Privacy Policy

Effective Date: 05-JUL-2025

Last Updated: 05-JUL-2025

This Privacy Policy outlines how Petrotex (referred to as "we", "our", or "us") collects, uses, discloses, and protects your personal data through our website https://petrotex.vercel.app. Petrotex operates in alignment with disaster management initiatives under the guidance of the Government of India, and values your privacy and data protection rights.

1. Scope of this Policy

This Privacy Policy applies to all users who interact with our website, including those who:

• Join as volunteers or organizations
• Contact us via forms
• Submit membership requests

This policy is designed to comply with:

• The Information Technology Act, 2000 and IT (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011
• The Digital Personal Data Protection Act, 2023 (India)
• The Right to Information Act, 2005 (for government-aligned transparency)
• The General Data Protection Regulation (GDPR) (EU) — where applicable to international users

2. Data We Collect

We may collect the following categories of personal data from you:

A. Personal Identification Information

• Full Name
• Date of Birth
• Gender
• Contact Number
• Email Address
• Address
• Aadhaar or Government-issued ID (only if required for government validation purposes)

B. Organizational Information

• Organization Name
• Nature of Services
• Registration Number (if applicable)
• Contact Person Details

C. Communication Data

• Inquiry messages submitted via our contact form
• Any other correspondence sent to us

D. Technical Data

• IP Address
• Device and Browser Information
• Time of Access
• Geolocation (approximate)

3. Legal Basis for Data Collection (GDPR Reference)

For users from the European Union, we process your data under the following lawful bases under Article 6 of GDPR:

• Consent (Article 6.1(a)) – When you voluntarily provide information via forms
• Legal Obligation (Article 6.1(c)) – When data is required to comply with disaster management regulations
• Public Task (Article 6.1(e)) – Where processing is necessary for tasks in public interest

4. How We Use Your Data

Your data is used strictly for:

• Processing and verifying volunteer/member/organization applications
• Responding to your inquiries
• Coordinating with disaster relief efforts, including sharing with relevant government departments
• Ensuring operational security and audit purposes
• Sending important updates or alerts related to disaster response and community outreach

We do not use your data for marketing purposes or share it with advertisers.

5. Data Sharing and Disclosure

We may share your data with:

• Authorized Government of India agencies, National Disaster Management Authority (NDMA), State Disaster Response teams, and other affiliated relief bodies
• Verified NGOs or partner organizations working on disaster mitigation or humanitarian services
• IT or backend service providers under strict confidentiality and data protection agreements

We do not sell or rent personal data to third parties.

6. Data Retention

Your personal data will be retained:

• As long as necessary to fulfill the purpose it was collected for
• As required by applicable legal, regulatory, or audit obligations
• For up to 7 years in line with government data archival policies, unless you request deletion earlier (subject to exceptions)

7. Data Security

We implement reasonable technical and organizational safeguards, including:

• SSL encryption
• Restricted server access
• Role-based access control
• Periodic audits and monitoring

8. Your Rights

Under Indian Law:

• Right to Access: You can request access to the information you have submitted
• Right to Correction: Request updates or rectification
• Right to Grievance Redressal: Reach out to our Grievance Officer (see below)

Under GDPR (for EU users):

• Right to Access
• Right to Rectification
• Right to Erasure ("Right to be Forgotten")
• Right to Data Portability
• Right to Restrict or Object to Processing
• Right to Lodge Complaint with Supervisory Authority (in your country)

9. Cookies and Tracking

We may use basic cookies for:

• Session management
• User authentication
• Analytics (e.g., number of form submissions)

No personally identifiable data is tracked without your consent.

10. Children's Data

This Platform is not intended for children under the age of 16 without parental or legal guardian consent. We do not knowingly collect data from minors.

11. Right to Information (RTI) and Government Transparency

Since Petrotex operates in connection with public benefit and volunteer coordination, information related to organizational partnerships and disaster management actions may be made available under RTI Act, 2005, in accordance with government rules.

12. International Data Transfers

If you are accessing the website from outside India, please note your information will be stored and processed in India. By using our services, you consent to such transfer, storage, and processing.

13. Grievance Redressal / Data Protection Officer

As per Section 7 of the Digital Personal Data Protection Act (India), you may contact our designated officer for any privacy-related concerns:

We will acknowledge and respond to complaints within 7 business days.

14. Changes to This Policy

This Privacy Policy may be updated from time to time to reflect changes in law or operational updates. We encourage users to review this page periodically. Continued use of the site constitutes acceptance of the changes.

15. Contact Us

For any questions or concerns about this Privacy Policy, reach us via: