Privacy Policy & Personal Data Notice
Effective Date: November 2, 2026 • Data Fiduciary: Gandhi Medical College, Hyderabad
1. Data Fiduciary Identification
Entity Name: Organizing Committee, AEGIS IX (9th Annual National Medical Conference)
Parent Institution: Gandhi Medical College & Hospital (Estd. 1954, Affiliated with KNRUHS, Telangana)
Official Postal Address: Musheerabad, Secunderabad, Telangana 500003, India
Designated Grievance Officer: Dr. B. Raghuveer (Chief Organizing Secretary)
Official Grievance Email: grievance@aegisgmc.org
2. Section 5 Itemised Notice of Personal Data
In accordance with Section 5 of the Digital Personal Data Protection Act, 2023, the categories of personal data, lawful purposes, and retention criteria are itemised below:
| Data Category | Collected Fields | Specified Purpose | Retention Period |
|---|---|---|---|
| Delegate Identity | Full Name, Mobile Number, Email Address | Badge generation, auditorium admission, emergency notifications | Duration of AEGIS IX + 3-year academic audit period |
| Academic Standing | Medical College, Batch Year, Course Standing (MBBS, Intern, PG, Faculty) | Eligibility verification for scientific events, CME credit point accreditation | Permanent archival for certificate verification |
| Payment Remittance | 12-Digit Bank UTR / Reference, UPI Transaction Ref, Amount, Timestamp | Two-way bank statement reconciliation and treasury audit | 8 Years (Statutory Indian Financial Audit Requirement) |
| Scientific Submissions | Paper Titles, Research Abstracts, Bedside Case Summaries | Academic peer review, jury scoring, podium rostering | Permanent archival in GMC Scientific Library |
| Security Logs | IP Address, User-Agent, Rate-Limiting Counters | Cybersecurity defense, brute-force mitigation, CERT-In compliance | 180 Days (CERT-In Directives) |
3. Data Principal Rights (Section 11)
Under Section 11 of the DPDP Act 2023, you hold the right to:
- Right to Access: Obtain a summary of personal data being processed.
- Right to Correction & Erasure: Rectify inaccuracies or delete outdated personal data.
- Right to Withdraw Consent: Withdraw consent anytime via Cookie Preferences or email.
- Right of Grievance Redressal: Direct escalation with an enforceable 30-day response SLA.
- Right to Nominate: Nominate an individual to exercise data rights in the event of death or incapacity.
4. Grievance Redressal & 30-Day SLA (Section 8(10))
Appointed Grievance Officer: Dr. B. Raghuveer
Email Address: grievance@aegisgmc.org | CC: support@aegisgmc.org
Postal Address: Gandhi Medical College & Hospital, Musheerabad, Secunderabad, Telangana 500003
STATUTORY 30-DAY RESOLUTION SLA
Grievances acknowledged within 48 hours; resolved within 30 days under DPDP Act 2023 Rules.
5. Children's Personal Data (Section 9)
AEGIS IX is designed exclusively for adult medical students and professionals aged 18 and above. We do not target, profile, or track children under the age of 18. Any attendee under 18 requires verifiable parental consent prior to registration.