Privacy notice

Who is responsible

Aytas Association is responsible for the student application records described in this notice. Carmen Sivunigunta is our privacy and grievance contact.

What we collect

The student application asks for:

• the student's first name and current grade;
• the student's school and locality;
• the parent, guardian or authorised referrer's name and WhatsApp number;
• whether the application is a school nomination, community referral or direct family application;
• the child's interests and any access needs shared with us; and
• the confirmations and consent recorded with the application.

We also create an application reference and keep submission timestamps, application status and internal review fields needed to process the application.

How we use the information

We use application information only to:

• review and select children for an AYTAS program;
• communicate about the application, availability, scheduling and participation; and
• understand and support access needs shared with us.

We do not sell application information. We do not use it for behavioural advertising, fundraising or unrelated outreach.

Parents, guardians and referrers

A parent or guardian may apply directly. A school or community referrer may submit an application only with the child's parent or guardian's permission. A referrer confirms that permission when submitting the application.

Services that process an application

We use a small number of service providers to receive and manage applications:

• Vercel hosts the website and receives the application request through the AYTAS application endpoint.
• Cloudflare Turnstile checks that a submission is not automated. Cloudflare receives the verification request and related network information, but AYTAS does not send the application answers to Turnstile.
• Supabasestores delivery metadata such as the application reference, a protected fingerprint, the Google Sheet row number, delivery status and timestamps. It does not store the child or guardian's application answers in plaintext.
• Google OAuth and Google Sheets authorise the AYTAS submission service and store the full application and its review fields in the access-controlled application sheet.

Who can access application records

Access to the application sheet is limited to designated AYTAS personnel responsible for privacy, program review and technical administration, plus the AYTAS submission service account. Human access is protected by account permissions and multi-factor authentication. The service account is used only to write applications to the sheet.

How long we keep applications

• Rejected, withdrawn or duplicate applications: six months after the decision or withdrawal.
• Waitlisted applications: up to 12 months after the child is placed on the waitlist.
• Selected applications:until the child's program ends, plus 12 months.

AYTAS reviews expired records at least monthly and clears the application content from its fixed Google Sheet record and the corresponding Supabase delivery metadata, unless temporary retention is required to meet a legal obligation, protect a child or resolve a dispute.

Children's photographs and videos

Submitting a student application does not by itself give AYTAS permission to publish an identifiable photograph or video of a child. AYTAS obtains separate, documented permission from a parent or guardian before publication.

Your choices and requests

A parent or guardian may ask AYTAS to:

• explain what application information we hold;
• correct inaccurate or incomplete information;
• withdraw an application or consent;
• delete an application record; or
• stop further application or program communication.

Contact Carmen Sivunigunta at future@aytasassociation.org or through WhatsApp at +91 81212 25627. Please include the application reference if available. To protect the child's information, we may ask for enough information to locate the record and confirm the requester's relationship to the child.

If we cannot complete a request, we will explain why and provide a way to raise the concern with our privacy and grievance contact.

Changes to this notice

We will update this page when our application process or data practices change and will show the new update date at the top.