Privacy Policy
Last updated 24 September 2026
Who is responsible for your data
Smt. Dropadi Devi Dharmada Trust, registered under the Societies Registration Act, 1860 (Reg. No. 732/1985-86), of Rudrapur, Khajni, Gorakhpur, Uttar Pradesh, India – 273212, is the Data Fiduciary for the personal data described on this page, under India's Digital Personal Data Protection Act, 2023. The Trust promotes Smt. Draupadi Devi Tripathi Intercollege, Smt. Draupadi Devi Tripathi PG College and Smt. Draupadi Devi Tripathi Pharmacy College.
What this website collects
This website has no sign-up, no login, no contact form and no comments. It sets no cookies of its own, and it loads no fonts, scripts, analytics or trackers from any other company — every file it serves comes from the Trust's own server. If you write to the address or telephone number on this site, we hold what you send us for as long as it takes to answer you.
Our web server keeps an ordinary access log — the address of the requesting computer, the page asked for, the time, and the outcome — which is used to keep the site running and secure, and for nothing else.
WhatsApp messages to staff, students and parents
The Trust is preparing to send administrative WhatsApp messages to its staff, and to students and their parents — for example attendance notices, fee reminders, salary slips, examination and timetable information. To do that we use the telephone number the person gives the institution at admission or at appointment, together with the specific information the message is about.
These messages are sent through WhatsApp, which is operated by Meta Platforms, Inc. Delivering a message means giving WhatsApp the recipient's telephone number and the content of the message. WhatsApp's own handling of that data is governed by its terms and privacy policy.
We use these numbers for the institution's own administrative messages only. We do not sell personal data, we do not share it for advertising, and we do not pass it to anyone outside the Trust except where a law, a court, or a regulator such as a board or university requires it.
Messages you send to our WhatsApp number
If you are not one of our staff and you message our WhatsApp number, we keep nothing: the system counts that a message arrived and discards it. Your telephone number is not stored, the text of your message is not stored, and you will get no reply — not even one telling you that you are not registered. If you are a member of our staff and you message us from the mobile number on your own service record, we record that you agreed to receive Samidha messages on WhatsApp at that number, with the date, and we record the one welcome message we send you in reply. The text of what you sent us is not stored in either case. You can stop those messages at any time by telling the office or writing to the address below, and we will record that you asked.
Children's data
Most of our students are under eighteen. Where the law requires the verifiable consent of a parent or guardian before a child's personal data is processed, we obtain it, and we keep a record of it. A parent or guardian may withdraw that consent at any time using the contact details below; withdrawing it does not affect anything done before it was withdrawn, and we will tell you plainly if withdrawing it means the institution can no longer send you a particular notice.
How long we keep it
Academic and employment records are kept for as long as the institution is required to keep them by the board, the university or the law, and for as long as they may be needed to issue a transcript, a certificate or a service record. Message logs and website access logs are kept only for as long as they are needed to run the service and to answer a dispute about whether a message was delivered.
Your rights
Under the Digital Personal Data Protection Act, 2023 you may ask us what personal data of yours we hold and what we have done with it, ask us to correct or complete anything that is wrong, ask us to erase data we no longer need, nominate someone to exercise your rights if you die or become incapacitated, and complain about how we have handled your data. Write to us and we will answer.
What our staff records system does with personal data
The Trust keeps the records of its staff in its own system, on its own server. Identity numbers (Aadhaar, PAN, UAN, PF and ESIC numbers) and bank account numbers are stored encrypted, and every screen shows only their last four digits. The full PAN is shown only to the office that handles staff records, and each such viewing is recorded with its reason.
Scanned documents are stored encrypted, under a key separate from the one that protects the identity numbers. An Aadhaar scan is shown with its number blacked out; the original is available only to that office and to the Trust. One-time verification codes are not kept once they have been sent.
Each kind of record is kept for the period below:
- Payroll lines, statutory returns, salary and bank rows, charges — 8 years after the financial year, never shorter than the statutory demand period.
- Employment spell, positions, service and qualification records — the person's service plus 8 years.
- Leave and attendance — 3 years after the financial year.
- Face-terminal raw events — 1 year; aggregated attendance kept with the attendance record.
- Identity scans — the person's service plus 1 year, then the masked rendition only.
- Account, login and event logs — minimum 1 year (Rule 6(e)); security logs 1 year rolling.
- Messaging outbox — 1 year.
- Drafts — 7 days.
- Staff details forms (samidha.sddt.in/join): a form not sent within 48 hours of being started is removed; a form sent to the office and not taken up is removed 60 days after it was sent. A WhatsApp reminder goes to the person concerned before either removal. When an unsent form is removed, only the date and the mobile number in coded form are kept, for 30 days, so that the person can be told why on return. A form the office takes up becomes part of the staff record and is kept with it.कर्मचारी विवरण फ़ॉर्म (samidha.sddt.in/join): जो फ़ॉर्म शुरू करने के 48 घंटे के भीतर नहीं भेजा गया, वह हटा दिया जाता है; जो फ़ॉर्म कार्यालय को भेजा गया पर लिया नहीं गया, वह भेजने के 60 दिन बाद हटा दिया जाता है। हटाने से पहले संबंधित व्यक्ति को WhatsApp पर सूचना भेजी जाती है। न भेजा गया फ़ॉर्म हटने पर केवल तारीख और कूट रूप में मोबाइल नंबर 30 दिन तक रखे जाते हैं, ताकि लौटने पर व्यक्ति को कारण बताया जा सके। कार्यालय द्वारा लिया गया फ़ॉर्म कर्मचारी रिकॉर्ड का हिस्सा बन जाता है और उसी के साथ रखा जाता है।
- Grievances a member of staff files in Samidha are kept with that person's staff record.कर्मचारी द्वारा Samidha में दर्ज की गई शिकायतें उसके कर्मचारी रिकॉर्ड के साथ रखी जाती हैं।
When a former member of staff asks us to erase their data, or when the period above ends, the Trust anonymises the record: the name is replaced by the employee code, and the contact details, identity numbers, photograph and document scans are removed. Payroll and statutory records stay for their period, because the law requires them. Every request — to see, correct or erase data, to nominate someone, or to complain — is entered in a register with the date it arrived and the date it was acted on.
How to contact us
Smt. Dropadi Devi Dharmada Trust
Rudrapur, Khajni, Gorakhpur, Uttar Pradesh, India – 273212
If you are not satisfied with our answer, you may complain to the Data Protection Board of India.