Privacy Policy.

Last updated: 30 July 2026 · Prepared with reference to the Digital Personal Data Protection Act, 2023

1. Who we are

Élan Summit 2026 is organised by the Élan Organising Committee, in association with Sanjay Ghodawat International School. For the purposes of the Digital Personal Data Protection Act, 2023, the Organising Committee is the Data Fiduciary responsible for personal data collected through elansummit.com and the participant portal.

2. Children’s data and parental consent

Élan is intended for students aged 14 to 20. Most participants are children under the law, and their personal data is treated with the additional protections the Act requires.

• Registration of a participant under 18 must be completed by, or with the knowledge and consent of, a parent or legal guardian.
• By completing a registration for a participant under 18, the parent or guardian consents to the collection and use of that participant’s personal data as described in this policy.
• Élan does not use children’s personal data for advertising, and does not carry out behavioural tracking or profiling of children for advertising purposes.
• A parent or guardian may withdraw consent at any time by writing to the contact in section 12. Withdrawal may mean the participant can no longer take part.

3. What we collect

• Registration details: name, email address, phone number, school, ticket type, quantity, chosen flagship and Cent$ible theme, and any notes provided.
• Payment reference details: the UPI transaction reference (UTR) submitted after payment, together with the name, email and phone used to identify the payment. Élan does not collect or store card numbers, bank account numbers, UPI PINs or passwords.
• Participant portal data: participant UID, flagship, theme, cabinet post, Cents balance, attendance status, and account login credentials held in encrypted form.
• Health and accessibility information: where disclosed by a parent or guardian for the participant’s safety.
• Enquiry data: information submitted through the contact, school and volunteer forms.
• Website usage data: see section 7.

4. How we use it

• to process and confirm registrations, and to match payments to registrations;
• to allocate flagships, themes, cabinet posts, teams, rooms and accommodation;
• to operate the participant portal and issue schedules, briefings and announcements;
• to manage check-in, attendance, safety and emergency response at the event;
• to respond to enquiries from participants, parents, schools and volunteers;
• to award and pay prizes;
• to keep records required for accounting and event administration.

Personal data is not used for automated decision-making that produces legal effects.

5. Where the data is stored, and who can see it

• Registration, participant and enquiry data is stored in a Supabase database, protected by access controls and row-level security policies.
• Access is restricted to authorised members of the Élan Organising Committee.
• Passwords are stored only as one-way encrypted hashes. Nobody at Élan, including administrators, can view a participant’s password.
• The website is served through Cloudflare. Email is handled through the official Élan address.
• Some of these service providers may process data on servers outside India. They act as processors on Élan’s instructions.

6. Sharing

Élan does not sell personal data. Data may be shared only:

• with service providers who help operate the event, and only as needed;
• with the venue, accommodation provider or transport provider, where necessary to admit or accommodate a participant;
• with medical or emergency services in an emergency;
• with a parent or guardian in relation to their own child;
• where required by law or a lawful authority.

Contact details are not shared with sponsors or partners for marketing.

7. Website analytics and cookies

The website uses Google Analytics 4 to understand aggregate usage, such as which pages are visited and which sources bring visitors. IP addresses are anonymised. This is used for aggregate statistics only, is not used to build profiles of individual children, and is not used for advertising. Visitors can block analytics through their browser settings or a browser extension without losing access to any part of the site.

8. How long we keep it

• Registration and payment-reference records are retained for up to 3 years after the event, for accounting and audit purposes.
• Participant portal accounts and event data are retained for up to 12 months after the event, then deleted or anonymised.
• Enquiry and volunteer data is retained for up to 12 months.
• Health information is deleted within 3 months of the event.
• Data may be kept longer only where the law requires it.

9. Your rights

Participants and, for participants under 18, their parents or guardians may:

• ask what personal data Élan holds about them;
• ask for inaccurate or incomplete data to be corrected;
• ask for data to be erased, where it is no longer needed;
• withdraw consent for the future;
• nominate another person to exercise these rights on their behalf;
• raise a grievance, and escalate it to the Data Protection Board of India if unresolved.

Requests are answered within 30 days. Élan may need to verify identity before acting on a request.

10. Security

Élan uses access controls, database row-level security, encrypted password storage and restricted administrator accounts to protect personal data. No system is completely secure, but in the event of a personal data breach Élan will notify affected individuals and the Data Protection Board of India as required by law.

11. Photography and media

Photographs and video taken at Élan may include participants and may be published as described in the Terms and Conditions. A parent or guardian may opt out in advance by writing to the contact below.

12. Grievance contact

Questions, requests and complaints about personal data should be addressed to:

Akshit Parmar, Director, Élan Organising Committee
Email: elan@sgischool.in
Phone: +91 8160215010

If a grievance is not resolved satisfactorily, it may be escalated to the Data Protection Board of India.

13. Changes to this policy

This policy may be updated. The version published on this page applies. Material changes affecting registered participants will be communicated directly.