Privacy Policy

Last updated: 1 November 2026

This policy explains how the SJM Global Dental Alumni Network, run by the Alumni Association, handles information submitted through this portal. Questions and privacy requests can be sent to sjmalumnidesk@gmail.com.

Information we collect

When you apply to join, we collect your name, email address, WhatsApp number including country code, BDS or MDS course, batch/admission year, optional current city, and your consent to registration and verification. We also record submission time, application status, and internal review notes. Contact forms collect your name, email, subject and message. Staff accounts use sign-in information and access roles. Published alumni stories, committee information and reunion photographs may contain names, biographies and images.

How we use information

We use application details to review alumni eligibility, clarify information, coordinate batches and chapters, and respond to your requests. With your registration consent, the association may contact you by email or WhatsApp about registration and alumni verification. Contact messages are used to handle your enquiry. We do not treat registration consent as permission for unrelated advertising or bulk promotional messages.

Who can access your details

Registration applications and contact messages are not displayed publicly. Registration details are available to authorized registration reviewers; contact messages are available to authorized administrators. Staff access is limited by their assigned role. Public pages, published stories, committee details and reunion photos can be viewed by anyone, and may be indexed or shared outside the portal. Do not submit sensitive personal information in a public story or an enquiry unless it is necessary.

WhatsApp and batch invitation links

Submitting a registration does not automatically add you to a WhatsApp group or community. The share button opens WhatsApp so you can choose whom to send a batch-prefilled registration link to. That link contains the batch, not your name, email or phone number. Joining a group is a separate action; other participants may see your phone number and profile information according to WhatsApp settings and group features. WhatsApp and other external services have their own privacy policies.

Photos and alumni contributions

Reunion photos and approved alumni contributions are public when published. Please obtain permission before sharing another person’s private details or identifiable photographs. If a photo, story or committee entry identifies you and you want it corrected or removed, contact the Alumni Desk with the page link and enough information to identify the item.

Service providers and browser storage

The portal uses hosting, data storage and authentication services to operate the website. These providers may process technical information such as requests, error records and sign-in session information. Providers may process information outside your country. Staff sign-in uses browser storage or similar session mechanisms. External links, including the college website and WhatsApp, are governed by those services’ own policies.

Retention and security

Information is retained as needed to review applications, respond to enquiries, operate association activities and meet applicable legal obligations. Access controls help protect information, but no online service can guarantee complete security. Do not send passwords, patient records, payment card details or other confidential clinical information through the portal. Deletion requests are reviewed for information that must be retained for legal or administrative reasons; backups and revision records may take longer to expire.

Your choices and requests

You may ask to access or correct your submitted details, withdraw registration/contact consent, request deletion, or request removal of a published image or contribution by emailing sjmalumnidesk@gmail.com. We may ask for reasonable identity verification before responding. Withdrawing consent may prevent completion of alumni verification. Leaving a WhatsApp group or changing WhatsApp privacy settings must be done in WhatsApp; deleting a portal record does not erase messages already received by others.

Changes and contact

We may update this policy as the portal develops; the latest version and update date appear here. Contact the Alumni Desk at sjmalumnidesk@gmail.com or +91 74166 84847 with questions or concerns.