Punjab Institute of Oriental & Indian Languages (PIOIL)

Effective Date: January 1, 2026

The Punjab Institute of Oriental & Indian Languages (PIOIL) is committed to protecting the privacy of its website users, students, faculty, staff, and partners. This Privacy Policy outlines the types of information we collect, how we use it, and the steps we take to safeguard your data in compliance with relevant Indian laws and data protection regulations.

1. Information We Collect

We collect information to provide and improve our services, manage academic and administrative functions, and ensure the security of our website.

A. Personal Information (Identifiable Data)

This information is collected when you apply for admission, register for an event, submit a research paper, or use authenticated services (e.g., student portal login).

• Student/Applicant Data: Name, date of birth, address, email address, phone number, academic records, photographs, and payment details (for fees).
• Faculty/Staff Data: Employment history, professional qualifications, bank details (for salary), and contact information.
• Alumni Data: Current professional status and career history (voluntarily provided).

B. Non-Personal Information (Usage Data)

This information is automatically collected when you visit our website:

• Log Data: IP address, browser type, operating system, pages visited, date and time of visit, and time spent on those pages.
• Cookies: We use small files called cookies to enhance user experience, track site usage, and analyze traffic patterns. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent.

2. How We Use Your Information

The data collected by PIOIL is used strictly for legitimate academic, administrative, and research purposes, including:

• Academic Administration: Processing admissions, managing course enrollment, tracking attendance, and publishing examination results.
• Communication: Sending essential notices, result declarations, event invitations, and official correspondence.
• Research: Conducting internal statistical analysis on enrollment trends and improving website functionality.
• Legal Compliance: Fulfilling statutory requirements, conducting audits, and responding to lawful requests from government authorities.
• Alumni Engagement: Maintaining the alumni network and facilitating mentoring programs.

3. Disclosure and Sharing of Information

PIOIL will not sell, trade, or rent your Personal Information to external parties. Information is only shared under the following limited circumstances:

• Affiliating University: Sharing student academic records with our affiliating university (for degree certification and result validation).
• Government/Regulatory Bodies: Disclosing data as mandated by law, court order, or official directives from bodies like the UGC or Ministry of Education.
• Third-Party Vendors: Sharing necessary data with trusted service providers who assist us in operating our website or conducting our business (e.g., payment gateways, secure cloud hosting). These vendors are contractually obligated to maintain confidentiality and security.

4. Data Security and Retention

We implement robust physical, technical, and administrative security measures to protect your Personal Information from unauthorized access, disclosure, alteration, or destruction.

• Data is stored on secure servers located within India.
• Access to sensitive academic and financial data is restricted to authorized personnel only.
• We retain Personal Information only for as long as necessary to fulfill the purposes for which it was collected, including satisfying any legal, accounting, or reporting requirements.

5. Your Rights as a Data Subject

As a user or student of PIOIL, you have the following rights concerning your data:

• Right to Access: You may request access to the Personal Information we hold about you.
• Right to Correction: You may request correction of any incomplete or inaccurate data we hold about you.
• Right to Withdraw Consent: Where we rely on consent to process your data, you have the right to withdraw that consent at any time.

6. Changes to This Privacy Policy

PIOIL reserves the right to update or modify this Privacy Policy at any time. Any changes will be posted on this page with a revised “Effective Date.” We encourage users to review this policy periodically.

7. Contact Information

If you have any questions or concerns regarding this Privacy Policy or our data practices, please contact the designated Data Protection Officer (Administrative Officer)