Privacy policy
Gardenia '26 · Garden City University. Effective 13 September 2026.
1. Who is responsible for this data
The Gardenia '26 organising team at Garden City University runs this portal for event registration, QR passes, scoring and results. Questions about this policy reach the convenor at gardenia@gardencity.university.
2. What we collect
- Sign-in details. When you sign in with Google, we receive your name and email address from your Google account. We never see your Google password.
- Participant details. Full name, institute or college name, USN / register number, a 10-digit mobile number, and the payment reference for the ₹1 registration fee.
- Registrations and passes. Which events you registered for, the date and time of registration, and your QR pass code for gate entry.
- Staff records. Faculty, convenor and verification-officer accounts hold the role requested, whether it was approved, and which events the person is assigned to.
- Scores and results. Performance entries and marks recorded by coordinators for the events they manage.
3. What we do not collect
No passwords (Google handles sign-in), no card, UPI or bank credentials — the ₹1 fee is paid through a bank transfer and we only keep the reference you type in. We run no advertising, tracking pixels or third-party analytics on this portal.
4. How we use it
To confirm who you are, complete your registration, issue a QR pass, let gate staff verify that pass, let coordinators record scores for their events, and let the convenor publish results and approve staff access. We use your mobile number only to contact you about your participation.
5. Who can see it
Access is limited by role. The convenor can see all participant and staff records. A coordinator can see the participants registered for the events assigned to them. A verification officer scanning a pass sees the participant name, event and pass status — nothing else. Students see their own profile and their own registrations.
6. Where it is stored and how it is protected
Records sit in a managed cloud database with role-based access rules enforced on the server, so a signed-in person can only read and change rows the rules allow. Sign-in uses a short-lived session kept in your own browser, and you can end it by signing out. No participant data is sold or shared with outside advertisers.
7. Third-party services
Google provides sign-in and its own privacy terms apply to that step. Our hosting and database providers process data only to run the portal.
8. How long we keep it
Participant and staff records are kept for the current festival year so registrations, gate checks and results work, and are removed when they are no longer needed for reporting. Removing a registration deletes the matching pass.
9. Your choices
You can sign in and update your own details, unregister from an event you no longer want to attend, or write to the convenor at gardenia@gardencity.university to ask for your records to be corrected or deleted.
10. Students under 18
Participants under 18 register through their institute, and any request from a parent or guardian about a minor's records is handled the same way as any other request.
11. Changes to this policy
If this policy changes, the effective date at the top is updated and the new version is published at this address.