Privacy Policy

We collect only the information you voluntarily provide through our registration form. This may include:

• Identity Data: Full name of the registrant (coordinator, parent/guardian, or affiliate representative)
• Contact Data: Email address and phone number
• Organizational Data: School name, city/location, grade level of participants
• Registration Data: Expected number of participants, registration type (School / Parent / Affiliate)

Your data is collected and processed solely for the following legitimate purposes:

• Processing and managing your registration inquiry for the Apex World Spell Bee
• Communicating with you about your application status, event schedules, and preparation materials
• Coordinating with schools and affiliates for event logistics
• Sending administrative notifications related to your registration (email confirmations, status updates)

We will never sell, rent, or trade your personal data to any third party for marketing purposes.

Under the DPDPA 2023, we process your personal data based on:

• Consent: By submitting the registration form, you provide explicit consent for us to process your data as described herein
• Legitimate Purpose: Processing is necessary for the performance of the registration service you have requested

Your personal data is stored securely on Google Firebase (Cloud Firestore), which operates on Google Cloud Platform infrastructure. Key security measures include:

• Data encrypted in transit (TLS/SSL) and at rest (AES-256)
• Access restricted to authorized administrators only
• Firestore Security Rules enforcing role-based access control
• Regular access reviews and monitoring

Data may be stored on servers located outside India (Google Cloud data centers). By using our services, you consent to this transfer in accordance with applicable cross-border data transfer provisions.

We retain your personal data only for as long as necessary to fulfill the purposes outlined above:

• Active Registrations: Retained for the duration of the current competition cycle plus 12 months
• Completed/Rejected Inquiries: Deleted within 6 months after completion or rejection
• Email Communications: Transactional email logs retained for up to 30 days

You may request early deletion at any time (see Your Rights below).

As a Data Principal, you have the following rights:

• Right to Access: Request a summary of your personal data we hold
• Right to Correction: Request corrections to inaccurate or incomplete data
• Right to Erasure: Request deletion of your personal data, subject to legal obligations
• Right to Withdraw Consent: Withdraw your consent at any time; this will not affect the lawfulness of processing based on consent before its withdrawal
• Right to Grievance Redressal: Lodge a complaint with us or with the Data Protection Board of India

Our website does not use third-party tracking cookies or analytics services. We may use essential cookies required for the functioning of the admin authentication system. These cookies:

• Are strictly necessary for operating the platform
• Do not track personal browsing behavior
• Are not shared with any third parties

We use the following third-party services to operate our platform:

• Google Firebase: For database storage and authentication (Firebase Privacy Policy)
• Resend: For transactional email delivery (Resend Privacy Policy)

These services process data on our behalf and are bound by their respective privacy policies and data processing agreements.

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. The "Last Updated" date at the top of this page indicates when this policy was last revised. We encourage you to review this policy periodically.

For any questions, concerns, or requests related to this Privacy Policy or your personal data, please contact: