1. Introduction

International Prosafety Academy collects, stores, and processes personal and academic data of our students, staff, and stakeholders. We are committed to protecting this data from unauthorized access, misuse, or loss. This Data Protection & Record Retention Policy outlines our practices for data handling, security, and retention to comply with applicable laws and maintain trust with our stakeholders.

2. Scope of This Policy

This policy applies to all personal and academic data collected by International Prosafety Academy, whether stored digitally or physically. It covers data of:

  • Students and prospective applicants
  • Faculty members and staff
  • Alumni
  • Third-party vendors and partners

3. Types of Data Collected

We may collect the following types of data:

  • Personal Information – Name, date of birth, gender, contact details, address, identification documents.
  • Academic Information – Enrollment details, course records, attendance, grades, certificates, and transcripts.
  • Financial Information – Fee payment records and financial transactions.
  • Special Category Data – Medical conditions or disabilities (with explicit consent) for making reasonable adjustments.
  • Usage Data – Data generated through student portals and learning management systems.

4. Data Protection Principles

We adhere to the following data protection principles:

  • Lawfulness, Fairness, and Transparency – Data is collected only for legitimate purposes with full transparency.
  • Purpose Limitation – Data is used only for the purposes stated at the time of collection.
  • Data Minimization – Only necessary data is collected.
  • Accuracy – Data is kept accurate and updated.
  • Storage Limitation – Data is retained only for as long as necessary.
  • Integrity and Confidentiality – Data is processed in a manner that ensures appropriate security.

5. Data Security Measures

We implement appropriate technical and organizational measures to protect data, including:

  • Digital Security – Firewalls, encryption, secure servers, and access controls.
  • Physical Security – Locked filing cabinets, secure storage areas, CCTV surveillance.
  • Access Control – Role-based access – only authorized personnel have access to specific data.
  • Staff Training – Regular training on data protection for all staff members.

6. Data Sharing

We do not share personal data with third parties except in the following circumstances:

  • With explicit consent from the individual
  • When required by law or regulatory authorities
  • With awarding bodies for certification purposes
  • With service providers (e.g., IT support) under strict confidentiality agreements

7. Record Retention Periods

We retain records for specific periods to meet academic, legal, and administrative requirements:

  • Student Academic Records – Minimum 5 years after course completion.
  • Financial Records – Minimum 7 years as per tax regulations.
  • Complaint and Appeal Records – Minimum 3 years.
  • Staff Records – Minimum 5 years after employment.
  • CCTV Footage – Retained for 30 days (unless required for an ongoing investigation).

8. Data Deletion

Once the retention period expires, data is securely destroyed or deleted. Digital data is permanently deleted using secure deletion methods, and physical documents are shredded.

9. Rights of Data Subjects

Individuals whose data we hold have the following rights:

  • Right to Access – Request a copy of their data.
  • Right to Rectification – Correct inaccurate data.
  • Right to Erasure – Request deletion of data (subject to legal retention requirements).
  • Right to Restrict Processing – Limit processing of their data.
  • Right to Data Portability – Receive their data in a machine-readable format.

Requests can be submitted to the Data Protection Officer via the contact details below.

10. Data Breach Protocol

In the event of a suspected data breach, we will:

  • Immediately contain the breach and assess its impact.
  • Notify affected individuals and relevant authorities as required by law.
  • Conduct a root cause analysis and implement preventive measures.

11. Policy Review

This policy is reviewed annually and updated as needed to comply with evolving data protection laws and industry standards.

12. Contact Information

Academy Name: International Prosafety Academy
Address: Sector 10, Vikas Nagar, Lucknow, Uttar Pradesh, India – 226022
Email: info@prosafetyacademy.com
Phone: +91-9795976707
Office Hours: Mon-Sat, 9:00 AM – 6:00 PM