• Seminar registration details
• Payment screenshots for paid events (uploaded only when payment verification is required)
• Resume files (PDF) for internship or placement applications when applications are open
• District report submissions (club, project, event, impact data, optional PDF attachments) through /reporting
• General contact form messages and subjects
• Newsletter signup consent, confirmation status, and related subscription preferences
• Messages and other details you choose to include in inquiry or application forms

We may also record technical information such as a hashed IP address and browser user agent for abuse prevention, rate limiting, and security monitoring. We do not sell personal information through this website.

Why we collect information

We use submitted information to:

• Respond to membership, club chartering, contribution, and general contact inquiries
• Manage event and seminar registrations
• Review paid event payment submissions
• Review internship and placement applications
• Receive and review district reporting and project documentation submissions
• Send district newsletter updates and kit links when you have consented and confirmed subscription
• Support district programme operations, communications, and administrative reporting
• Prevent spam, fraud, and misuse of website forms

Who can access information

Registrations, inquiries, payment screenshots, resumes, report attachments, and similar submissions are accessible only through password-protected admin tools. At launch, access is limited to one authorized district admin. Additional district representatives may receive access only when necessary for programme operations, and only with appropriate safeguards.

Payment screenshots, resumes, and report PDFs are stored in private, authenticated storage. They are not published on public pages and are not shared through public links.

Storage and service providers

Personal information may be processed or stored by:

• Hostinger — website hosting, database storage, and business email mailboxes used by the district
• Cloudinary — public website media and private uploaded files (payment screenshots, resumes, report PDFs, newsletter kit documents)
• SMTP email delivery— form notifications and newsletter messages through the district's configured mail service (including Hostinger email where applicable)

These providers process data on our behalf to operate the website and communications. Private uploads are configured so they are not publicly accessible without authorized admin access.

Security

We use measures appropriate to this website, including server-side validation, rate limiting, honeypot protection on public forms, private file storage for sensitive uploads, and restricted admin access. No online system is completely secure.

Payment screenshots and resumes are never exposed as public Cloudinary URLs. Admin preview uses short-lived signed access and is logged in audit history where applicable.

Your responsibility

You agree to submit accurate information about yourself. Do not upload another person's personal data, payment proof, resume, or report without their permission. Do not upload files you are not authorised to share.

Retention

We keep information only as long as reasonably needed for district operations, event administration, application review, financial reconciliation where applicable, reporting, abuse prevention, and legal or organisational requirements. Retention periods may vary by record type.

Your choices and data requests

You may request correction or deletion of personal information you submitted by emailing contact@rdorid3012.com. We will respond within a reasonable time. Some records may need to be retained for event records, payment verification, safety, abuse prevention, or legal obligations.

Newsletter subscribers can use the unsubscribe link in district emails where available, or contact contact@rdorid3012.com.

For privacy, legal, or security concerns related to this website, use the same address: contact@rdorid3012.com.

Children

This website is intended for general district communication. If you believe a child has submitted personal information without appropriate consent, contact contact@rdorid3012.com.

Changes to this policy

We may update this Privacy Policy from time to time. The “Last updated” date at the top of this page will change when we do. Continued use of the website after an update means you accept the revised policy.

Contact

Privacy, legal, and security questions: contact@rdorid3012.com

See also our Terms of Use.