PURPOSE OF THIS DOCUMENT

Sona Devi University, Ghatsila is dedicated to safeguarding the privacy and security of your personal information (‘personal data’). This privacy notice outlines how we gather, use, and manage your personal data throughout the admissions process. It is intended for individuals applying to undergraduate or postgraduate programs. Please note that individual departments, centres, institutes, or colleges may have their own specific privacy notices or non-disclosure agreements (NDAs). We encourage you to read this policy alongside any additional privacy notices provided at the time we collect or process your personal data. This will help ensure you understand how and why your information is being used.

We may update this policy from time to time, and any changes will be posted on this page.

WHO HAS ACCESS TO AND PROCESSES YOUR PERSONAL DATA

Sona Devi University acts as the “data controller” for the personal information we receive from you or from others during your application to various academic programs. Your information will be accessible to authorized staff members of the University, including those working within its affiliated colleges, who require access in order to fulfil their responsibilities related to the admissions process. We may also share your data with the University’s statutory bodies, as necessary.

WHAT PERSONAL DATA WE COLLECT AND KEEP

The data we may collect and hold about you includes, but is not limited to, the following:

• Personal Information: This includes your full name, title, address, phone number, email address, date of birth, sex, gender identity, and ID photograph (as submitted in application documents).

• Academic Background: Details of your education, such as the schools, colleges, and universities you have attended, completed courses, study periods, examination results, and any relevant employment or internships.

• Family and Financial Details: Information about your household income, parent(s) or guardian(s), including their occupations and education history.

• Admissions-related Personal Background: For example, whether you have been in care, your socio-economic background, and socio-economic classification.

• Technology Use: Records of your use of university IT and communication systems, including preferences related to communications and how you interact with our websites.

• Immigration and Identity: Visa, passport, and immigration status where applicable.

• Financial Information: Data related to funding, scholarships, and financial support you may receive.

• In addition, we may process more sensitive types of personal data (known as “special categories of data”), which could include:

  • Demographic and Identity Information: Such as your race or ethnic background, sexual orientation, and religious or philosophical beliefs.

  • Health Information: Including any disabilities or medical conditions you have disclosed.

  • Legal Disclosures: Information relating to any criminal convictions or offences, if required for your chosen course of study.

HOW SONA DEVI UNIVERSITY COLLECTS YOUR PERSONAL INFORMATION

The majority of the information we hold is obtained through your application, such as via our online application system or portal. Additionally, we may gather further details directly from you or from third-party sources, including referees, previous schools, colleges, universities, and relevant government departments or agencies.

HOW WE MAKE USE OF YOUR PERSONAL DATA

We process your data to evaluate and assess your application for admission, as well as for related purposes, such as determining your eligibility for various programs. Below, we outline the situations where processing your data is necessary.

Additionally, we may process your data to fulfil our legitimate interests or those of others. Some examples include, but are not limited to:

• Requesting further information to support your application.

• Informing you about any updates or changes to course details.