Effective date: 1 January 2024 |
Last updated: 12 May 2026
ELIMS College of Pharmacy (“the College”, “we”, “us”, or “our”), located at Ramavarmapuram P O, Villadam, Thrissur — 680631, Kerala, India, respects your privacy and is committed to protecting the personal information you share with us.
This Privacy Policy explains what information we collect through our online admission portal and website, how we use it, and your rights in relation to it.
1. Information We Collect
1a. Information you provide directly
- Identity & contact details: full name, date of birth, gender, religion, caste/community, category, nationality, email address, phone number(s), postal address.
- Academic records: examination results, board/university names, year of passing, marks and percentages.
- Parent / guardian information: name, relationship, occupation, annual income, phone number, email address.
- Government identification: Aadhaar number (optional; collected only if voluntarily submitted as part of the admission process).
- Uploaded documents: scanned copies of certificates, mark lists, transfer certificates, caste certificates, medical certificates, photographs, and other supporting documents as required by the admission process.
- Application metadata: course applied for, quota, application number, submission date and time.
1b. Information collected automatically
- IP address, browser type, and approximate location (for security logging and rate-limiting purposes only).
- Session identifiers stored as secure HTTP-only cookies (used to maintain your session during form completion; not used for tracking).
2. How We Use Your Information
We use the information collected solely for the following purposes:
- Processing and evaluating your application for admission.
- Communicating with you (and your parent/guardian) about your application status, shortlisting, and enrolment procedures.
- Verifying eligibility criteria as required by the Pharmacy Council of India (PCI), the Directorate of Medical Education (DME), and Kerala University of Health Sciences (KUHS).
- Maintaining records as required by regulatory and statutory authorities.
- Security: detecting and preventing fraudulent or malicious submissions.
- Generating anonymised statistical reports for internal planning (no personal data is shared in such reports).
We do not sell, rent, or trade your personal information to any third party.
3. Aadhaar Data Handling
If you voluntarily provide your Aadhaar number:
- It is stored in an encrypted form and accessed only by authorised admission staff.
- It is used exclusively for identity verification as permitted under the Aadhaar Act, 2016.
- It will not be shared with any private third party.
- You may request its deletion after admission verification is complete — see Section 7.
4. Data Retention
- Admitted students: records are retained for the duration of study and for 5 years after graduation, or as required by statutory authorities, whichever is longer.
- Unsuccessful / withdrawn applications: retained for 12 months from the date of submission, then securely deleted.
- Application documents (uploaded files): retained in line with the above timelines and then permanently deleted from our servers.
- Access logs: retained for 90 days for security purposes.
5. Information Sharing
We may share your information with:
- Regulatory authorities: PCI, DME Kerala, KUHS, and any other statutory body as required by law or regulation.
- Service providers: cloud hosting and email delivery providers who process data on our behalf under strict confidentiality obligations.
- Law enforcement: where required by a valid court order or applicable law.
No sharing occurs beyond the above categories without your explicit consent.
6. Security
- All data is transmitted over HTTPS (TLS 1.2 or higher).
- Passwords and sensitive credentials are stored as bcrypt hashes; plain-text passwords are never stored.
- Access to admission data is restricted to authorised college staff through a secured admin portal with mandatory authentication.
- We conduct periodic security reviews and promptly address identified vulnerabilities.
Despite these measures, no system is completely secure. If you believe your data has been compromised, please contact us immediately.
7. Your Rights
Subject to applicable law, you have the right to:
- Access: request a copy of the personal data we hold about you.
- Correction: request correction of inaccurate or incomplete data.
- Deletion: request deletion of your data (subject to our retention obligations).
- Withdrawal of consent: withdraw consent at any time (this may affect your ability to complete or continue the admission process).
To exercise any of these rights, please write to us at elimspharmacy@gmail.com with the subject line “Privacy Request”. We will respond within 30 days.
8. Cookies
We use a single session cookie (elims.sid) strictly necessary to maintain your form session. It is set as HTTP-only and expires when you close your browser or after 8 hours of inactivity. We do not use any tracking, advertising, or analytics cookies.
9. Third-Party Links
Our website may link to third-party websites (e.g. KUHS, PCI). This Privacy Policy does not apply to those sites. Please review their privacy policies independently.
10. Children
Our admission process may involve applicants under 18 years of age. In such cases, we require consent from a parent or guardian, indicated by their signature on the declaration in the application form.
11. Changes to This Policy
We may update this Privacy Policy from time to time. Material changes will be announced on our website. Continued use of the portal after changes constitutes acceptance of the revised policy.
12. Contact Us
For any privacy-related queries, please contact:
ELIMS College of Pharmacy
Ramavarmapuram P O, Villadam,
Thrissur — 680631, Kerala, India
Phone: +91 (0) 487 296 5395
Email: elimspharmacy@gmail.com
