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Privacy Policy

Privacy Policy for the Tamil Nadu Java User Group (TNJUG) detailing how we collect, handle, protect, and respect your personal data in compliance with applicable Indian laws.

Last updated: October 11, 2026

The Tamil Nadu Java User Group (TNJUG) (“we”, “our”, or “us”) is an independent, non-profit, volunteer-driven developer community based in Tamil Nadu, India. We are dedicated to fostering education, open-source software collaboration, technical mentorship, and knowledge sharing around Java and JVM technologies.

We deeply value the trust of our community members, event attendees, speakers, faculty mentors, volunteers, and website visitors. This Privacy Policy outlines how we collect, use, store, process, and protect your personal information when you visit our website (tamilnadujug.github.io), attend our meetups, participate in our collegiate chapters, submit speaking proposals, or join our community communication channels.

This policy is designed to comply with applicable data protection and information technology laws in India, including the Information Technology Act, 2000, the Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011, and the Digital Personal Data Protection Act, 2023 (DPDPA).

1. Principles of Data Processing

As a community-led technical organization, we handle all personal information based on the following principles:

  • Lawfulness and Fairness: Data is processed fairly, transparently, and solely for legitimate community operations.
  • Purpose Limitation: Data collected for a specific community activity (such as an event RSVP or CFP submission) is never repurposed for unrelated commercial activities.
  • Data Minimization: We only request personal information necessary to deliver our community programs, events, and resources.
  • Accuracy and Retention: We maintain accurate records and do not retain personal information longer than required.
  • Zero Commercial Monetization: We do not sell, rent, lease, or trade personal data to any advertisers, third-party recruiters, or marketing agencies.

2. Information We Collect

We may collect personal data directly from you or through trusted third-party community platforms you interact with:

A. Information You Provide Voluntarily

  • Community Registration & Event Attendance: When you register for our meetups, workshops, conferences, or collegiate chapter events (e.g., via Luma or event check-in forms), we may collect your name, email address, phone number, organization or college/university affiliation, designation/year of study, city, and dietary or accessibility preferences if requested for in-person catering.
  • Call for Proposals (CFP) & Speaker Submissions: When you submit a talk or workshop proposal via our CFP forms (e.g., Google Forms), we collect your name, email address, contact number, professional bio, session title, abstract, slide links, LinkedIn profile, GitHub handle, and profile picture.
  • Chapter Leadership & Volunteer Applications: When faculty advisors, campus student leaders, or community organizers apply to lead or establish a collegiate chapter, we collect your name, institutional email, phone number, college/department affiliation, city, LinkedIn/GitHub profiles, photo, and statement of interest.
  • Direct Correspondence: When you reach out to us via email ([email protected]) or web forms for inquiries, chapter onboarding, or feedback, we retain your message and contact details to respond to you.

B. Information Collected Automatically

  • Technical & Log Data: When you browse our website, our hosting platform (such as GitHub Pages) may automatically log standard technical data, including your Internet Protocol (IP) address, browser type, operating system, referring URLs, and timestamps. This data is used solely for technical diagnostics, site security, and abuse prevention.
  • Cookies & Analytics: Our core website does not employ commercial advertising cookies or invasive tracking beacons. We do not engage in cross-site behavioural advertising.

C. Event Photography and Recordings

  • At in-person meetups, campus hackathons, and virtual seminars, photographs, audio recordings, or video streams may be taken to document and celebrate community activities, archive technical talks, or share community highlights on our website, YouTube channel, and social media channels.
  • Speakers who deliver talks give consent for their presentation slides, audio, and video recordings to be published under open community access. If you are an attendee and prefer not to appear in published event photography, you may inform our event volunteers on-site or contact our Grievance Officer.

We use your personal data exclusively for community, educational, and operational purposes:

  • Organizing & Administering Events: To process RSVPs, manage venue access control, verify attendee badges, send event reminders, and coordinate logistics with host institutions.
  • Speaker & Agenda Curation: To review talk submissions, coordinate with speakers, publish schedules, and showcase speaker profiles on the community agenda.
  • Collegiate Chapters & Community Directory: To recognize and showcase our active faculty mentors and campus student leads in our public leadership directory.
  • Community Updates & Communications: To share announcements regarding upcoming meetups, conferences, open-source projects, and chapter workshops. You can opt out of non-essential communications at any time.
  • Community Safety & Code of Conduct Enforcement: To investigate and address any reports of harassment or violations of our Code of Conduct.
  • Legal Compliance: To fulfill any legal obligations or lawful requests from regulatory authorities under Indian law.

4. Third-Party Services and External Platforms

TNJUG leverages established, industry-standard external platforms to run community operations. Each platform operates under its respective terms and privacy policies:

  • Luma (luma.com): Used for event registration, calendar ticketing, and attendee communication. Luma processes your account and event details according to Luma’s Privacy Policy.
  • GitHub & GitHub Pages (github.com): Our website source code, community documentation, and open-source software repositories are hosted on GitHub under GitHub’s Privacy Statement.
  • Google Forms / Google Workspace: Used for CFP talk submissions, volunteer registrations, and leadership onboarding forms governed by Google’s Privacy Policy.
  • WhatsApp Community (whatsapp.com): Used for community group discussions. Joining our WhatsApp groups is entirely voluntary, and your phone number and profile info are visible to other group members in accordance with WhatsApp’s settings and privacy policies.
  • LinkedIn (linkedin.com): Used for public community announcements, event recaps, and professional networking.

We strongly encourage you to review the privacy notices of these external services when interacting with them.

5. Disclosure and Sharing of Personal Data

We treat your personal information with strict confidentiality. Personal data is only disclosed under the following limited circumstances:

  1. Host Campus & Venue Partners: For in-person collegiate or corporate meetups, security protocols often require a verified visitor list (attendee name, email/phone, company/college) to grant security gate clearance and venue entry passes.
  2. Authorized Core Organizers: Access to internal registration lists and CFP submissions is strictly restricted to designated TNJUG organizers who require the data for event operations.
  3. Public Directory (Consensual): Speaker names, talk titles, bios, and recognized chapter leaders’ official designations are displayed publicly on our website and event pages with prior consent.
  4. Legal Requirements: We may disclose information if required to do so by applicable Indian law, court order, or governmental authority, or where necessary to prevent fraud, protect community safety, or enforce our Code of Conduct.

6. Data Security and Safeguards

In accordance with the Reasonable Security Practices and Procedures under the Information Technology Act, 2000, we implement appropriate administrative, technical, and organizational measures to safeguard personal data against unauthorized access, alteration, disclosure, loss, or misuse:

  • Our website is served securely over encrypted HTTPS.
  • Access to administrative accounts (such as Luma, Google Drive, and domain settings) is secured with strong authentication and restricted to authorized community organizers.
  • We do not collect or store financial data, debit/credit card numbers, UPI PINs, or bank passwords on our servers.

7. Data Retention

We retain personal information only as long as necessary to fulfill the purposes for which it was gathered:

  • Event Attendance Data: Retained for the duration needed to verify attendance, provide post-event resources, and generate anonymous community participation metrics.
  • Speaker & Presentation Records: Presentation abstracts, speaker names, and session recordings remain archived in our public community repository and event archive as part of our permanent educational commons, unless removal is requested.
  • Inquiries and Correspondence: Deleted or archived once the query has been resolved.

8. Your Rights Under Indian Data Protection Law

Under the Digital Personal Data Protection Act, 2023 (DPDPA) and applicable Indian regulations, you have several rights regarding your personal information:

  • Right to Access & Review: You have the right to request a summary of the personal data we hold about you and how it has been processed.
  • Right to Correction & Update: You have the right to request correction or updating of inaccurate, incomplete, or outdated personal data.
  • Right to Erasure / Deletion: You have the right to request the deletion or removal of your personal data from our active mailing lists and records, subject to legal and regulatory retention obligations.
  • Right to Withdraw Consent: Where processing is based on your consent, you may withdraw your consent at any time without affecting the lawfulness of processing carried out prior to withdrawal.
  • Right to Grievance Redressal: You have the right to seek resolution of any grievance or query concerning the processing of your data through our designated Grievance Officer.

To exercise any of these rights, please email us at [email protected] with the subject line “Data Subject Request”.

9. Protection of Children and Students

Our collegiate chapters actively engage undergraduate and postgraduate college students. We do not knowingly solicit or collect personal data from individuals under 18 years of age without parental or institutional oversight. If you are a minor under Indian law, please participate in community events under the guidance of your faculty advisor, guardian, or educational institution. If we become aware that we have collected personal data from a minor without appropriate consent, we will promptly delete such records.

10. Grievance Officer & Contact Information

In compliance with the Information Technology Act, 2000 and the Information Technology (Intermediary Guidelines and Digital Media Ethics Code) Rules, 2021, the details of our designated Grievance Officer are provided below:

If you have any questions, concerns, complaints, or feedback regarding this Privacy Policy or our data handling practices, please write to us at the email above. We endeavor to review and resolve all grievances within thirty (30) days of receipt.

11. Updates to this Privacy Policy

We may periodically update this Privacy Policy to reflect evolving community practices, new technical platforms, or updates to Indian legal regulations. Any revisions will be published on this page with an updated “Last updated” date at the top. We encourage you to review this page periodically to stay informed about how we safeguard your information.