Privacy Policy

1. Who we are

• 1.1. This Privacy Policy applies to the UMT Techverse website and digital platform at https://umttechverse.com (the “Platform”), operated for Techverse Chapter 03 at the University of Management and Technology (UMT), Lahore, Pakistan.
• 1.2. For privacy questions about the Platform, contact registrations@umttechverse.com (registration and account data) or techverse@umt.edu.pk (general enquiries).
• 1.3. This Policy explains what personal data we collect, why we collect it, how we use and share it, how long we keep it, and the choices available to you.

2. Scope

• 2.1. This Policy covers personal data processed when you visit the Platform, create an account, sign in (including with Google), register for competitions or modules, upload payment receipts, contact us, or use related admin tools if you are authorised staff.
• 2.2. It does not cover third-party websites linked from the Platform (for example sponsor or partner sites). Those sites have their own privacy practices.

3. Personal data we collect

Depending on how you use the Platform, we may collect:

• Account and identity data: name, email address, profile identifiers from our authentication provider (Clerk), and, if you use Google Sign-In, basic profile information Google shares with us (such as name, email, and profile image) subject to your Google account permissions.
• Registration data: competition/module selection, team member names and emails, CNIC or national ID where required for event eligibility, phone number, university or affiliation, and other details you submit in registration forms.
• Payment evidence: payment receipt files you upload (images or documents) and related fee/status information needed to verify registration payment.
• Communications: messages you send to our enquiry or registration inboxes, and content of support correspondence.
• Technical and usage data: IP address, browser type, device/session identifiers, approximate location derived from IP, pages viewed, referring URLs, and security logs needed to operate and protect the Platform.
• Cookies and similar technologies: session and authentication cookies required for sign-in and security; analytics or preference cookies only if enabled for the Platform.

We do not knowingly sell personal data. We do not request more sensitive categories than needed for event operations and eligibility.

4. How we collect data

• Directly from you when you register, update a profile, upload a receipt, accept terms, or email us.
• From authentication providers (Clerk and, where used, Google) when you create an account or sign in.
• Automatically through the Platform’s servers, security middleware, and cookies when you browse or use signed-in features.
• From authorised Techverse staff when they review registrations, update status, or administer the event.

5. Why we use your data (purposes)

We process personal data to:

• Provide and secure accounts, including sign-in, session management, and abuse prevention.
• Process competition registrations, team composition, fee verification, and approval/rejection decisions.
• Send transactional emails about registration status (received, in process, approved, rejected) from registrations@umttechverse.com.
• Communicate operational updates related to modules, schedules, and event participation.
• Respond to enquiries sent to techverse@umt.edu.pk or registrations@umttechverse.com.
• Operate admin dashboards for authorised organisers (review queues, reports, staff tools).
• Maintain Platform security, debug errors, prevent fraud, and comply with university / OPA requirements.
• Improve the Platform’s reliability and user experience using aggregated or limited technical logs.
• Comply with legal obligations and protect the rights, safety, and property of UMT Techverse, participants, and the university.

6. Legal bases / justification

• 6.1. Where applicable privacy laws require a legal basis, we rely on: (a) performance of a contract or steps you request to register and participate; (b) legitimate interests in running a university technology event securely and fairly; (c) consent where you choose optional features or Google Sign-In permissions; and (d) legal or institutional compliance obligations.
• 6.2. You may withdraw consent for optional processing where consent is the basis, without affecting processing that must continue for registration, security, or legal reasons.

7. Google Sign-In and Google user data

• 7.1. If you choose “Sign in with Google”, Google authenticates you and may share limited account information with our authentication provider (Clerk) and then with the Platform, typically including your Google account email, name, and profile picture, according to the scopes you approve.
• 7.2. We use Google account data only to create/identify your Techverse account, keep you signed in securely, and associate your registrations with the correct user.
• 7.3. We do not use Google user data for advertising, do not sell it, and do not transfer it to unrelated third parties for their independent marketing.
• 7.4. Our use of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements, where those rules apply.
• 7.5. You can revoke Google access at any time in your Google Account permissions. Revoking access may prevent Google Sign-In until you reconnect; you may still use other available sign-in methods if offered.

8. Who we share data with

We share personal data only as needed to operate the Platform and the event:

• Authentication: Clerk (account, session, and OAuth handling), and Google when you use Google Sign-In.
• Hosting and infrastructure: Hostinger (or equivalent hosting/VPS), domain/DNS, and related security services needed to serve https://umttechverse.com.
• Email delivery: SMTP providers configured for outbound registration notifications from registrations@umttechverse.com.
• Media storage: systems used to store uploaded receipts and public event media (for example our configured media host).
• University / event administration: authorised UMT Techverse organisers, module leads, and OPA contacts who need registration data to run competitions fairly and safely.
• Legal / safety: authorities or university offices when required by law, university policy, or to investigate abuse, fraud, or safety risks.

Service providers are engaged to process data on our behalf or as independent controllers for their authentication services (for example Google and Clerk). They should not use your Techverse registration data for unrelated purposes.

9. Cookies and similar technologies

• 9.1. Essential cookies and local storage are used for authentication, CSRF/security protections, and keeping you signed in.
• 9.2. We may use limited analytics or performance measurements. If non-essential cookies are introduced, we will describe them here and, where required, request consent.
• 9.3. You can control cookies through your browser settings. Blocking essential cookies may break sign-in or registration flows.

10. How long we keep data

• 10.1. Account and registration records are retained for the duration of Chapter 03 operations and for a reasonable period afterwards for dispute resolution, audit, and institutional reporting.
• 10.2. Payment receipts and verification records are retained as long as needed to confirm fee payment and address charge or eligibility disputes.
• 10.3. Security and server logs are retained for shorter operational periods unless needed for an investigation.
• 10.4. When data is no longer required, we delete or anonymise it where reasonably practicable.

11. Security

• 11.1. We use HTTPS, access controls for admin tools, authenticated sessions, and hosting/security practices appropriate for an event registration platform.
• 11.2. No method of transmission or storage is perfectly secure. Please use a strong unique password for non-Google accounts and protect access to your email and devices.
• 11.3. If we become aware of a personal data breach that poses significant risk, we will take appropriate steps, which may include notifying affected users and relevant authorities where required.

12. Your rights and choices

Subject to applicable law and university requirements, you may request to:

• Access the personal data we hold about you on the Platform.
• Correct inaccurate registration or profile details (you can often update registration details while a submission is editable).
• Delete your account data where retention is no longer required for event, legal, or institutional reasons.
• Object to or restrict certain processing, or withdraw consent for optional processing.
• Receive a copy of data you provided, where technically feasible.

To exercise these rights, email registrations@umttechverse.com with the subject “Privacy request” and enough detail for us to verify your identity. We may need to keep limited records of the request.

13. Children

• 13.1. The Platform is aimed at university students and adult participants in technology competitions.
• 13.2. If you believe we have collected personal data from a child contrary to applicable rules, contact us and we will take appropriate action.

14. International processing

• 14.1. Our authentication and hosting providers may process data in data centres outside Pakistan. Where that occurs, we rely on appropriate contractual and provider safeguards available for those services.
• 14.2. By using the Platform, you understand that your data may be processed in those locations as needed to provide the service.

15. Changes to this Policy

• 15.1. We may update this Privacy Policy to reflect Platform, legal, or operational changes.
• 15.2. The “Last updated” date at the top of this page will change when we revise the Policy. Material changes will be highlighted on this page or communicated through the Platform where appropriate.
• 15.3. Continued use of the Platform after an update means you acknowledge the revised Policy.

16. Contact

• 16.1. Privacy and registration data: registrations@umttechverse.com
• 16.2. General enquiries (not for outbound notifications): techverse@umt.edu.pk
• 16.3. Website: https://umttechverse.com · Related pages: /policies, /terms, /contact
• 16.4. Organisation context: UMT Techverse, University of Management and Technology, Lahore, Pakistan.