Privacy Policy

1. Introduction

INDICA Events is an event platform operated by Indic Academy (referred to as “INDICA”, “we”, “us” or “our”). This Privacy Policy explains how we handle personal information when people browse, register for, attend, organise or otherwise engage with events through indica.events and associated event services operated by Indic Academy.

2. Scope and Other Platforms

This policy applies to indica.events and related registration, communication and event-management activities for which Indic Academy determines how personal information is used. Events may be hosted jointly with institutions, speakers, sponsors or other organisers. Where another organisation independently operates its own registration or payment service, its privacy policy may also apply. Other INDICA websites may publish separate privacy policies.

3. Information We May Collect

Depending on the event and how you interact with the platform, we may collect: name, email address, telephone number, city or country, organisation, designation and other registration details; ticket category, booking reference, attendance and check-in records; event preferences, accessibility or dietary requirements that you choose to provide; speaker or volunteer biographies, photographs and professional profiles; questions, submissions, feedback and correspondence; payment status, transaction identifiers, refund details and limited billing information received from payment providers; and technical information such as IP address, browser, device information, security logs and cookie data. We do not ordinarily need full payment-card details, which are generally handled by payment providers. Optional information should be identified as such at the point of collection.

4. Why We Use Information

We use information to process event registrations and bookings; confirm attendance and send joining instructions, reminders, venue updates or schedule changes; administer payments, cancellations, refunds and receipts; support participant access, safety and event logistics; manage speakers, volunteers and organisers; issue certificates or participation records where offered; answer enquiries and resolve grievances; document and archive events; improve our services and security; and meet applicable legal, accounting and compliance requirements. Promotional messages about other events or initiatives will be sent subject to applicable notice, consent and opt-out requirements.

5. Consent and Participant Choices

Where consent is required, we will provide an appropriate notice identifying the purpose and seek consent. You may withdraw consent for consent-based processing using the controls provided or by contacting us. Withdrawal does not invalidate earlier lawful processing and may limit our ability to administer a registration or deliver a requested service. You can opt out of promotional communications using the unsubscribe facility, where available, or by contacting us. Essential transactional messages about a registered event may still be sent where permitted.

6. Registration, Tickets and Payments

Event registration may be free or paid. Where payment is required, payment gateways or ticketing providers may process payment information under their own terms and privacy notices. INDICA may receive transaction confirmation, payment status, amount, booking identifiers and information needed for accounting or refunds. Event-specific cancellation and refund terms should be displayed separately and are not replaced by this Privacy Policy.

7. Sharing with Event Partners and Service Providers

We may share information on a need-to-know basis with authorised INDICA staff, event organisers, co-host institutions, venue or check-in teams, speakers or faculty where necessary, and providers of ticketing, payments, hosting, email, messaging, analytics and technical support. We may share participant lists or details with co-organisers only where reasonably necessary for the event and consistent with the notice given at registration. We do not sell personal information. Where independent partners use information for their own purposes, their own privacy notices and responsibilities may apply. We may disclose information where required by law.

8. Photographs, Video and Audio Recordings

Events may be photographed, livestreamed or recorded for documentation, educational dissemination, publications, archives and outreach. Where required, event-specific notices and permissions will be provided. Participants should be informed when an event or session is being recorded. Individuals concerned about identifiable images, recordings or public use of their contributions may contact us. Additional safeguards will apply for children and private or restricted sessions.

9. Cookies, Analytics and External Links

The platform may use cookies or similar technologies for essential functionality, security, registration continuity and analytics, depending on its actual configuration. Any non-essential technologies will be managed in accordance with applicable notice and consent requirements. Embedded videos, maps, social media and external registration or payment links may be governed by third-party practices. Browser settings may allow you to control some cookies.

10. Security

We take reasonable technical and organisational measures to protect personal information against unauthorised access, misuse, loss, alteration or disclosure. Access is restricted according to operational need, including for event teams and service providers. No electronic system can guarantee absolute security.

11. Retention

We retain information only as long as necessary for event administration, participant records, accounting, legal compliance, dispute resolution and legitimate institutional archives, as applicable. Retention periods may vary by event and record type. Information no longer needed will be deleted, anonymised or otherwise handled in accordance with applicable requirements.

12. Privacy Rights and Grievances

Subject to applicable law, individuals may request information about personal-data processing, correction or updating, erasure where available, withdrawal of consent and grievance redressal. Requests may be sent to the contact below. We will respond within applicable legal requirements and may need to verify the requester’s identity.

13. Children’s Privacy

Where events involve individuals under 18, INDICA will apply applicable parental or guardian consent requirements and safeguards for children’s personal information. Registration forms and photography or recording arrangements for children may require additional event-specific notices and permissions.

14. International Participants

INDICA events may involve participants, speakers and partners in India and abroad. Where information is processed or transferred internationally, we will follow applicable legal requirements and safeguards.

15. Applicable Law

We aim to comply with applicable Indian privacy and information-security laws, including the Information Technology Act, 2000, the Digital Personal Data Protection Act, 2023 and relevant rules, as and when their respective provisions apply.

16. Policy Changes

We may update this policy to reflect changes in our events, technology or legal obligations. The revised policy and effective date will be published on indica.events. Additional notice or fresh consent will be provided where required.

17. Contact

Indic Academy (INDICA)
501, Pooja Pride,
75, Srinagar Colony,
Hyderabad 500073, India
Email: namaste@indica.org.in
Website: https://indica.in