Privacy Policy

1. Information We Collect

We collect the following details during registration and prelims:

Student details:

Name, Email ID, Phone Number, College Name, State, Country, Pin code, Project Details

Mentor details:

Name, Email ID, Phone Number

Verification link:

Sent to the registered email ID for authentication

Payment details:

Transaction ID, payment confirmation, and billing information (processed securely via third-party gateways; YESIST12 does not store full card data)

Institutional details (for prelims):

Institution Name, Address, Country, State

Point of Contact (POC):

Name, Email ID, Phone Number

Prelims participant data:

Shared by pilot institutions with YESIST12 after prelims

2. Purpose of Data Collection

The information collected is used for:

• Verifying participant and mentor registrations
• Communicating event updates, schedules, and announcements
• Coordinating project reviews and mentorship
• Processing registration fees for shortlisted teams to participate in the Grand Finale
• Onboarding institutions as prelim hosts and coordinating with their POCs
• Receiving prelims participant details and notifying shortlisted teams

3. Payment Data & Security

• Payments are processed through PCI-DSS compliant payment gateways.
• YESIST12 does not store sensitive card details; only transaction references and confirmations are retained.
• Payment information is used solely for fee collection, invoicing, and compliance reporting.

4. Data Usage & Communication

• Participants and institutions may receive emails, SMS, or calls related to YESIST12 activities, payments, and results.
• Event updates, results, and opportunities will be shared using the provided contact details.
• Data will not be sold, rented, or shared with third parties outside YESIST12 and IEEE-affiliated organizers.

5. Data Security

• All information is stored securely with restricted access.
• Verification links ensure authenticity of registrations.
• Reasonable technical and organizational measures are taken to protect data against unauthorized access.

6. Consent

By registering, paying applicable fees, or partnering as a prelim host, participants and institutions consent to the collection and use of their information for event-related purposes as outlined in this policy.

7. Data Retention

• Registration, payment, and institutional records are retained for the duration of the event cycle and for statutory compliance.
• After the event, data may be archived for record-keeping but will not be used for unrelated purposes.

8. Institutional Data Collection & Prelims

• YESIST12 partners with institutions worldwide to conduct preliminary rounds.
• Institutional and POC details are collected to verify and onboard prelim hosts.
• Pilot institutions share participant details with YESIST12 after prelims.
• YESIST12 uses this data to notify shortlisted teams and coordinate the Grand Finale.

9. Contact Us

For questions regarding this Privacy Policy or to request data removal, please contact the YESIST12 organizing committee at ieeeyesist12@gmail.com.