Privacy Policy

18–20 December 2026 · ESCI, Hyderabad
Organised by The Institution of Engineers (India)

Privacy Policy

Online Registration & Payment for the 41st Indian Engineering Congress.

1. Introduction

The Institution of Engineers (India) (IEI), in association with the Engineering Staff College of India (ESCI), is organizing the 41st Indian Engineering Congress from 18 to 20 December 2026 at the ESCI Campus, Hyderabad.

This Privacy Policy explains how personal information provided by participants through the online registration and payment gateway is collected, used, stored, processed and protected in connection with registration and participation in the Congress.

By registering for the Congress and submitting personal information through the online registration/payment system, the participant acknowledges that they have read and understood this Privacy Policy.

2. Personal Information We May Collect

For registration, payment processing and event administration, we may collect information such as:

• Participant’s name
• Designation and organization/institution
• Professional details, where required
• Postal/contact address
• Email address
• Mobile/telephone number
• Registration category
• Details required for participation and event arrangements
• Billing/invoice information, where applicable
• Payment transaction reference/confirmation details
• Other information voluntarily provided by the participant during registration

Payment card, UPI, net-banking or other financial credentials are generally processed directly by the authorized payment gateway/payment service provider. IEI/ESCI does not intend to store sensitive payment credentials such as card numbers, CVV or banking passwords on its own systems.

3. Purpose of Collection and Processing

The information collected may be used for the following purposes:

1. Processing and confirming Congress registration.
2. Processing and verifying registration fee payments.
3. Issuing registration confirmations, receipts, badges and participation certificates.
4. Communicating important information regarding the Congress, including programme schedules, venue information and event-related updates.
5. Managing participant attendance and event facilities.
6. Responding to participant queries and providing registration support.
7. Maintaining financial, accounting and audit records.
8. Preventing fraudulent, unauthorized or suspicious transactions.
9. Complying with applicable legal, regulatory and statutory requirements.
10. Carrying out other activities reasonably necessary for administration of the Congress.

4. Payment Processing

Online registration fees will be processed through an authorized payment gateway/service provider.

When a participant makes an online payment, certain transaction-related information may be processed by the payment gateway, banks, card networks, UPI service providers or other payment service providers involved in the transaction.

IEI / ESCI will receive and retain appropriate transaction information, such as payment status, transaction/reference number, date and amount, for registration, reconciliation, accounting, audit and support purposes.

Participants should also review the privacy terms of the applicable payment gateway and their bank/payment service provider.

5. Legal Basis for Processing

Personal data will be processed for specified and legitimate purposes associated with Congress registration, payment processing, event administration, communications and compliance with applicable legal requirements.

The processing will be undertaken in accordance with applicable data protection and privacy laws, including the Digital Personal Data Protection Act, 2023, and applicable rules and regulations. The DPDP Act establishes a framework governing the processing of digital personal data in India.

6. Sharing of Personal Information

Personal information may be shared, where necessary and appropriate, with:

• Authorized payment gateway/payment service providers;
• Banks and financial/payment institutions involved in processing transactions;
• Authorized event management or registration service providers;
• Technology/IT service providers supporting registration systems;
• Printing, badge, certificate or event-support service providers, where required;
• Auditors, statutory authorities or government agencies where legally required;
• Other authorized persons/service providers strictly for purposes connected with organizing and administering the Congress.

IEI / ESCI will seek to ensure that such sharing is limited to information necessary for the relevant purpose.

7. Data Security

IEI / ESCI will take reasonable technical and organizational measures to protect personal information against unauthorized access, alteration, disclosure, misuse, loss or destruction.

Access to participant information will be restricted to authorized personnel and service providers who require the information for legitimate Congress-related purposes.

However, no electronic transmission or storage system can be guaranteed to be completely secure.

8. Data Retention

Participant information will be retained only for as long as reasonably necessary for the purposes for which it was collected, including:

• Registration and event administration;
• Financial and accounting records;
• Audit and statutory requirements;
• Resolution of payment or registration disputes;
• Legal or regulatory obligations.

After the applicable retention period, personal information may be securely deleted, anonymized or otherwise disposed of in accordance with applicable requirements and organizational policies.

9. Participant Rights

Subject to applicable law and the provisions in force at the relevant time, participants may have rights relating to their personal data, including rights concerning access to information, correction/update of personal data, withdrawal of consent where consent is the applicable basis, grievance redressal and other rights provided under applicable data protection law.

Requests relating to personal data may be submitted through the contact details provided below.

10. Accuracy of Information

Participants are responsible for providing accurate, complete and up-to-date information during registration.

IEI / ESCI will not be responsible for problems arising from incorrect, incomplete or outdated information submitted by the participant.

11. Cookies and Technical Information

The online registration/payment website may use cookies or similar technical technologies where required for website functionality, security, session management and improving the registration experience.

The payment gateway may separately use cookies, device information or technical information in accordance with its own privacy policy.

12. Third-Party Websites and Payment Services

The online registration system may redirect participants to third-party payment platforms or service providers.

IEI / ESCI is not responsible for the privacy practices, security practices or content of third-party websites or payment platforms. Participants are advised to review the applicable privacy policies and terms of those service providers before using their services.

13. Communications

The contact information provided during registration may be used to send essential communications relating to:

• Registration confirmation;
• Payment status;
• Event schedule and programme information;
• Venue and participation instructions;
• Changes or important announcements concerning the Congress;
• Certificates and other event-related information.

14. Non-Refundable Registration Fee

The collection and processing of personal information for registration does not alter the payment conditions of the Congress.

The registration fee, once successfully paid, is non-refundable, except where a refund is specifically required under applicable law or in cases of verified duplicate/erroneous payment, subject to applicable payment gateway and banking procedures.

Participants are advised to verify all registration details before making payment.

15. Changes to this Privacy Policy

IEI / ESCI may update or modify this Privacy Policy from time to time to reflect changes in the Congress arrangements, registration process, technology, applicable law or regulatory requirements.

The updated Privacy Policy will be made available through the relevant registration/website platform.

16. Grievance / Privacy Contact

For questions, concerns or requests relating to personal data, privacy or online registration, participants may contact:

17. Consent / Acknowledgement

By proceeding with online registration and payment, the participant confirms that:

I have read and understood the Privacy Policy and agree to the collection and processing of my personal information for registration, payment processing, event administration, communication and other legitimate purposes related to the 41st Indian Engineering Congress.

Last updated: August 2026