Effective Date: 01-07-2025

Last Updated: 01-07-2025

Rotary Club of Vijayawada Midtown (“we”, “our”, or “us”) is committed to safeguarding the privacy of all visitors, members, donors, sponsors, and partners. This Privacy Policy outlines how we collect, use, store, disclose, and protect your personal and financial data in compliance with applicable Indian laws and standards including the Information Technology Act, 2000 and the Income Tax Act, 1961.

1. 📋 Data We Collect

We may collect the following categories of personal data:

* Identity Information: Full name, date of birth, photograph, Rotary ID
* Contact Information: Email ID, phone number, residential and office addresses
* Spouse/Family Information: For member registration purposes
* Financial Information: PAN, bank details (for donations or reimbursements), transaction ID, GST number (if applicable)
* Communication Data: Emails, messages, participation in events
* Device and Usage Data: IP address, browser type, cookies, and access logs (for website analytics)

2. 💡 Purpose of Data Collection

Your data is collected for the following legitimate purposes:

* To process membership applications and renewals
* To manage payments, donations, subscriptions, and sponsorships
* For issuing donation receipts under Section 80G (if applicable)
* To maintain compliance with tax and financial audits
* To share internal updates, newsletters, and event invitations
* To enhance user experience on our website
* For statutory and regulatory compliance

3. 💳 Payment Information

We use secure, PCI-DSS compliant payment gateways such as Razorpay for processing online payments. We do not store your card numbers, CVV, or PIN. All payments are processed using encrypted SSL protocols.

* Payment data is stored securely by the payment processor for audit trails and tax purposes.
* Refunds and disputes are handled as per our refund policy.

4. 📂 Data Storage & Retention

* Data is stored on secure servers with encryption, access controls, and backup.
* Personal data will be retained as long as necessary to fulfil the purposes it was collected for, or as required under Indian tax or statutory laws (minimum 8 years for financial records).

5. 📤 Data Sharing and Disclosure

We do not sell, rent, or trade your personal information. However, we may share data:

* With Rotary International and Rotary District 3020 for governance and compliance
* With government authorities, taxation bodies, auditors, and legal advisors when legally required
* With verified vendors/partners only to fulfill specific services (e.g., event organizing or badge printing), and under confidentiality agreements

6. 🛡️ Data Security

We take data security seriously and follow best practices including:

* Encrypted communication (HTTPS/SSL)
* Role-based access controls
* Firewall and malware protection
* Regular data audits and backups
* Secure data disposal protocols

In case of any data breach, affected individuals and relevant authorities will be notified within 72 hours as per applicable regulations.

7. 🧾 Tax & Compliance

* All financial transactions are recorded as per ICAI and Income Tax standards.
* PAN and GST information is collected where applicable to ensure regulatory compliance.
* Donation receipts (if applicable under 80G or CSR) are issued in proper format with donor details.

8. 👥 Member Rights

As a registered user/member, you have the right to:

* Access and update your personal data
* Request deletion of your personal information (subject to legal exceptions)
* Withdraw consent to data processing (wherever consent is the legal basis)
* Lodge a complaint with the data protection officer (details below)

9. 🧑‍💼 Contact Us

For any privacy-related queries or requests, please contact:

Data Protection Officer
Rotary Club of Vijayawada Midtown
📧 Email: contact@rotarymidtown.org
📞 Phone: +91-9490417771

10. ⚖️ Legal Jurisdiction

This Privacy Policy is governed by the laws of India. Any disputes shall be subject to the jurisdiction of courts in Vijayawada, Andhra Pradesh.

11. 🔄 Updates to This Policy

We may periodically update this policy to reflect changes in law, technology, or our data handling practices. Updates will be notified through our website or via email to registered members.