Legal & Policy Handbook

This Privacy Policy governs how the Entrepreneurship Cell (E-Cell), Amrita Vishwa Vidyapeetham, Nagercoil Campus, collects, uses, stores, and protects personal data provided by its members, event participants, and website visitors. By registering as a member or participating in any E-Cell event, you consent to this policy.

1.1 Information We Collect

• Full name, student roll number, and department/programme details
• Official university email address and contact phone number
• Photograph or profile image (used for ID cards, event registrations, certificates, and promotional materials)
• Academic year, semester, and batch information
• Startup or project ideas submitted during E-Cell programs
• Social media handles provided voluntarily for networking purposes
• Event registration data including attendance records and participation details
• Device information, IP address, and browser metadata when using E-Cell digital platforms

1.2 How We Use Your Information

• To issue E-Cell membership credentials and student ID cards
• To register you for events, competitions, workshops, and hackathons
• To display your name and photograph in event brochures, certificates, social media posts, and promotional banners — with your prior consent
• To send official communications, newsletters, and event updates
• To compile internal reports and maintain E-Cell records
• To verify eligibility for awards and recognition programs
• To comply with university regulations and auditing requirements

1.3 Photography & Media Consent

Events organised by E-Cell may be photographed or recorded. By attending or participating:

• You consent to your likeness being captured and used in E-Cell's official promotional materials
• You consent to photographs being shared on E-Cell's official social media accounts and website
• If you do not wish to be photographed, you must notify the Event Coordinator in writing before the event
• Identifiable photographs of minors (if any) will only be published with explicit parental consent
• Photographs will not be sold to third parties or used for commercial advertising without separate consent

1.4 Data Sharing

E-Cell does not sell or rent personal data. We may share information with:

• University administration and faculty — for compliance and oversight purposes
• Co-organising institutions — only with participant consent for joint events
• Award bodies and sponsors — limited to name and achievement data where required

We do not share personal data with external marketing agencies.

1.5 Data Security

• Data is stored in password-protected digital systems accessible only to authorised E-Cell officers
• Physical records are stored securely and destroyed after the applicable retention period
• Members are advised not to share login credentials with others
• In the event of a data breach, affected individuals will be notified within 72 hours

1.6 Your Rights

• Access: You may request a copy of the personal data we hold about you
• Correction: You may request correction of inaccurate data
• Deletion: You may request deletion of your data after your membership ends, subject to legal or audit obligations
• Withdrawal of Consent: You may withdraw media consent at any time — this applies prospectively and will not affect previously published materials

1.7 Contact

For privacy-related queries, write to the E-Cell Secretary at the Nagercoil Campus or approach the Faculty Coordinator, School of Computing, Amrita Vishwa Vidyapeetham.

These Terms and Conditions govern membership in and participation in activities organised by E-Cell, Amrita Vishwa Vidyapeetham, Nagercoil Campus. All members, event participants, and visitors to E-Cell platforms are bound by these terms.

2.1 Acceptance of Terms

By registering as a member or attending any E-Cell event, you agree to be bound by these Terms and Conditions, the Privacy Policy, and all applicable rules in the E-Cell Rule Book. If you do not agree, you must not register or participate.

2.2 Membership Terms

• Membership is open to all currently enrolled students of Amrita Vishwa Vidyapeetham, Nagercoil Campus
• Membership is voluntary and non-transferable
• E-Cell reserves the right to reject or terminate membership in cases of misconduct or violation of these terms
• Members must maintain a minimum 60% attendance at meetings and events to retain active membership status

2.3 Intellectual Property

• Original ideas, projects, and innovations presented through E-Cell programs remain the sole intellectual property of their creators
• Team-based projects: IP rights must be documented in a written agreement among team members before project submission
• E-Cell branding, logos, materials, and content are protected intellectual property of E-Cell / Amrita Vishwa Vidyapeetham
• Members must not reproduce, distribute, or modify E-Cell materials without written authorisation

2.4 Event Participation

• Participants must provide accurate information during event registration
• E-Cell reserves the right to disqualify participants who provide false information
• Event-specific rules and judging criteria will be communicated separately for each event
• Decisions of judges and the Executive Committee are final and binding

2.5 Use of E-Cell Platforms

• Users must not engage in spamming, phishing, or any unauthorised access to E-Cell digital systems
• Members are responsible for the security of their account credentials
• E-Cell reserves the right to suspend access to platforms for violations of these terms

2.6 Limitation of Liability

E-Cell and Amrita Vishwa Vidyapeetham shall not be liable for:

• Loss of data submitted through E-Cell platforms due to technical failures beyond our control
• Outcomes of business ideas, startups, or ventures developed through E-Cell programs
• Third-party products, services, or links referenced in E-Cell communications

2.7 Modifications

E-Cell reserves the right to modify these Terms and Conditions at any time. Members will be notified of significant changes. Continued participation constitutes acceptance of the revised terms.

3.1 General Disclaimer

The E-Cell, Amrita Vishwa Vidyapeetham, Nagercoil Campus, provides all information, resources, mentorship introductions, and programs solely for educational and skill-development purposes. Nothing communicated through E-Cell programs constitutes professional legal, financial, investment, or business advice.

3.2 Startup & Business Ideas

E-Cell facilitates an environment for student entrepreneurship. However:

• E-Cell does not guarantee the commercial viability, success, or legality of any startup idea presented or developed through its programs
• Members are solely responsible for conducting due diligence before launching any commercial venture
• E-Cell is not liable for losses arising from business decisions made based on advice received at E-Cell events

3.3 Mentor and Guest Speaker Content

Views, opinions, and advice expressed by mentors, guest speakers, and industry experts during E-Cell events are their own and do not represent the official position of E-Cell or Amrita Vishwa Vidyapeetham.

3.4 External Links and Third-Party Resources

E-Cell communications and platforms may include links to external websites and resources. E-Cell does not endorse or take responsibility for the accuracy, privacy practices, or content of third-party sites.

3.5 Photographs and Media

While E-Cell makes reasonable efforts to obtain consent before publishing photographs, errors may occasionally occur. Individuals who find their photograph published without consent should contact the E-Cell Secretary immediately for removal.

3.6 Accuracy of Information

E-Cell makes every effort to ensure information published is accurate and up to date. However, we do not warrant the completeness or accuracy of any information and accept no liability for errors or omissions.

4.1 Ownership

All original content created by E-Cell — including logos, event designs, brochures, website content, social media creatives, training materials, and publications — is the intellectual property of E-Cell, Amrita Vishwa Vidyapeetham.

4.2 Permitted Use

• Members may share E-Cell content for personal, non-commercial purposes with appropriate attribution
• Press and media may reproduce limited excerpts with attribution to "E-Cell, Amrita Vishwa Vidyapeetham, Nagercoil Campus"
• Academic references to E-Cell programs must cite E-Cell correctly

4.3 Prohibited Use

• Reproducing E-Cell materials for commercial purposes without written consent
• Modifying E-Cell's logo or visual identity without authorisation
• Passing off E-Cell content as one's own

4.4 Member-Generated Content

When members submit original work (designs, presentations, articles) for E-Cell publications or events:

• Members retain ownership of their original work
• Members grant E-Cell a non-exclusive, royalty-free licence to use, display, and reproduce the work for E-Cell purposes
• Members warrant that submitted content does not infringe third-party rights

4.5 Reporting Infringement

If you believe E-Cell has published content that infringes your copyright, contact the E-Cell Secretary in writing with details of the original work and the alleged infringement. E-Cell will investigate and respond within 14 working days.

5.1 Purpose

This policy sets out how long E-Cell retains personal data collected from members, event participants, and website users, and how data is securely disposed of once the retention period expires.

5.2 Retention Schedule

Data Type	Retention Period	Basis
Membership records	5 years after graduation	University compliance
Photographs / media	5 years or withdrawal of consent	Operational / promotional
Event registration data	3 years	Audit and reporting
Financial records	7 years	Statutory requirements
Website usage data	12 months	Analytics
Grievance records	3 years	Legal / disciplinary
Startup idea submissions	Indefinite (anonymised)	Research / institutional memory

5.3 Disposal of Data

• Digital data is permanently deleted using secure deletion methods
• Physical documents are shredded
• Cloud-stored data is purged from all backups within 30 days of the deletion request

5.4 Exceptions

Data may be retained beyond the standard period where required by law, ongoing legal proceedings, or university audit requirements.

This policy applies when E-Cell collects registration fees for events, workshops, competitions, or incubation programs.

6.1 Registration Fees

• Registration fees, where charged, are clearly communicated before payment
• Fees may be collected for premium workshops, external competitions, startup bootcamps, or events with a paid venue/resource requirement

6.2 Refund Eligibility

Scenario	Refund Status	Processing Time
Event cancelled by E-Cell	100% refund	7–10 working days
Cancellation by participant (7+ days before event)	75% refund	7–10 working days
Cancellation by participant (3–6 days before event)	50% refund	7–10 working days
Cancellation by participant (less than 3 days before)	No refund	N/A
No-show without prior notice	No refund	N/A
Duplicate payment	100% of duplicate amount	7–10 working days

6.3 How to Request a Refund

1. Email the E-Cell Treasurer with your registration details and reason for cancellation
2. Include proof of payment (receipt / transaction ID)
3. Refund requests are processed within 14 working days of approval
4. Refunds are returned to the original payment method only

6.4 Sponsorship & Donation Funds

Sponsorship funds and donations are not refundable under any circumstances.

E-Cell is committed to providing a respectful, inclusive, and professional environment for all members, participants, mentors, and guests. This Code of Conduct applies to all E-Cell spaces — physical meetings, events, online platforms, and social media.

7.1 Expected Behaviour

• Treat every individual with respect and dignity regardless of gender, religion, caste, nationality, or academic background
• Engage constructively in discussions and debates; challenge ideas, not people
• Give credit to others for their ideas, work, and contributions
• Maintain confidentiality of sensitive startup ideas, project details, and personal data shared within E-Cell
• Follow all university regulations, event rules, and instructions from E-Cell officers and the Faculty Coordinator
• Use E-Cell resources, funds, and equipment responsibly and only for approved purposes
• Represent E-Cell professionally in all external interactions

7.2 Prohibited Conduct

• Harassment, bullying, intimidation, or threatening behaviour in any form — verbal, written, or physical
• Discrimination based on gender, caste, religion, disability, or any protected characteristic
• Plagiarism or misappropriation of intellectual property
• Misuse of E-Cell funds, sponsorships, or resources
• Publishing false, misleading, or defamatory content in E-Cell's name
• Sharing confidential E-Cell or startup information without authorisation
• Engaging in political campaigning, illegal activities, or activities contrary to university policy while representing E-Cell

7.3 Online Conduct

• Do not post offensive, hateful, or misleading content on E-Cell platforms
• Do not impersonate other members or E-Cell officials online
• Report any suspicious or inappropriate online behaviour to the E-Cell Secretary immediately

7.4 Consequences of Violations

Violations will be handled according to the Disciplinary Actions framework in the E-Cell Rule Book:

1. Formal written warning
2. Temporary suspension from E-Cell activities
3. Removal from leadership position
4. Permanent termination of E-Cell membership

Severe violations involving university regulations or law will be escalated to the university's Student Affairs / Disciplinary Committee.

8.1 Our Commitment

E-Cell, Amrita Vishwa Vidyapeetham, is committed to ensuring that all students — regardless of physical or learning disability — have equal opportunity to participate in E-Cell activities, events, and programs.

8.2 Physical Accessibility

• Events will, wherever possible, be held in accessible venues within the Nagercoil Campus
• Members with mobility, visual, or hearing impairments should notify the Event Coordinator at least 5 days before an event so appropriate accommodations can be arranged
• Event materials will be made available in accessible formats upon request

8.3 Digital Accessibility

• E-Cell will strive to ensure that its website and digital platforms meet basic web accessibility standards
• Documents published by E-Cell will use legible fonts, sufficient colour contrast, and structured headings where possible
• Members who encounter accessibility barriers on E-Cell's digital platforms are encouraged to report them to the Secretary

8.4 Inclusive Participation

• E-Cell activities are designed to be inclusive of students from all branches, years, and backgrounds
• Language accommodations (Tamil / English explanations) will be provided at events where requested
• Students with documented learning difficulties may request additional time or alternate formats for competition submissions

8.5 Feedback

We welcome feedback on how we can improve accessibility. Contact the E-Cell Secretary or Faculty Coordinator with your suggestions.

E-Cell is committed to addressing member concerns fairly, promptly, and confidentially. This policy sets out the process for raising and resolving grievances within the club.

9.1 What Constitutes a Grievance

• Unfair or biased decisions by the Executive Committee
• Violation of the Code of Conduct by any member or officer
• Misuse of E-Cell funds or resources
• Harassment or discrimination
• Denial of rights provided under this Policy Handbook
• Any other matter causing genuine harm to a member

9.2 Grievance Process

Step	Action	Responsible Party	Timeline
1	Submit written grievance to E-Cell Secretary	Complainant	At any time
2	Acknowledgement of receipt	Secretary	Within 3 working days
3	Investigation & fact-finding	Executive Committee	Within 10 working days
4	Resolution communicated to complainant	President	Within 15 working days
5	Escalation to Faculty Coordinator (if unresolved)	Complainant / President	Within 21 working days
6	Escalation to University Administration (if unresolved)	Faculty Coordinator	As per university policy

9.3 Confidentiality

All grievances are handled in strict confidence. Only those directly involved in the investigation will have access to the details. Retaliatory action against a person who raises a genuine grievance in good faith is a serious violation of this policy.

9.4 Anonymous Complaints

Anonymous grievances may be submitted to the Faculty Coordinator. While E-Cell will investigate in good faith, the absence of identifying information may limit the scope of action that can be taken.

These guidelines apply to all E-Cell community spaces — WhatsApp groups, forums, online platforms, collaborative tools, and in-person discussions. They supplement the Code of Conduct and are designed to keep our community collaborative, constructive, and creative.

10.1 Be Constructive

• Share ideas, resources, opportunities, and feedback that add value to the community
• When critiquing another's idea, offer specific, actionable feedback rather than dismissive comments
• Celebrate your fellow members' achievements and milestones

10.2 Stay on Topic

• Keep discussions relevant to entrepreneurship, innovation, and E-Cell activities
• Use the appropriate channel or group for each type of communication (events, resources, networking)
• Avoid sending repeated, unsolicited messages or advertising personal businesses without approval

10.3 Respect Privacy

• Do not share personal contact information of other members without their consent
• Do not screenshot or share private group conversations outside the group without permission
• Startup ideas shared in E-Cell spaces are confidential — do not disclose them to outsiders

10.4 No Misinformation

• Verify information before sharing — especially news, statistics, or claims about companies and people
• Clearly label opinions, speculation, and personal experiences as such
• Correct misinformation respectfully when you encounter it

10.5 No Spam or Solicitation

• Commercial promotion, paid services, or affiliate links are not permitted without explicit approval from the Executive Committee
• Mass messaging or forwarding unrelated content in E-Cell channels is not allowed

10.6 Moderation

The Marketing & Media Lead and Secretary are community moderators. They may:

• Remove content that violates these guidelines
• Issue warnings to members who repeatedly violate community standards
• Escalate repeat offenders to the Executive Committee for disciplinary action