Privacy Policy

1. Who we are and what this policy covers

Syadwad Yuva Club (SYC) is an Indian nonprofit community organisation. Our society registration number is 757/2016-17 (District : Shahdara, Delhi); our NGO Darpan ID is DL/2024/0465933 Dt. 18-11-2024. This policy covers information handled through this website, membership applications, enquiries and related coordination of our charitable activities.

This draft is prepared with reference to the Information Technology Act, 2000 and the Sensitive Personal Data or Information Rules, 2011, where applicable, and the Digital Personal Data Protection Act, 2023 and Rules, 2025 as their provisions come into force. NGO or NPO status does not by itself establish a separate privacy standard or exemption. Statutory rights and duties apply according to their scope and commencement dates.

2. Information we collect

Enquiries: your name, email, optional phone number, subject, area of interest and the message you send us. Membership applications: your name, gender, date of birth, phone, email, address, regional segment, hobbies, reason for joining, optional photograph, previous NGO associations and related details, references and verification consent.

Please obtain permission before providing another person’s reference details. Do not include Aadhaar numbers, passwords, bank credentials, medical records or other sensitive documents in general enquiries. If a charitable programme needs health or other sensitive information, we should explain its specific purpose and seek the appropriate consent separately.

Hosting and security services may process technical information such as IP addresses, browser details, request times and error logs. Our current form handlers also record selected submitted contact and membership fields in server logs. These logs contain personal information and need the same access and retention controls as other records.

3. How we use your information

We use enquiry details to respond to your request and arrange the participation you ask about. Membership details support application review, reference and eligibility checks you authorise, regional coordination and membership administration. We may use relevant information to organise volunteering, events and charitable services, maintain required records, prevent misuse and respond to lawful requests.

Submitting an enquiry or membership application is not consent to unrelated promotional messages or public use of your photograph. Optional publicity and fundraising communications should have a separate choice, and you may ask to stop receiving them at any time. We do not sell or rent personal information.

4. Who receives information

Information may be accessed by authorised SYC coordinators, membership reviewers and service providers who need it for the stated purpose. Membership submissions are sent to SYC’s backend at backend.syadwadyuvaclub.org and selected fields are also sent to this website’s membership API. A reference may be contacted for the verification you authorise.

Relevant records may be disclosed to auditors, professional advisers, regulators or public authorities where required by applicable law, or to protect people and investigate misuse. Public reports should use aggregated or anonymised information wherever possible. NGO transparency requirements do not automatically authorise publication of identifiable donor, member or beneficiary records.

Providers may process information in India or other countries. Applicable transfer restrictions and protections must be observed. External services, including the member portal, social media and map links, may have their own privacy notices; please read them before sharing information there.

5. Donors, beneficiaries and statutory records

The enquiry and membership forms are not payment forms. If you donate through another SYC channel, separate donor or transaction information may be needed for receipts, accounting, audit and applicable tax reporting. Where Income-tax or foreign-contribution requirements apply to a particular transaction, records may need to be retained or reported accordingly. This policy does not represent that SYC holds any particular tax exemption or foreign-contribution approval.

Beneficiary details, especially information about health, financial hardship or care needs, should be limited to what the particular service requires. Identifiable stories and photographs should be used with appropriate permission and respect for dignity; accepting assistance should not depend on agreeing to publicity.

6. Retention and security

Personal information should be kept only for the purpose for which it was collected and any applicable legal, accounting, audit or dispute requirements, then deleted or anonymised. This includes unsuccessful applications, operational logs, copies and backups. SYC must confirm its actual retention periods with the relevant record owners before adopting this draft.

Appropriate safeguards should include restricted access, secure transmission and storage, responsible provider arrangements and periodic review. No online service can promise absolute security. Suspected breaches should be investigated and affected people and authorities notified where the applicable law requires.

7. Your choices and privacy requests

You may choose not to submit optional information. If information necessary for an application or service is withheld, we may be unable to complete that request. Contact us to request access to or correction of your information, ask for deletion, withdraw consent or raise a privacy concern. Withdrawal does not invalidate earlier lawful processing; some records may need to remain for a legal obligation.

We may ask for proportionate information to verify your identity. We will explain any lawful reason that prevents us from fulfilling a request. Rights under the DPDP Act, including applicable access, correction, erasure, grievance and nomination rights, operate when the relevant provisions commence. Any statutory complaint route is subject to the applicable process, including first using the organisation’s grievance mechanism where required.

8. Children and young participants

If you are under 18, please ask a parent or lawful guardian to contact SYC before submitting personal information or applying for a programme. Where required by applicable law, verifiable parental consent and suitable safeguards must be in place before processing children’s data. A standard application checkbox alone does not establish verified parental consent.

A parent or guardian can contact us about a child’s information or request its removal, subject to lawful retention requirements. Information about children should not be used for targeted advertising or tracking prohibited by applicable law.

9. Cookies, external links and policy changes

The current website code does not include advertising trackers or an analytics integration. Hosting infrastructure and linked services may process technical data or use their own cookies. If optional analytics or advertising technologies are introduced, this notice and any required consent choices should be updated before they are used.

We will update this page when our practices or applicable requirements change and show a revised date. Where a new purpose requires consent or a further notice, a policy update alone does not replace that requirement.