Privacy Policy

1. Introduction

Vartmaan Institute Sirsa ("we," "us," "our," or the "Institute") is a leading educational and coaching institute in Sirsa, Haryana, India, committed to providing high-quality education and coaching for students aiming for excellence in board exams and competitive examinations including JEE, NEET, CUET, and other specialized programs. We are dedicated to protecting the privacy and security of personal information collected from students, parents/guardians, faculty, staff, and website visitors.

This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you interact with our institute in person, through our website (vartmaaninstitutesirsa.com), via email, phone, or through our online and hybrid learning platforms. This policy complies with applicable privacy laws including Indian data protection regulations, the U.S. Family Educational Rights and Privacy Act (FERPA), the Children's Online Privacy Protection Act (COPPA), and the UK General Data Protection Regulation (UK GDPR).

By enrolling in our programs, using our services, or visiting our premises or website, you consent to the data practices described in this policy. If you do not agree with our practices, please do not use our services or provide your personal information.

2. About Vartmaan Institute Sirsa

Vartmaan Institute is located in the heart of Sirsa, Haryana, and offers specialized coaching for a wide range of subjects including Physics, Chemistry, Biology, Mathematics, English, Geography, Political Science, Economics, Psychology, Business Studies, and Accountancy. We provide coaching for students from Class 9 through competitive exam preparation, including:

• CBSE and ICSE board exam preparation
• JEE (Joint Entrance Examination) preparation
• NEET (National Eligibility cum Entrance Test) preparation
• CUET (Common University Entrance Test) preparation
• NDA (National Defence Academy) written exam preparation
• Hybrid learning programs (offline + online)

We pride ourselves on our proven results, exam-focused curriculum, regular tests and performance tracking, personalized mentoring, modern classrooms, state-of-the-art facilities including well-equipped laboratories and libraries, and experienced expert faculty.

3. Scope and Jurisdiction

This Privacy Policy applies to:

• Information collected at our physical locations in Sirsa, Haryana
• Information collected through our website vartmaaninstitutesirsa.com
• Information collected through email communications (director@vartmaaninstitutesirsa.com)
• Information collected through phone communications (+91-9467612340)
• Information collected through online and hybrid learning platforms
• Information collected through our mobile applications and WhatsApp communications

This policy does not apply to third-party websites, applications, or services that may be linked from our platforms.

4. Information We Collect

4.1 Student Information

For students enrolling in our coaching programs, we collect:

• Personal identifiers: name, date of birth, gender, student ID number
• Contact information: residential address, phone number, email address, WhatsApp number
• Educational background: current school, class/grade, previous academic records, board affiliation (CBSE/ICSE)
• Parent/guardian information: name, contact details, occupation (for students under 18)
• Identification documents: Aadhaar card, passport, school ID, photographs
• Course enrollment details: subjects selected, batch timings, program type
• Financial information: fee payment records, transaction details, payment method
• Emergency contact information

4.2 Academic and Performance Data

• Attendance records and class participation
• Test scores, mock test results, and assessments
• Assignment submissions and homework records
• Performance tracking and progress reports
• Competitive exam results (JEE, NEET, CUET, NDA rankings)
• Study material access logs and online platform usage
• Certificates, awards, and achievements

4.3 Website and Technology Information

When you visit vartmaaninstitutesirsa.com or use our online platforms, we automatically collect:

• IP address and device identifiers
• Browser type, operating system, and device information
• Pages viewed, content accessed (study notes, syllabus materials, exam papers)
• Date, time, and duration of website visits
• Referring website or source
• Cookies, web beacons, and similar tracking technologies

4.4 Communications Data

• Email correspondence with director@vartmaaninstitutesirsa.com
• Phone call records and inquiries to +91-9467612340
• WhatsApp messages and interactions
• Feedback, queries, and complaints submitted through any channel

4.5 Security and Safety Information

For safety and security purposes, we use CCTV cameras at our institute premises. Video footage is retained for 30-90 days and accessed only when necessary for security investigations, safety incidents, or legal compliance.

4.6 Employment Information (Faculty and Staff)

For our faculty and staff members, we collect employment-related information including qualifications (M.Sc., B.Ed., HTET, PTET, CTET certifications), resume/CV, teaching experience, background verification, bank account details for salary processing, PAN card, Aadhaar card, performance evaluations, and other employment records.

5. Legal Basis for Processing (UK GDPR)

6. How We Use Your Information

We use collected information for legitimate educational purposes, including:

• Admission, enrollment, and registration processes
• Educational instruction, coaching, and academic support
• Assessment, testing, grading, and performance tracking
• Conducting mock tests and NEET All India Test Series
• Providing study materials, notes, and educational content
• Communication about classes, schedules, exams, and institutional announcements
• Fee collection and financial record-keeping
• Issuance of certificates, progress reports, and performance records
• Parent-teacher meetings and progress updates
• Providing hybrid learning services (offline + online)
• Security and safety of students, staff, and visitors
• Compliance with legal and regulatory requirements
• Institutional research and quality improvement of our educational programs
• Website analytics and improvement of online services
• Marketing and promotional activities about our courses and programs (with consent)

7. Information Sharing and Disclosure

We do not sell, rent, or trade your personal information to third parties. However, we may share your information in the following circumstances:

7.1 With Your Consent

We may share your information with third parties when you have given explicit consent.

7.2 Service Providers and Business Partners

We may share information with trusted third-party service providers who assist us in operating our institute, including payment processing vendors, IT support providers, online learning platform providers, examination software vendors, SMS and communication service providers, and cloud storage providers. These providers are contractually obligated to maintain confidentiality and use information only for specified purposes.

7.3 Educational Institutions and Examination Bodies

We may share academic records with schools, universities, CBSE, ICSE, examination boards (JEE, NEET, CUET, NDA), or other educational institutions for verification, admission, affiliation, or certification purposes.

7.4 Legal Requirements and Safety

We may disclose information when required by Indian law, court order, government authority, legal process, or to protect the rights, property, safety, and security of our institute, students, staff, and community, or to prevent fraud or abuse.

8. Your Rights Under Indian Law

Under Indian data protection principles and practices, you have the following rights:

• Right to Access: Request information about personal data we hold about you
• Right to Correction: Request correction of inaccurate or incomplete information
• Right to Withdrawal of Consent: Withdraw consent for data processing where applicable
• Right to Grievance Redressal: File complaints regarding privacy concerns
• Right to Data Portability: Request transfer of certain data (where technically feasible)

9. Your Rights Under US FERPA

For students and parents accessing education records under FERPA principles:

• Right to inspect and review education records within 45 days
• Right to request amendment of inaccurate or misleading records
• Right to consent to disclosure of personally identifiable information
• Right to file complaints with appropriate authorities

10. Your Rights Under UK GDPR

11. Children's Privacy (COPPA Compliance)

We recognize the importance of protecting the privacy of minors. Many of our students are under 18 years of age. For students under 18, we collect information with the knowledge and consent of parents or legal guardians. For children under 13 accessing our online services, we comply with COPPA requirements and obtain verifiable parental consent before collecting personal information.

Parents and guardians have the right to review their child's information, request correction or deletion, refuse further collection, and receive notification of our information practices. Contact us at director@vartmaaninstitutesirsa.com or +91-9467612340 to exercise these rights.

12. Data Security

We implement appropriate technical and organizational measures to protect personal information against unauthorized access, alteration, disclosure, or destruction:

• Secure storage of physical records with restricted access
• Encryption of sensitive electronic data
• Access controls and authentication mechanisms for online platforms
• Regular security assessments and updates
• Staff training on privacy and security practices
• Backup and disaster recovery procedures
• CCTV security monitoring at our facilities

While we take reasonable measures to protect information, no method of transmission or storage is completely secure. In the event of a data breach, we will notify affected individuals in accordance with applicable law.

13. Data Retention

We retain personal information as long as necessary to fulfill the purposes outlined in this policy, comply with legal obligations, and maintain educational records:

• Student academic records: Retained permanently or as required for verification and certification
• Financial records: Retained per Indian tax laws (typically 7-10 years)
• CCTV footage: Retained for 30-90 days unless needed for investigations
• Employment records: Retained per Indian labor law requirements
• Website logs and analytics: Retained for 12-24 months
• Marketing communications: Until consent is withdrawn

14. International Data Transfers

Our primary operations are in India. If we transfer personal data internationally (including to the UK, EU, or US), we ensure appropriate safeguards are in place to protect your information in accordance with applicable data protection laws, including standard contractual clauses, adequacy decisions, or other approved transfer mechanisms.

15. Cookies and Tracking Technologies

Our website vartmaaninstitutesirsa.com uses cookies and similar technologies to enhance functionality, analyze usage patterns, and improve user experience. Types of cookies we use:

• Essential cookies: Required for website operation and security
• Functional cookies: Remember preferences and settings
• Analytics cookies: Help us understand visitor behavior and improve our site
• Marketing cookies: Deliver relevant information about our courses (with consent)

You can control cookies through browser settings. Disabling cookies may affect website functionality. For UK/EU visitors, we provide cookie consent mechanisms compliant with UK GDPR.

16. Third-Party Links and Services

Our website and communications may contain links to third-party websites, educational platforms, or services. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies before providing personal information.

17. Contact Information and Data Protection Officer

For questions about this Privacy Policy, to exercise your privacy rights, submit complaints, or contact our Data Protection Officer:

For UK GDPR-related inquiries, you may also contact the UK Information Commissioner's Office:

18. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or for other operational reasons. Material changes will be posted on our website with an updated effective date. For significant changes affecting student education records or UK GDPR rights, we will provide direct notice to affected individuals. Continued use of our services after changes constitutes acceptance of the revised policy.

19. Grievance Redressal Mechanism

We are committed to resolving privacy concerns promptly and fairly. If you have any grievances regarding privacy or data protection, please contact us at director@vartmaaninstitutesirsa.com or +91-9467612340. We will acknowledge your complaint within 48 hours and endeavor to resolve it within 30 days.

20. Acknowledgment and Consent

By providing personal information to Vartmaan Institute Sirsa, enrolling in our programs, using our services, or visiting our website, you acknowledge that you have read, understood, and agreed to this Privacy Policy. For students under 18, parent or guardian consent is required and constitutes acknowledgment on behalf of the minor. Your continued use of our services constitutes ongoing consent to this policy, as updated from time to time.