Privacy Policy and Terms of Use

Application: GVEMS (Gujarat Vidyapith Event Management System)
Operated by: Gujarat Vidyapith, Ashram Road, Ahmedabad, Gujarat, India
Contact: it.helpdesk@gujaratvidyapith.org
Last updated: 29 July 2026

This page contains two documents. Part A is the Privacy Policy, which explains how Gujarat Vidyapith handles information collected through the GVEMS mobile application. Part B is the Terms of Use, which governs your use of the application. By creating an account or using GVEMS, you confirm that you have read and accepted both.

Part A — Privacy Policy

1. Introduction

Gujarat Vidyapith ("the Vidyapith", "we", "us") provides the GVEMS mobile application to help participants register for events organised by the Vidyapith, receive event information, and access event facilities. We recognise that the information you share with us is entrusted to us for a limited institutional purpose, and we handle it accordingly.

This Policy describes what information the application collects, why it is collected, with whom it is shared, how long it is kept, and the choices available to you. It applies to the GVEMS applications for Android and iOS, to the GVEMS participant portal on the web, and to the associated servers operated on behalf of the Vidyapith. It does not apply to any other website, application or service, including those of third parties that may be linked from event material.

2. Information We Collect

We collect only the information required to register you for an event, verify your identity at the venue, and communicate with you about the event. This consists of the following categories.

2.1 Account information

Most of this information is provided by you. Where an event organiser invites you to an event, the organiser may enter your mobile number or email address, and in some cases your name, in order to issue the invitation; that information then forms part of your account.

2.2 Event and attendance information

2.3 Technical information

3. Information We Do Not Collect

To avoid any doubt, the GVEMS application does not collect or access:

The application contains no advertising, no third-party analytics or tracking software development kits, and no behavioural profiling. We do not sell, rent or trade your personal information to any party, and we do not use it for commercial marketing.

4. How We Use Your Information

Information collected through GVEMS is used for the following purposes only:

We do not use your information for any purpose that is unrelated to the events organised by the Vidyapith.

5. Basis for Processing and Consent

We process your information on the basis of the consent you give when you create an account and register for an event, and, where applicable, in order to perform the institutional functions of the Vidyapith and to meet legal obligations. Providing your name, mobile number and email address is necessary to use the application; a profile photograph is entirely optional. You may withdraw your consent at any time by deleting your account, as described in Section 10, although this will end your ability to use the application.

6. Authentication and Session Security

GVEMS does not use passwords. You log in to the app or the participant portal by requesting a one-time password (OTP), which is delivered to your registered mobile number by SMS or to your registered email address. On successful verification, the application issues a single session token that remains valid for twenty-four hours, after which you will be asked to log in again. Only one active session is maintained for an account at a time.

7. Sharing and Disclosure

Your information is visible within the Vidyapith only to authorised event organisers and staff who need it to perform their duties in connection with an event. It is not published, made available to other participants, or shared with any organisation for its own purposes.

We use a small number of service providers to operate the application. These providers process information strictly on our instructions and only to the extent needed to deliver their service:

We may also disclose information where we are required to do so by law, by a court, or by a competent government or regulatory authority, or where disclosure is necessary to protect the safety of participants, the security of the application, or the rights and property of the Vidyapith.

8. Push Notifications

The application sends notifications relating to events, schedules and hospitality arrangements. You may disable notifications at any time in your device settings. Disabling them does not affect your registration, but you may miss time-sensitive event information.

9. Data Storage, Security and Retention

Application data is stored on servers hosted by our hosting provider. We apply reasonable technical and organisational safeguards, including transport encryption, restricted administrative access, time-limited session tokens and role-based access controls for organisers and staff. No method of electronic storage or transmission is completely secure, and we cannot guarantee absolute security; we ask you to assist by keeping your device and your OTPs protected.

If a personal data breach occurs, we will report it to the Data Protection Board of India and inform each affected person, without delay and within the time limits prescribed by law. Our notice to you will describe the nature of the breach, the information likely to have been affected, the possible consequences, the steps we are taking, any steps you can take to protect yourself, and how to contact us with questions.

We retain account information for as long as your account remains active. If you delete your account, your profile information is erased permanently 30 days later by an automated process, as described in Section 10. Event registration and attendance records are retained for the period necessary to maintain institutional records of Vidyapith events and to meet audit, reporting and legal requirements; after erasure these records no longer identify you.

10. Your Rights and Account Deletion

You may, at any time:

To exercise any of these rights, use the corresponding option in the application or the participant portal, or write to us at it.helpdesk@gujaratvidyapith.org. So that we can identify you, please make the request from the email address registered to your account, or quote your registered mobile number. We may ask for further information if we are unable to establish that the request is yours.

10.1 How to delete your account

You can delete your account at any time. You do not need to give a reason.

10.2 What happens immediately

As soon as you confirm:

10.3 What happens after 30 days

Your information is kept for 30 days after you delete your account, and is then erased permanently by an automated process. We keep it for this period so that an accidental deletion can be undone, and so that we can respond if you tell us the deletion was not made by you.

After 30 days we permanently erase your name, your mobile number, your email address, your profile photograph (the image file is deleted from our servers), and your designation, organisation or department, and gender. This erasure cannot be reversed.

10.4 What we keep after erasure, and why

We keep a record that a person attended the events you attended, including attendance dates and times, entry scans, and any accommodation, meal or transport arrangements that were made for you. After erasure these records no longer carry your name or contact details — they show only "Deleted Participant".

We keep them because event organisers are accountable for who was present at their events, and removing these entries would make past attendance registers and event reports incorrect. We also keep our internal change log, which records that your information was erased and when, but not what it contained.

We keep one further item: a one-way cryptographic value derived from your mobile number and email address. This value cannot be turned back into your mobile number or email address, and it is not used to contact you. Its only purpose is described in Section 10.5. We keep it for as long as we keep the associated event records.

10.5 If you are invited to an event again

If an event organiser later enters your mobile number or email address to invite you to a new event, our system recognises that you took part before, and reuses your existing record rather than creating a second one. This is why we keep the one-way value described above — it lets us avoid duplicate records without keeping your contact details.

In both cases you are being invited by an organiser, and you may delete your account again at any time.

10.6 If you cannot sign in, or want more removed

If you are unable to sign in — for example, because you no longer have the mobile number registered to your account — write to us at it.helpdesk@gujaratvidyapith.org from the email address on your account, or include your registered mobile number, and we will delete the account for you.

If you would like your information removed sooner, or removed entirely, write to the same address and tell us what you would like removed. We will respond within 30 days. Where we are able to remove attendance records without breaching an obligation to an event organiser, we will do so.

11. Children's Privacy

Under Indian law, a child is any person who has not completed 18 years of age. Some participants in Gujarat Vidyapith events are children — including students enrolled with the Vidyapith who have not yet turned 18, and students of other schools and institutions who attend as delegates or guests. This section explains how their information is handled. The rest of this Policy applies to children as well.

11.1 Students enrolled with Gujarat Vidyapith

Where a participant under 18 is a student enrolled with the Vidyapith and the event forms part of the educational activities of the Vidyapith, we process their information in that capacity as an educational institution, for the purposes of the event and the safety of the student. We inform the parent or lawful guardian, through the school or department concerned, that the student's information will be processed through GVEMS, and a parent or guardian may object, ask for the information to be corrected, or ask for the account to be deleted at any time.

11.2 Children who are not enrolled with Gujarat Vidyapith

Where a participant under 18 is not a student of the Vidyapith — for example a visiting delegate from another school or college, or a child accompanying a participant — we obtain the verifiable consent of a parent or lawful guardian before any personal data of that child is processed. Obtaining verifiable consent means we confirm, by reliable means, that the person giving consent is an identifiable adult and is the parent or lawful guardian of that child. A declaration of age alone, or a parent's email address supplied by the child, is not sufficient.

In these cases the account must be created and managed by the parent or lawful guardian, or by an authorised representative of the sponsoring school or institution acting with the guardian's consent, who accepts the Terms of Use on the child's behalf.

11.3 Safeguards that apply to every child

A parent or lawful guardian may exercise any of the rights in Section 10 on the child's behalf, including access, correction and deletion. If we become aware that a child's information has been collected without the consent required in Section 11.2, we will delete it promptly. Please contact us at the address in Section 13.

12. Changes to this Privacy Policy

We may revise this Policy from time to time to reflect changes in the application, our practices, or the law. The revised version will be published on this page with an updated "Last updated" date, and, where the change is significant, we will provide notice through the application. Continued use of GVEMS after a revision takes effect indicates your acceptance of the revised Policy.

13. Grievance Officer and Contact

If you have a question, concern or complaint about how your information is handled, you may contact our Grievance Officer:

You may use this address for any question, request or complaint relating to your information, including account access problems and deletion requests.

We will acknowledge your communication promptly and will resolve your grievance within 90 days of receiving it. In most cases we expect to respond considerably sooner.

If you are not satisfied with our response, or if we fail to respond, you may complain to the Data Protection Board of India. You are expected to raise the matter with us first, before approaching the Board.

The Vidyapith may change the person designated as Grievance Officer, or the contact details given above, at any time. The current designation and contact details will always be published on this page and within the application, and the version published here supersedes any earlier version.

Part B — Terms of Use

14. Acceptance of these Terms

These Terms of Use form an agreement between you and Gujarat Vidyapith regarding your use of the GVEMS application. By creating an account, registering for an event, or otherwise using the application, you accept these Terms. If you do not accept them, please do not use the application.

15. Eligibility and Access

GVEMS is provided for participants, delegates, guests, volunteers, students and staff associated with events organised by the Vidyapith. Access is granted at the discretion of the Vidyapith and may be limited to particular events.

Participants under 18 years of age may use GVEMS on the following basis. If the participant is a student enrolled with the Vidyapith, the account is provided through the school or department concerned as part of the Vidyapith's educational activities. In every other case, the account must be created and managed by a parent, lawful guardian, or an authorised representative of the sponsoring school or institution acting with the guardian's consent. If you are registering on behalf of a person under 18, you confirm that you hold that authority and that you accept these Terms on their behalf, and you remain responsible for use of the account.

16. Accuracy of Information

You agree to provide information that is true, accurate, current and complete, and to keep it updated. Your name, mobile number and email address are used to identify you at event venues and to communicate with you about the event. Registering under a false identity, using another person's mobile number or email address without authorisation, or providing misleading details in a hospitality request may result in cancellation of your registration and denial of entry.

17. One-Time Passwords and Account Security

Access to your account is controlled by the OTP delivered to your registered mobile number or email address. You are responsible for:

Activity carried out through your account is treated as your activity. Sessions expire twenty-four hours after login, and you will be required to authenticate again.

18. Your QR Event Pass

The QR pass issued through the application is personal to you and non-transferable. You agree that you will not:

Event staff may ask you to produce identification alongside your pass. A pass that has been shared, duplicated or tampered with will be cancelled, entry may be refused, and the incident may be referred for disciplinary or legal action.

19. Event Registration and Hospitality Requests

Registering for an event through the application constitutes a request; confirmation is subject to eligibility, available capacity and approval by the event organisers. Likewise, requests for pickup, escort or accommodation are subject to availability and to approval by the Vidyapith, and are not confirmed until you receive confirmation through the application or from the organisers. Event schedules, venues, sessions and arrangements may be changed or cancelled by the Vidyapith, and the application will be updated to reflect such changes where practicable.

20. Acceptable Use

You agree to use GVEMS lawfully and only for its intended purpose. You must not:

21. Content and Intellectual Property

The application, its design, software, logos, and the event content made available through it — including schedules, programme details, notices, documents and images published by the Vidyapith — are the property of Gujarat Vidyapith or its licensors and are protected by applicable intellectual property law.

You are granted a limited, personal, revocable, non-exclusive and non-transferable licence to use the application and to access event content for your own participation in the relevant event. You may not reproduce, redistribute, publish, broadcast, commercially exploit or create derivative works from that content without the prior written permission of the Vidyapith. Nothing in these Terms transfers any ownership right to you.

You retain ownership of the information and any photograph you submit. By submitting it, you grant the Vidyapith permission to use it for the purposes described in the Privacy Policy, namely the administration of its events and its institutional records.

22. Suspension and Termination

The Vidyapith may, at its discretion and without prior notice, suspend or terminate your account, cancel your QR pass, withdraw your registration for an event, or restrict your access to the application, where it reasonably believes that:

The Vidyapith may also discontinue the application, or any part of it, at any time. You may stop using GVEMS at any time and may delete your account as described in Section 10.

23. Disclaimer

The GVEMS application is provided on an "as is" and "as available" basis. To the fullest extent permitted by law, the Vidyapith makes no warranty or representation of any kind, whether express or implied, including any implied warranty of merchantability, fitness for a particular purpose, accuracy or non-infringement.

The Vidyapith does not warrant that the application will be uninterrupted, timely, error-free or free of harmful components, that notifications will always be delivered, or that access will be available at all times or in all locations. Delivery of OTPs and push notifications depends on telecommunication networks and third-party services that are outside our control. You are responsible for your own device, its security, and its network connectivity.

24. Limitation of Liability

To the fullest extent permitted by law, Gujarat Vidyapith, its officers, employees and authorised representatives shall not be liable for any indirect, incidental, special or consequential loss, or for any loss of data, opportunity, or expected benefit, arising out of or in connection with your use of, or inability to use, the application — including failure or delay in delivering an OTP or notification, denial of entry resulting from an invalid, cancelled or misused pass, or any change to an event schedule or hospitality arrangement.

Nothing in these Terms excludes or limits any liability that cannot be excluded or limited under applicable law.

25. Changes to these Terms

We may amend these Terms from time to time. The amended version will be published on this page with a revised "Last updated" date and, where the change is material, notice will be given through the application. Your continued use of GVEMS after the amended Terms take effect constitutes acceptance of them. We may also release updates to the application, and certain features may require you to install the current version.

26. Governing Law and Jurisdiction

These Terms and the Privacy Policy are governed by and construed in accordance with the laws of India. Subject to the paragraph below, any dispute arising out of or in connection with the GVEMS application, these Terms, or the Privacy Policy shall be subject to the exclusive jurisdiction of the competent courts at Ahmedabad, Gujarat, India.

Nothing in this Section takes away any right you have under law to approach a particular authority or forum. In particular, a complaint about the handling of your personal data may be made to the Data Protection Board of India after you have raised the matter with us under Section 13, and where the Consumer Protection Act, 2019 applies to you, that Act allows a complaint to be filed where you reside or work for gain.

27. General

If any provision of these Terms is held to be invalid or unenforceable, that provision shall be severed and the remaining provisions shall continue in full force. A failure by the Vidyapith to enforce any provision does not amount to a waiver of it. These Terms, together with the Privacy Policy, constitute the entire agreement between you and the Vidyapith in relation to the GVEMS application, and supersede any prior understanding on the subject.

28. Contact

For any question relating to these Terms or the Privacy Policy, please write to:

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