1. Who We Are
The Data Fiduciary under the DPDPA, 2023 for the purposes of this Platform is Rotary Zones 4-8 Multi-District Initiative. Our contact details are listed in the Contact Us page and our Grievance Officer is identified there as well.
2. Personal Data We Collect
2.1 You provide directly
- Name, mobile number, email address, date of birth, gender;
- Postal address, city, state, PIN;
- Rotary identifiers — club name, club ID, district number, Rotary ID, designation, member type;
- Photographs of you (for the member directory and project documentation);
- Family-member details where you choose to add them.
2.2 Auto-collected from your interaction
- Sign-in events (date, time, source IP, device user-agent);
- Audit log of administrative actions performed under your account;
- Cookies and similar technologies — strictly necessary cookies for session management.
2.3 Payment data
Payments are processed by Cashfree Payments India Pvt. Ltd. We do not store your full card number, CVV, UPI PIN, or net-banking password. We retain only the masked transaction metadata returned by Cashfree (order reference, payment method type, last 4 digits, amount, status) for reconciliation and receipt generation.
3. Lawful Basis & Purpose
We process personal data only for one or more of the following purposes:
- Account creation and authentication (consent / contract);
- Service delivery — managing membership, projects, events, communications (contract);
- Payment processing — collecting dues, registration fees, contributions (contract);
- Statutory and Rotary International reporting — semi-annual reports, club annual returns (legal obligation);
- Security & fraud prevention — audit logs, abuse detection (legitimate interest);
- Service improvement and support — aggregated analytics, troubleshooting (legitimate interest);
- Communications from your club / district / RI about programmes, events, and reminders (consent / legitimate interest).
4. Sharing & Disclosure
We share personal data only with:
- Your Rotary club and district officials — who require the data for legitimate Rotary administrative functions;
- Rotary International and its regional bodies — for statutory member-status reporting;
- Cashfree Payments India Pvt. Ltd. — payment gateway; subject to Cashfree's own privacy policy;
- Email and SMS service providers — strictly to deliver transactional and Rotary-related communications;
- Cloud hosting providers and managed-service partners — bound by confidentiality and security obligations under written contract;
- Law-enforcement and regulatory authorities — only when legally required.
We do not sell personal data to advertisers or unrelated third parties.
5. International Transfers
Personal data is hosted on servers in India. To the extent that any sub-processor (e.g., email service) processes data outside India, that processor is bound by data-protection obligations consistent with the DPDPA 2023.
6. Retention
- Active accounts: for as long as the account is active and for one (1) year after the last login.
- Financial / transaction records: retained for eight (8) years after the financial year of the transaction, in keeping with the Income-Tax Act and statutory audit requirements.
- Audit logs: retained for three (3) years.
- Member directory data archived for Rotary historical record: retained indefinitely in an archived (non-active) state for institutional memory.
7. Your Rights (DPDPA 2023)
Subject to applicable law, you have the right to:
- Access the personal data we hold about you;
- Correct or update inaccurate or incomplete data;
- Erase your data (subject to legal retention obligations);
- Withdraw consent where processing is based on consent;
- Grievance redressal through our Grievance Officer;
- Nominate another individual to exercise your rights in the event of your incapacity or death.
To exercise any right, write to support@rizones45678.org from your registered email address. We will respond within thirty (30) days.
8. Security
We implement reasonable security practices and procedures appropriate to the sensitivity of the data, including:
- HTTPS/TLS for all data in transit;
- Encryption of credentials at rest;
- Role-based access controls and the principle of least privilege;
- Audit logging of administrative actions;
- Regular backups and disaster-recovery procedures;
- Annual review of security controls.
Despite these measures, no electronic transmission or storage is one-hundred-percent secure. You are responsible for protecting the confidentiality of your sign-in credentials.
9. Children's Data
The Platform is not intended for individuals under the age of eighteen (18). We do not knowingly collect personal data from children. Personal data of family members (including children) added by a Rotarian for the purpose of family records is treated as information of the Rotarian household and is processed under the consent of the registering Rotarian.
10. Cookies
We use only strictly necessary cookies and similar technologies (e.g., JSON Web Tokens stored in browser storage) for sign-in session continuity and security. We do not use third-party advertising or tracking cookies.
11. Changes to this Policy
We may update this Privacy Policy from time to time. Material changes will be communicated through the Platform or by email to registered users at least seven (7) days before they take effect. The "Last updated" date at the top reflects the most recent revision.
12. Grievances
For any grievance regarding the processing of your personal data, please write to our Grievance Officer at grievance@rizones45678.org. See the Contact Us page for full details.