Data Retention Policy

Data Retention Policy of PIIT

Prince Institute of Innovative Technology (PIIT), Greater Noida may collect, store and retain certain information related to students, parents, applicants, website visitors, admission enquiries, academic records and institutional communication.

This Data Retention Policy explains why PIIT may retain information, how long records may be kept and how data may be managed for academic, administrative, legal and institutional purposes.

Purpose of the Policy

The purpose of this policy is to explain PIIT’s general approach toward retaining enquiry records, admission data, student records, communication details, website information and institutional documents.

PIIT retains information only for genuine academic, administrative, admission-related, communication, regulatory or legal purposes.

Scope of This Policy

This policy may apply to information collected through:

• Admission enquiry forms

• Admission applications

• Counselling requests

• Contact forms

• Website forms

• Event registrations

• Student records

• Academic documents

• Fee payment records

• Scholarship-related documents

• Grievance communication

• Email, phone, SMS or WhatsApp communication

• Website analytics and technical data

• Any other institutional process requiring records

Types of Data PIIT May Retain

PIIT may retain different types of information depending on the purpose for which it was collected.

This may include:

• Student or applicant name

• Parent or guardian details

• Mobile number and email address

• Program or course of interest

• Admission form details

• Academic qualification details

• Documents submitted for admission

• Fee payment and receipt records

• Scholarship or concession records

• Counselling communication

• Grievance records

• Event or workshop registration details

• Website enquiry data

• Technical website usage information

• Official communication records

Admission Enquiry Data

When a user submits an admission enquiry through the PIIT website or official communication channels, the submitted information may be retained for follow-up, counselling support, admission guidance and institutional record purposes.

Admission enquiry data may help PIIT contact students or parents regarding program details, eligibility, fee structure, seat availability, counselling process and admission updates.

Applicant and Admission Records

Information submitted during admission may be retained for verification, academic records, regulatory compliance, university/board/council requirements and institutional documentation.

This may include admission forms, documents, photographs, identity details, academic certificates, payment records and other admission-related information.

Student Academic Records

PIIT may retain student academic records for as long as required under institutional, university, board, council, regulatory or legal requirements.

Academic records may include:

• Admission details

• Attendance records

• Internal assessment records

• Examination-related information

• Practical or project records

• Promotion or completion details

• Certificates and document records

• Disciplinary or student support records, where applicable

Such records may be required for verification, certificates, academic support, future references or official reporting.

Fee and Payment Records

Fee payment records, receipts, transaction details, refund requests, cancellation records and related communication may be retained for accounting, audit, administrative, legal and student support purposes.

These records help PIIT verify payments, issue receipts, process refund requests, resolve disputes and maintain financial accountability.

Scholarship and Concession Records

Scholarship, concession and financial support records may be retained for eligibility verification, document review, government scheme support, institute approval, audit and future reference.

Such records may include academic marksheets, income certificates, category certificates, bank details, scholarship applications and related communication.

Grievance and Complaint Records

Grievance, complaint, anti-ragging, student safety or disciplinary records may be retained for review, investigation, resolution, reporting and institutional accountability.

Retention of such records helps PIIT handle concerns properly and improve student support systems.

Website and Technical Data

The PIIT website may collect general technical data such as browser type, device type, page visits, traffic source, date and time of visit and website usage behaviour.

Such data may be retained for website improvement, analytics, security, performance monitoring and user experience enhancement.

This data is generally used in a non-personal or aggregated manner wherever possible.

Communication Records

PIIT may retain communication records related to admission enquiries, student support, fee clarification, grievance response, academic updates, event registration and official correspondence.

Communication may take place through phone, email, SMS, WhatsApp, website forms or other authorized channels.

Such records may be used to verify previous communication, respond to queries and maintain continuity in support.

Retention Period

The period for which PIIT retains data may vary depending on the type of information and purpose.

Data may be retained for:

• Admission follow-up period

• Duration of student’s academic program

• Time required for academic records

• University, board or council compliance period

• Accounting and audit requirements

• Legal or regulatory requirements

• Grievance or complaint resolution

• Institutional documentation needs

• Future verification or certificate support

Some records may be retained longer where required by academic, administrative or legal rules.

Data Minimization

PIIT aims to collect and retain information that is necessary for genuine institutional purposes.

Unnecessary or outdated information may be reviewed, archived, updated or deleted as per internal practices and applicable requirements.

Data Storage and Protection

PIIT may store information in physical records, digital systems, spreadsheets, databases, email records, communication platforms or website systems, depending on the nature of data and institutional process.

Reasonable steps may be taken to protect stored data from unauthorized access, misuse, alteration, loss or disclosure.

Access to records may be limited to authorized persons or departments.

Access to Retained Data

Retained information may be accessed only by authorized personnel for relevant purposes such as admission, academics, administration, accounts, student support, compliance, grievance handling or website management.

PIIT does not sell personal data to third parties.

Sharing of Retained Data

PIIT may share retained information only when necessary with:

• Authorized PIIT departments

• Affiliating universities, boards or councils

• Government or regulatory authorities

• Scholarship or verification authorities

• Service providers supporting website, communication or payment systems

• Legal or administrative authorities, where required

Such sharing will be limited to genuine academic, administrative, regulatory, legal or institutional purposes.

Data Correction and Updates

Students, parents or applicants may contact PIIT to update or correct inaccurate contact details or records, subject to verification and institutional requirements.

Some academic or official records may require supporting documents before correction.

Data Deletion Requests

Users may request deletion or review of certain personal information submitted through website enquiries or communication forms.

Deletion requests will be reviewed according to academic, administrative, legal, regulatory and institutional record requirements.

PIIT may not be able to delete information that is required for admission records, academic documentation, accounting, legal compliance, regulatory reporting or unresolved matters.

Archived Records

Some records may be moved to archive after the active purpose is completed. Archived records may be retained for future verification, audit, academic reference, legal requirement or institutional documentation.

Access to archived records may be limited.

Third-Party Systems

PIIT may use third-party systems for website hosting, forms, analytics, communication, payment or digital services.

Such systems may store or process certain data according to their own privacy and retention practices. PIIT encourages users to review third-party privacy policies where applicable.

User Responsibility

Students, parents, applicants and users are responsible for providing accurate information and informing PIIT about important changes in contact details or submitted records.

Incorrect or outdated information may affect communication, admission processing, academic records or student support.

Link with Privacy Policy

This Data Retention Policy should be read along with PIIT’s Privacy Policy, Cookie Policy, Communication Policy and Website Usage Policy.

Together, these policies explain how information may be collected, used, stored, retained and protected.

Contact for Data Retention Queries

For data retention, correction, update or privacy-related queries, users may contact PIIT through official communication channels.

Prince Institute of Innovative Technology (PIIT)Plot No. 9, Knowledge Park-III, Greater Noida, G.B. Nagar, U.P., Bharat 201310

Website: www.piitindia.edu.in

Email: itcell@piitindia.edu.in

Phone: +91-8744071200

Changes to This Policy

PIIT may update this Data Retention Policy from time to time due to changes in admission process, academic requirements, website features, legal needs, technology systems or institutional practices.

The updated policy will be published on the official website.

Acceptance of This Policy

By using the PIIT website, submitting forms, applying for admission, sharing documents or communicating with the institute, users acknowledge that information may be retained as described in this policy.

For data update, correction or privacy-related clarification, contact PIIT through official communication channels.

Contact PIIT

View Privacy Policy

View Communication Policy