Collect and use the personal data of applicants for undergraduate/postgraduate programs during their application process

Purpose of this document

The Bodoland University is committed to protecting the privacy and security of your personal data collected during the admissions process.

This policy applies to prospective students. Every department, center, institute, and college will also have its own privacy notice and nondisclosure agreement. To understand how and why we are using the information, it is crucial that you read this policy and any additional privacy policies we may offer at particular times when we are gathering or processing personal data about you. We may update this policy at any time.

Who is using your personal data

The "controller" of the data we collect from you or others as a result of your application to study in different programs is Bodoland University.

The University´s employees, including those working in its colleges, will have access to your data and must consider it as part of their duties to fulfill the objectives. We might also distribute it to the University´s statutory entities.

The types of data we hold about you

The information we hold about you may include the following:

• Personal details such as name, title, address, telephone number, email address, date of birth, gender identity, ID photograph (included within received documents), educational details, information about household income, and details of parents/guardians
• Education (including the school(s), from college(s) and other colleges or universities you have attended, and places where you have worked, the courses you have completed, dates of study and examination results)
• Other personal background information collected during the admissions process, e.g., whether you have been in care, your socio-economic classification, and details of your parents" occupation and education
• Information about your use of our IT systems
• Visa, passport, and immigration information
• Funding and financial support information
• Information about your use of our information and communications systems, including your communication preferences and website interaction.
• Information about your socio-economic background

We may also process the following "special categories" of more sensitive personal data:

• Information about your race or ethnicity, sexual orientation and religious beliefs
• Information about your health, including any disability and/or medical condition
• Information about criminal convictions and offences (if applicable to your course).

How the university obtained your data

The majority of the data we have is obtained via your application, such as through online application portals or systems. Additional information may also be gathered by us directly from you and from other sources, such as government offices and agencies, former schools, colleges and universities, and referees.

How the university uses your data

In order to handle and evaluate your study application, as well as for other purposes associated with your application, like determining your eligibility for various programs, we process your data. The conditions under which we must process your data are listed below. In order to fulfill our legitimate interests or the legitimate interests of others, we must also process your data. Examples include, but are not limited to, the following:

• asking you to provide additional information on your application
• notifying you of changes to course information.

Data sharing with third parties

To perform our contractual and other legal responsibilities or purposes, we may, where relevant and necessary, need to share your information with the following types of organisations:

• The college you have applied to or have been allocated to
• Your school, college, and/or training organisations
• Your referees
• External organisations offering University-sponsored services, including student surveys
• The governmental departments or agencies responsible for funding and student fellowships
• If you have or are seeking a particular collaboration with a third party, for example, because of an exchange scheme
• Sponsors or benefactors of funding and financial support
• Examination boards and awarding bodies
• Testing services, including National Testing Agency (NTA) etc.
• Third parties, including your former employer(s) or educational establishment(s) , to obtain a reference or to verify the accuracy of a reference or other information you have submitted with or in support of your application

Where information is shared with third parties, we will seek to share the minimum amount necessary.

Following our standards, all third-party service providers that handle data on our behalf must implement the necessary security measures to safeguard your data. We forbid them from using your information for their own objectives. We only give them permission to treat your data for the reasons listed and in compliance with our directives.

Retention period

Only as long as necessary to fulfill academic and institutional needs, such as those pertaining to legal, accounting, or reporting obligations, will we keep your data. According to Bodoland University´s policies and procedures, specifics about the retention durations for various program kinds may change.

Depending on the situation and the type of request, we might not be able to fulfill your request. For instance, we might be required by law or contract to handle your data, and stopping would make it impossible for us to fulfill our legal responsibilities. You can, however, revoke your consent at any moment by getting in touch with your principal or department head if you have given your approval to the processing (for instance, when you requested that we send you specific kinds of communications).

Keeping your data up-to-date

It´s critical that the information we have about you is correct and up to date. Up until the time you submit your application to the university, you have the ability to view, edit, and remove your own data. Once you have submitted your application, kindly notify us of any updates.

Changes to this privacy policy

This privacy statement may be updated at any moment, and we will make every effort to notify you of any significant changes. We might also occasionally inform you in other ways about how your personal data is being processed.