1. Introduction
Welcome to Institute Forum, India's first institute-based AI networking platform. We are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your data when you use our platform.
Institute Forum is built in India, for India. We understand the importance of data privacy and comply with applicable Indian data protection laws, including the Information Technology Act, 2000, and the Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011.
By accessing or using Institute Forum, you agree to the terms outlined in this Privacy Policy. If you do not agree with our practices, please do not use our platform.
2. Information We Collect
We collect various types of information to provide and improve our services:
2.1 Information You Provide Directly
- Account Information: Name, email address, phone number, date of birth, gender, and password when you create an account
- Profile Information: Institute affiliation, educational background, professional experience, skills, interests, and portfolio content
- Verification Data: Institute verification documents, student ID, faculty credentials, or professional certifications
- Content: Posts, blogs, articles, comments, messages, portfolios, and other content you create or share on the platform
- Communication: Information you provide when contacting our support team or participating in surveys
- Application Data: Information submitted in job applications, internship requests, or project collaborations
2.2 Automatically Collected Information
- Usage Data: Pages visited, features used, search queries, clicks, and interaction patterns
- Device Information: IP address, browser type, operating system, device identifiers, and mobile network information
- Location Data: Approximate location based on IP address (we do not collect precise GPS location)
- Cookies and Tracking: Data collected through cookies, web beacons, and similar technologies
- Analytics Data: Platform usage statistics, engagement metrics, and performance data
2.3 Information from Third Parties
- Institute Verification: Information provided by educational institutions to verify your affiliation
- Public Sources: Publicly available information about institutes, companies, or professional entities
- Partners: Information from partner organizations or integrated services (with your consent)
| Data Category | Purpose | Legal Basis |
|---|---|---|
| Account Information | User authentication and platform access | Contractual necessity |
| Profile Information | Networking and professional development | User consent |
| Usage Data | Platform improvement and analytics | Legitimate interest |
| Communication Data | Customer support and service delivery | Contractual necessity |
3. How We Use Your Information
We use the collected information for the following purposes:
3.1 Core Platform Services
- Creating and managing your verified profile
- Connecting you with institutes, students, alumni, and professionals
- Facilitating job postings, internships, and project collaborations
- Enabling community participation and group discussions
- Providing content creation and portfolio tools
3.2 AI-Powered Features
- Operating Omnika Chat AI (OChat V1) with platform context
- Generating AI test practice questions and evaluations
- Providing analytics and Omnika Analysis insights
- Personalizing content recommendations and career guidance
- Improving AI model performance and accuracy
3.3 Platform Improvement
- Analyzing usage patterns to enhance user experience
- Developing new features and services
- Conducting research and analytics
- Testing and troubleshooting technical issues
3.4 Communication
- Sending platform updates and important notifications
- Responding to your inquiries and support requests
- Sharing relevant opportunities, jobs, and events
- Sending educational content and resources (with your consent)
3.5 Security and Compliance
- Protecting against fraud, abuse, and security threats
- Enforcing our Terms of Service and community guidelines
- Complying with legal obligations and regulations
- Resolving disputes and preventing harmful activities
4. Data Sharing and Disclosure
We respect your privacy and limit data sharing to the following circumstances:
4.1 With Your Consent
- Profile information visible to other users based on your privacy settings
- Information shared when applying for jobs or joining communities
- Content you choose to make public (posts, blogs, portfolios)
4.2 With Institute Partners
- Verification data shared with educational institutions for account validation
- Analytics and engagement data shared with institutes (aggregated and anonymized)
- Alumni network data for institute-sponsored events and programs
4.3 With Companies and Employers
- Application data when you apply for jobs or internships
- Profile information when you express interest in opportunities
- Aggregated talent pool insights (non-identifying information)
4.4 Service Providers
We work with trusted third-party service providers who assist us in:
- Cloud hosting and data storage
- Email and communication services
- Analytics and performance monitoring
- Payment processing (if applicable)
- AI model training and optimization
These providers are contractually bound to protect your data and use it only for specified purposes.
4.5 Legal Requirements
We may disclose your information when required by law or to:
- Comply with legal processes, court orders, or government requests
- Enforce our Terms of Service and policies
- Protect the rights, property, or safety of Institute Forum, users, or the public
- Investigate fraud, security issues, or violations of our policies
We will never sell your personal information to third parties for marketing purposes. Your data is used solely to enhance your experience on Institute Forum and connect you with relevant opportunities.
5. Data Security
We implement robust security measures to protect your information:
5.1 Technical Safeguards
- Encryption: Data transmission using SSL/TLS encryption protocols
- Secure Storage: Encrypted data storage on secure servers
- Access Controls: Role-based access restrictions and authentication
- Regular Audits: Security assessments and vulnerability testing
- Monitoring: Continuous monitoring for suspicious activities
5.2 Organizational Measures
- Employee training on data protection and privacy
- Confidentiality agreements with team members and partners
- Incident response procedures for data breaches
- Regular security policy reviews and updates
5.3 Your Responsibility
- Choose a strong, unique password for your account
- Do not share your login credentials with others
- Log out from shared devices after use
- Report suspicious activities or security concerns immediately
- Review your privacy settings regularly
While we implement industry-standard security measures, no system is completely secure. We encourage you to take personal precautions to protect your account and data.
6. Your Rights and Choices
You have control over your personal information. Here are your rights:
6.1 Access and Portability
- Access: Request a copy of the personal data we hold about you
- Download: Export your profile data, posts, and content
- Data Portability: Receive your data in a structured, machine-readable format
6.2 Correction and Update
- Update your profile information at any time through your account settings
- Correct inaccurate or incomplete data
- Request assistance from our support team for complex updates
6.3 Deletion and Restriction
- Account Deletion: Delete your account and associated data permanently
- Content Removal: Delete specific posts, comments, or content
- Processing Restriction: Request limitation of data processing in certain circumstances
6.4 Privacy Settings
- Control who can view your profile and content
- Manage visibility of your institute affiliation and work history
- Choose who can contact you or send connection requests
- Opt-out of certain data processing activities
6.5 Communication Preferences
- Unsubscribe from marketing emails and newsletters
- Manage notification settings for platform updates
- Control frequency and types of communications you receive
6.6 Objection and Complaint
- Object to processing of your data for specific purposes
- Withdraw consent for data processing where consent is the legal basis
- File a complaint with relevant data protection authorities
To exercise any of these rights, please contact us at privacy@instituteforum.com or use the privacy controls in your account settings. We will respond to your request within 30 days.
8. Third-Party Services and Links
Institute Forum may integrate with or link to third-party services:
8.1 Third-Party Integrations
- Educational technology platforms and learning management systems
- Job portals and recruitment platforms
- AI and machine learning service providers
- Cloud storage and hosting services
8.2 External Links
Our platform may contain links to external websites, including:
- Institute websites and official pages
- Company career portals
- Educational resources and reference materials
- Partner organization websites
8.3 Third-Party Privacy Practices
We are not responsible for the privacy practices of third-party services. We encourage you to review their privacy policies before sharing any information.
When you click on third-party links or use integrated services, you leave Institute Forum and are subject to the privacy policies of those external platforms.
9. Children's Privacy
Institute Forum is designed for educational and professional networking purposes.
9.1 Age Requirements
- Users must be at least 13 years old to create an account
- Users under 18 should have parental or guardian consent
- We do not knowingly collect data from children under 13
9.2 Parental Controls
- Parents and guardians can request access to their child's account information
- Parents can request deletion of their child's account
- We provide additional privacy protections for users under 18
9.3 Educational Use
For school-sponsored accounts:
- Schools must obtain appropriate parental consent
- Enhanced privacy settings are applied to student accounts
- Schools can manage and monitor student activities within their institute network
Please ask your parent or guardian to review this Privacy Policy with you before using Institute Forum.
10. Data Retention
We retain your information for as long as necessary to provide our services and comply with legal obligations.
10.1 Active Accounts
- Profile and account data: Retained while your account is active
- Content and posts: Retained until you delete them or close your account
- Communications: Retained according to our retention schedules
10.2 Deleted Accounts
- Most data is deleted within 30 days of account closure
- Some information may be retained for legal compliance (e.g., transaction records)
- Anonymized data may be retained for analytics and research
10.3 Backup and Archive
- Backup copies may persist for up to 90 days
- Legal hold requests may extend retention periods
- Aggregated, non-identifying data may be retained indefinitely
11. International Data Transfers
Institute Forum is primarily focused on Indian users and institutes.
11.1 Data Storage
- Your data is primarily stored on servers located in India
- We use cloud service providers with data centers in India
- Data may be transferred to secure servers outside India for backup purposes
11.2 Cross-Border Transfers
If data is transferred internationally:
- We ensure appropriate safeguards are in place
- We use standard contractual clauses or similar mechanisms
- We comply with Indian data protection requirements
12. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements.
12.1 Notification of Changes
- Material changes will be notified via email or platform notification
- The "Last Updated" date at the top of this policy will be revised
- Significant changes may require your re-consent
12.2 Review Responsibility
- We encourage you to review this policy periodically
- Continued use of the platform after changes constitutes acceptance
- You can always access the current version in your account settings
12.3 Version History
Previous versions of this Privacy Policy are available upon request.
13. Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy or your data, please contact us:
Privacy & Data Protection Team
Email: privacy@instituteforum.com
Support: support@instituteforum.com
Founder: Krishna Singh
We aim to respond to all privacy-related inquiries within 30 days.
In accordance with the Information Technology Act, 2000, and rules made thereunder, if you have any grievances regarding this Privacy Policy, you may contact our Grievance Officer at grievance@instituteforum.com
14. Acknowledgment
By using Institute Forum, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy. Thank you for trusting Institute Forum with your personal information. We are committed to building India's premier institute-based networking ecosystem while protecting your privacy every step of the way.
Institute Forum is proudly bootstrapped and designed specifically for the Indian educational and professional ecosystem. Your privacy and data security are our top priorities.