Privacy Policy

1. Overview & Introduction

Welcome to the official event registration portal of Rotary International District 3204 (District Office 2026-27). We respect your privacy and are committed to protecting the personal data you share with us when registering for our events, programs, conventions, and initiatives.

This Privacy Policy outlines how we collect, use, process, and safeguard your personal information in connection with your use of our website and event payment portal.

2. Information We Collect

When you register for an event on our portal, we may collect the following types of information:

• Personal Identification Details: Full Name, Email Address, Contact Mobile/Phone Number, Postal Address.
• Rotary Membership Information: Rotary Club Name, District Role/Designation, Rotarian / Spouse / Anns / Annets status.
• Event Preferences: Registration Type/Category, Food Preferences, T-Shirt Size, or Accommodation choices (where applicable).
• Payment Information: Details regarding payment completion status, transaction numbers, and reference IDs. Note: We process online payments via Razorpay. We do NOT store your sensitive financial information such as card numbers, CVVs, PINs, or net banking passwords on our servers. All payment transactions are handled securely by Razorpay.
• Technical & Usage Data: IP Address, browser type, device specifications, and page access timestamps collected automatically for system administration and security.

3. How We Use Your Information

We use the collected information strictly for legitimate organizational and event management purposes, including:

• Processing your event registration and issuing entry passes / QR-coded tickets.
• Verifying attendee identity at event entry desks and check-in counters.
• Sending confirmation emails, SMS notifications, and event updates (e.g. schedule changes, venue directions).
• Generating attendee lists and badges for Rotary event organizers.
• Addressing user support requests, billing queries, or technical issues.
• Fulfilling statutory audit, tax, and legal requirements.

4. Payment Processing & Data Security

Your online payments are processed through Payment Gateway, a PCI-DSS compliant payment solution provider.

5. Information Sharing & Disclosure

We respect your privacy and do NOT sell, rent, trade, or lease your personal information to third-party advertisers or commercial entities.

Your information is shared only under the following limited circumstances:

• Authorized Service Providers: (for payment gateway processing), email/SMS gateway service providers (strictly for transactional alerts).
• Rotary Event Organizing Committees: Venue management teams and registration desk officers strictly for gate entry verification and logistics planning.
• Legal Obligations: When required by applicable Indian laws, judicial proceedings, or lawful requests from governmental authorities.

6. Cookies & Tracking Technologies

Our portal uses essential session cookies to manage registration flows, remember temporary input state, and optimize browsing experience. Cookies do not store personally identifiable sensitive financial data and can be controlled via your web browser settings.

7. Your Data Rights

You have the right to:

• Request access to your registration records stored on our portal.
• Request correction or updating of inaccurate personal information.
• Request clarification regarding how your data is processed.

To exercise any of these rights, please reach out to us using the contact details below.

8. Contact Us for Privacy Concerns

If you have any questions, concerns, or requests regarding this Privacy Policy or data privacy practices, please contact our District Office: