1. Introduction

Welcome to the Engineering College Hostel Portal. We are committed to protecting your privacy and ensuring your personal information is handled securely and responsibly, including staff, students, scholars, and other stakeholders.

2. Information We Collect

We collect and process the following types of personal information:

• Personal Information : Full name, email address, phone number, date of birth, student/staff ID.
• Academic Information: Course details, grades, attendance, exam records.
• Payment Information: Transaction records, payment method, billing address (processed securely via third-party payment providers).
• Login Information: Username, password (encrypted), IP address, and login timestamps.
• Technical Data: Device type, browser type, IP address, and cookies.

3. How We Use Your Information

We use your information to:

• Manage and process hostel applications and room allotments.
• Facilitate secure fee payment and maintain transaction records.
• Provide personalized access for students and staff.
• Communicate essential updates (e.g., room changes, payment reminders,etc).
• Enhance the portal's functionality and ensure a seamless experience.
• Comply with legal and hostel policies and regulations.

4. Sharing Information

We do not sell your data. However, we may share information with trusted third parties to provide essential services:

• Service Providers: We share payment details with trusted payment gateways (e.g., Razorpay, SBI,epay) for secure fee transactions.
• University Administration: Authorized personnel may access your information for hostel management purposes.
• Legal Compliance: We may share information to comply with legal obligations or requests from regulatory authorities.

5. Cookies and Tracking Technologies

We use minimal cookies for session management:

• Session Cookies: To maintain your active login session securely.
• No third-party analytics or tracking cookies are used.

You can manage or disable cookies via your browser settings, though some portal features may become unavailable.

6. Data Security

We implement advanced security measures to protect your data, including:

• Encryption of sensitive data (including passwords and payment details).
• Access controls and secure login mechanisms.
• Regular security audits and vulnerability assessments.

7. Refund and Cancellation Policy

All transactions processed through our online payment gateway are final. Refunds or cancellations will be considered only under the following conditions:

• If there has been a double payment due to a technical error.
• If a payment has been made but the transaction was not successful.
• In cases where the payment was made in error and a valid request is raised within 7 working days.

To request a refund, please email us at echquery@yahoo.com with the payment details.

Refunds, if approved, will be processed to the original payment method within 7 - 10 working days.

8. User Rights

You have the following rights regarding your personal information:

• Access & Update: Review and update your personal information through your account dashboard.
• Data Deletion: Request the deletion of your personal information upon account closure.
• Restrict Processing: Object to certain types of data processing (e.g., non-essential communications).
• Withdraw Consent: Revoke your consent for optional data processing at any time.

To exercise these rights, contact us at: https://ceg.annauniv.edu/ech/HostelConnect/Contact

9. Children's Privacy

We do not knowingly collect data from individuals under 16 years without parental consent.

10. Data Retention

We retain personal information as long as necessary for academic, legal, and operational requirements. Upon request, we will securely delete or anonymize your data unless retention is required by law.

11. Third-Party Links

The portal may contain links to external services, including trusted payment gateways like Razorpay, SBI and epay, or university-related resources. We are not responsible for the content or privacy practices of third-party websites. Please review their privacy policies for further information.

1. Accurate Information

You are responsible for providing correct and valid debit/credit card details or bank account information while making hostel fee payments.

2. Authorization

By initiating the payment, you authorize the system to debit your account for the hostel fee amount along with any applicable service or transaction charges.

3. Sufficient Balance

You must ensure that your bank account/card has sufficient funds to complete the transaction and cover any associated charges.

4. Privacy Compliance

By using the online payment portal, you agree to the privacy policy of the College of Engineering Guindy, which governs the collection and use of your personal and payment-related data.

5. Risk Acknowledgement

You acknowledge that online transactions may carry risks such as hacking, unauthorized use, or fraud. The hostel administration and the payment gateway provider shall not be held responsible for such external incidents beyond their control.

1.Permitted Use

The online payment facility shall be used strictly for collecting authorized hostel-related fees from students of the College of Engineering Guindy.

2.Prohibited Activities

The payment portal shall not be used for any unauthorized, illegal, or fraudulent financial activities or for purposes that fall under restricted categories as defined by payment gateway regulations.

3.Fair Processing

No discrimination shall be made against any valid mode of online payment. Transactions shall not be split into multiple smaller transactions for any reason without necessity.

4.Proper Transaction Handling

Only payments made directly by the student/parent shall be accepted. Cash-based settlements related to online transactions, or the use of cards belonging to hostel authorities or staff, are strictly prohibited.

6. Legal Compliance

The hostel administration and payment portal must comply with all relevant statutory regulations, financial rules, and anti-corruption guidelines.

1.Agreement to Terms

By proceeding with the online payment process, both the user and the hostel administration accept and agree to abide by these terms and conditions.

2.Use of Data

Personal and transactional information may be used strictly in accordance with the institution’s privacy policy and statutory requirements.

3.Right to Terminate

Either party reserves the right to terminate or restrict online payment access in the event of misuse, violations, or breach of terms.

4.Disclaimer

The College of Engineering Guindy Hostels and the payment gateway provider are not liable for any losses, delays, or damages arising from technical issues, system downtime, or circumstances beyond reasonable control.