Privacy Policy

Welcome to the Medhavi Coaching Institute Portal ("Medhavi," "we," "us," or "our"). This Privacy Policy explains how we collect, use, disclose, and safeguard your personal data when you visit our website, use our student portal, or participate in our online examination platform (collectively, the "Services").

By accessing or using our Services, you signify that you have read, understood, and agree to our collection, storage, use, and disclosure of your personal information as described in this Privacy Policy. If you do not agree with the terms of this Privacy Policy, please do not access the Services.

1. Information We Collect

We collect information that identifies, relates to, describes, references, is capable of being associated with, or could reasonably be linked, directly or indirectly, with a particular user or device ("Personal Information"). We may collect the following categories of information:

• Personal Identification Information: Name, date of birth, gender, residential address, email address, phone number, and parent/guardian details.
• Academic & Account Information: Previous school records, board examination marks, roll numbers, enrollment IDs, usernames, and passwords used to access our portal.
• Assessment & Performance Data: Answers to test questions, exam scores, attendance records, performance analytics, and behavioral patterns during tests.
• Financial Information: Billing address and payment transaction details (Note: We do not store full credit card numbers; these are handled by our secure payment gateways).
• Technical Data & Usage Information: IP addresses, browser type, operating system, referring URLs, device identifiers, and data regarding your interaction with our platform.

2. Exam Monitoring and Proctoring Data

To maintain the academic integrity of our online examination platform, we may utilize automated proctoring and exam monitoring tools. During an online examination, we may collect:

• Audio/Video Recordings: Video feeds from your webcam and audio from your microphone to monitor the testing environment.
• Screen Activity: Captures or recordings of your screen to ensure no unauthorized applications or materials are accessed during the test.
• Biometric & Keystroke Data: Facial recognition data for identity verification and keystroke patterns to detect anomalies.
• System Data: Monitoring of background applications, connected displays, and hardware configurations to prevent malpractice.

3. How We Use Your Information

We use the collected information for various purposes, including to:

• Process admissions, enrollments, and manage your account.
• Provide, operate, and maintain our educational and examination services.
• Grade assessments, generate performance reports, and provide academic feedback.
• Communicate with you (via email, SMS, or WhatsApp) regarding schedules, attendance alerts, exam results, and policy updates.
• Verify your identity and prevent fraudulent activities or academic dishonesty.
• Improve, personalize, and expand our platform’s features and user experience.
• Comply with legal obligations and resolve any disputes.

4. Cookies and Tracking Technologies

We use cookies, web beacons, and similar tracking technologies to track activity on our platform and hold certain information.

• Essential Cookies: Necessary for the operation of the portal (e.g., keeping you logged in).
• Analytical Cookies: Help us understand how visitors interact with our platform by reporting information anonymously.
• Preference Cookies: Allow the portal to remember choices you make (e.g., language preferences). You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept essential cookies, you may not be able to use certain portions of our portal, including the examination platform.

5. Data Sharing and Third-Party Services

We do not sell, rent, or trade your Personal Information. We may share your information only in the following situations:

• Service Providers: We may share data with trusted third-party vendors who assist us in operating our portal, conducting business, processing payments, or delivering communications (e.g., SMS/WhatsApp gateways, cloud hosting providers).
• Compliance with Laws: We may disclose your information where required to do so by law or subpoena or if we believe that such action is necessary to comply with the law and the reasonable requests of law enforcement or to protect the security or integrity of our Services.
• Academic Partnerships: With explicit consent, we may share non-identifiable, aggregated performance data with academic boards or for educational research.

6. Data Retention

We will retain your Personal Information only for as long as is necessary for the purposes set out in this Privacy Policy. Academic records, test scores, and enrollment data may be retained for extended periods to maintain educational histories and alumni records. Proctoring data (such as video recordings) will be securely deleted after the review period for the respective examination has concluded and any disputes are resolved, in accordance with our internal data retention schedules.

7. Security of Your Data

We employ administrative, technical, and physical security measures to help protect your Personal Information. While we have taken reasonable steps to secure the personal information you provide to us, please be aware that despite our efforts, no security measures are perfect or impenetrable, and no method of data transmission can be guaranteed against any interception or other type of misuse.

8. User Rights

Depending on your jurisdiction, you may have the following rights regarding your personal data:

• Access & Portability: The right to request copies of your personal data held by us.
• Correction: The right to request correction of any inaccurate or incomplete personal data.
• Deletion: The right to request the deletion of your personal data, subject to certain legal and academic exceptions.
• Restriction of Processing: The right to request that we restrict the processing of your personal data under certain conditions.

To exercise any of these rights, please contact us at the details provided below.

9. Account Responsibilities

You are responsible for maintaining the confidentiality of your account credentials (username and password). You agree to accept responsibility for all activities that occur under your account. If you suspect any unauthorized use of your account or any other breach of security, you must notify us immediately.

10. Children's Privacy

Our services are designed for students preparing for competitive examinations (such as JEE and NEET). For minor students (under the age of 18), we require the consent and involvement of a parent or legal guardian for enrollment and data collection. We do not knowingly collect personally identifiable information from children without verifiable parental consent. If we become aware that we have collected Personal Information from a minor without parental consent, we take steps to remove that information from our servers.

11. Applicable Laws and Jurisdiction

This Privacy Policy shall be governed by and construed in accordance with the laws of India, including the Information Technology Act, 2000, and the Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011. Any disputes arising out of or relating to this Privacy Policy shall be subject to the exclusive jurisdiction of the courts located in Dibrugarh, Assam.

12. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. You are advised to review this Privacy Policy periodically for any changes.

13. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:

Medhavi Coaching Institute 1st Floor, above S.B.I ATM, near Convoy Hotel, Boiragimoth, Dibrugarh, Assam 786003
Email: info@medhavi.net.in Phone: +91 60029 71682