Privacy Policy

IAES is a nonprofit organisation registered under the Charitable Trust Act, 1950, with its registered office at 3rd Floor, 301-302, Sun Square, Near Xavier’s Corner, Off C G Road, Navarangpura, Ahmedabad – 380009, Gujarat, India. We organise education fairs that connect students with participating universities. For the purposes of applicable data-protection law, IAES is the data controller for the personal data described below.

We collect the following categories of personal data:

• Student registrants: name, email address, phone/WhatsApp number, city, intended field/level of study, and the consent preferences you select at registration.
• University & institution representatives: name, job title, work email, phone/WhatsApp number, institution name and country, and booking/billing details needed to invoice participation.
• At-fair interactions: when a student’s event pass QR code is scanned by a university at the fair, that scan is recorded so the student can be followed up with by that university (subject to the student’s consent flags).
• Technical data: standard server logs and, where applicable, delivery/read status of messages we send you.

We use personal data to:

• Register you for an event and issue your entry pass.
• Send you confirmations, passes, event details, schedule updates, and reminders by email and — where you have opted in — WhatsApp.
• Tell you about future IAES education fairs that may be relevant to you, where you have consented to ongoing contact.
• Facilitate legitimate follow-up by participating universities for students who consent to share their details.
• Issue invoices, meet tax/accounting obligations, and operate and secure the Service.

4.1 Email is our primary channel and is sent to the address you provide so we can deliver your registration confirmation, pass, and essential event information.

4.2 WhatsApp is optional. We only send WhatsApp messages to a number when you have explicitly opted in during registration. WhatsApp messages are sent via the WhatsApp Business Platform (Meta). Message content is limited to your event pass, registration confirmation, event updates, and notices about future IAES fairs.

4.3 We may store the delivery status of messages we send (for example, delivered/read/failed) to maintain a reliable contact log and to honour your opt-out choices.

4.4 WhatsApp messaging is governed additionally by WhatsApp’s own Privacy Policy. We do not control WhatsApp’s processing of message metadata.

5.1 You choose your communication preferences at registration. You can withdraw consent at any time, and doing so will not affect the event services you have already registered for.

5.2 To stop WhatsApp messages: reply STOP (or “UNSUBSCRIBE”) to any WhatsApp message we send you. We will mark your number as unsubscribed and stop sending. You can also email us (see Section 13).

5.3 To stop emails: use the unsubscribe option in the email, or contact us.

6.1 With participating universities: if you are a student and you consent to share your contact details, the universities whose stalls you visit (and whose representatives scan your pass) may receive your name, email, and — only if you consented to WhatsApp/phone sharing — your phone number, for the purpose of legitimate admissions and education advisory follow-up. Universities are contractually required not to sell or onward-transfer your data.

6.2 With service providers: we use trusted processors to operate the Service — including email delivery, WhatsApp Business Platform (Meta), database/hosting infrastructure, and payment processing. They act on our instructions and only to the extent necessary to provide their service.

6.3 For legal reasons: we may disclose data where required by law, regulation, or valid legal process.

6.4 We do not sell your personal data.

We retain personal data for as long as needed to provide the Service, to keep you informed about future fairs where you have consented, and to meet legal, tax, and accounting obligations. When data is no longer required for these purposes, we delete or anonymise it. You may request earlier deletion as described in Section 10.

We apply reasonable technical and organisational measures to protect personal data, including access controls, encryption in transit, and row-level database access restrictions. No system is perfectly secure, but we work to safeguard your information and to limit access to those who need it to operate the Service.

Subject to applicable law, you may request to access, correct, update, or delete your personal data, and to withdraw consent for marketing or WhatsApp/email communications. To exercise these rights, contact us using the details in Section 13. We will respond within a reasonable period.

The Service is intended for prospective higher-education students and institutional representatives. We do not knowingly collect data from children under 13. If you believe a child has provided us data, contact us and we will delete it.

We may update this Privacy Policy from time to time. Material changes will be reflected by a new version number and effective date on this page. Continued use of the Service after an update constitutes acceptance of the revised policy.

For any privacy question or to exercise your rights, contact our education adviser team: