Scope and Commitment
Vel Tech High Tech Dr. Rangarajan Dr. Sakunthala Engineering College (“Institution”, “we”, “us”, or “our”) is committed to protecting the personal data of students, faculty, staff, applicants, parents, alumni, authorized visitors, and public users.
This Privacy Policy explains how information is handled within the VEL AI Portal, Bonafide Generation System, institutional dashboards, LMS and mentoring functions, event and approval workflows, and related services available through velhightech.com/login.php.
Data is processed for lawful institutional, academic, administrative, security, and compliance purposes, subject to applicable Indian law and institutional policy.
Information We Collect
| Category | Examples | Primary purpose |
|---|---|---|
| Account and identity data | Institutional ID, register number, name, role, department, programme, batch, section, institutional email, contact details | Authentication, role-based access, records, and communication |
| Academic and workflow data | Attendance, marks, course details, submissions, approvals, mentor records, event activity, certificate requests | Academic administration and authorized workflows |
| VEL AI interaction data | Queries, detected intent, feedback, unanswered-query logs, abuse-control events | Response generation, quality improvement, and security |
| Uploaded documents | PDFs, images, certificates, achievement proofs, declarations, supporting records | Verification, approval, and institutional record keeping |
| Technical and security data | IP address, browser, device information, timestamps, session events, login and audit logs | Security, diagnostics, abuse prevention, and audit |
| Communications | Emails, notifications, grievances, support requests, and administrative remarks | Support, action tracking, and institutional communication |
We seek to collect only information reasonably required for the relevant institutional purpose. Users should not upload unnecessary personal information about themselves or other people.
Payment and Semester Registration Data
The portal at velhightech.com/login.php does not collect, process, or store card numbers, CVV values, UPI PINs, banking passwords, or payment authentication credentials.
Most institutional payments and semester-registration-related financial transactions are handled through the authorized Vel Tech Clique Portal. Students must complete semester registration in that portal before entering or commencing a new semester.
For administration and verification, the Institution may receive or retain limited status information such as:
- Semester registration status;
- Payment completed, pending, failed, reversed, or verified status;
- Official receipt or transaction reference number;
- Fee category and date of payment;
- Reconciliation, refund, concession, or administrative remarks.
Cash may be accepted only in an exceptional or emergency situation when authorized by the Institution. Such payment is recorded in official accounts and supported by an institutional receipt.
How We Use Information
Personal data may be used to:
- Authenticate users and provide role-appropriate access.
- Process bonafide certificates, academic requests, submissions, approvals, mentoring, attendance, marks, events, and other institutional workflows.
- Verify semester-registration and payment-completion status received through authorized institutional systems, without collecting payment credentials through velhightech.com/login.php.
- Maintain institutional records, academic evidence, audit trails, and required reports.
- Communicate notices, decisions, reminders, security alerts, and workflow updates.
- Improve VEL AI responses and identify unanswered or frequently asked questions.
- Protect accounts, detect abuse, investigate incidents, and enforce institutional policy.
- Meet accreditation, affiliation, statutory, legal, audit, and regulatory obligations.
Basis for Processing and User Choices
Depending on the context, information may be processed because it is necessary to provide an institutional service, carry out an academic or administrative function, satisfy a legal obligation, protect security, respond to a user request, or based on valid consent where consent is the appropriate basis.
Where processing is based on consent and the applicable law permits withdrawal, users may withdraw consent through the available process. Withdrawal does not affect processing already lawfully completed and may limit a service that requires the relevant information.
Some institutional records must be retained despite a request for deletion where retention is necessary for academic integrity, statutory compliance, audit, dispute resolution, security, or other lawful purposes.
Artificial Intelligence and Third-Party Processing
The VEL AI system uses a hybrid architecture that may combine institutional databases, retrieval systems, local application logic, and external large language model providers for general conversational generation.
- Institutional records: Student profiles, attendance, marks, and other protected records are intended to be queried and handled within authorized institutional systems and are not deliberately included in general external AI prompts.
- General AI processing: A general query may be routed to an external AI service where needed. The system is designed to minimize or remove personally identifiable information before such routing.
- User responsibility: Users must not enter unnecessary personal, confidential, examination, financial, health, or third-party data into open-ended AI prompts.
- Quality and safety: Queries and feedback may be logged to improve accuracy, detect abuse, and identify gaps, subject to access controls and retention rules.
External providers process information under their applicable service arrangements. The Institution may change providers or technical architecture while continuing to apply data-minimization and security controls.
Device Data, Cookies, Sessions, and Logs
The Services may use essential cookies or equivalent session technologies for login, CSRF protection, security, preferences, and continuity of user sessions. Disabling essential cookies may prevent authenticated functions from working.
Technical logs may record IP address, browser, device type, timestamps, requested pages, authentication events, errors, and security activity. These records support system operation, troubleshooting, audit, and incident response.
The legal pages may store only a local appearance preference, such as light or dark mode, in the user’s browser.
When Information May Be Shared
Information is not sold. It may be shared only where reasonably necessary with:
- Authorized faculty, HODs, administrators, reviewers, exam personnel, mentors, or officers who require access for their assigned role;
- Service providers supporting hosting, communication, security, software, or AI functions under authorized arrangements;
- Affiliating, accreditation, government, statutory, audit, or law-enforcement bodies where disclosure is required or lawfully requested;
- Another person or organization when the user has requested or authorized the relevant action.
Access is limited according to role, purpose, and applicable institutional controls.
Security and Access Controls
The Institution uses organizational and technical safeguards appropriate to the nature of the data and system, including HTTPS/SSL, role-based access control, session controls, password protection, CSRF safeguards, audit logging, access restrictions, validation, and administrative review.
No system can guarantee absolute security. Users must protect credentials, sign out from shared devices, avoid suspicious links, and report suspected compromise promptly.
Retention and Deletion
Information is retained only for as long as reasonably required for the relevant academic, administrative, audit, security, legal, accreditation, or institutional purpose.
Retention periods vary by record type. Academic results, certificates, examination records, statutory records, approval history, and audit-critical records may require long-term or permanent preservation. Temporary technical data and unsuccessful workflow data may be removed earlier according to operational schedules.
When information is no longer required and no lawful retention reason applies, it may be securely deleted, anonymized, or archived with restricted access.
Your Rights and Correction Requests
Subject to applicable law, institutional rules, and the nature of the record, a user may request:
- Access to information available through the user’s authorized dashboard;
- Correction of inaccurate or incomplete profile information;
- Information about the purpose for which personal data is used;
- Withdrawal of consent where processing is based on consent and withdrawal is legally available;
- Review of a privacy concern or grievance;
- Deletion or erasure where no academic, statutory, security, audit, or other lawful retention requirement applies.
For core profile corrections, contact the Class Advisor, HOD, Administration, or IT Department as appropriate. The Institution may verify identity before acting on a request.
Students Who Are Minors
Some students or applicants may be under eighteen years of age. The Institution may process their information for admission, education, safety, communication, academic administration, and other lawful institutional purposes.
Where verifiable parental or guardian consent is required by applicable law, the Institution may seek such consent or rely on another legally permitted basis. Parents and guardians must not misuse access to view records beyond their lawful authority.
External Systems and Links
The Services may link to the Vel Tech Clique Portal, payment services, university systems, government portals, learning platforms, or other external systems. Those services may operate under their own terms and privacy practices.
Users should verify that they are accessing an officially communicated address before entering credentials or making a payment. The Institution is not responsible for an impersonating or unauthorized website, QR code, payment account, or third-party service.
Changes and Contact
This Privacy Policy may be updated to reflect changes in law, technology, institutional practice, or the Services. The effective date displayed at the top identifies the current version.
For privacy questions, correction requests, or concerns, contact:
- Email: admin@velhightech.com
- Phone: 044-26840181
Complaints will be routed to the appropriate institutional authority for review and response.