Privacy Policy - VEL AI Portal

Effective Date: March 19, 2026

Vel Tech High Tech Dr.Rangarajan Dr.Sakunthala Engineering College ("we", "us", or "our") is committed to protecting the privacy of its students, faculty, and public users ("you" or "your"). This Privacy Policy explains how we collect, use, and safeguard your data within the VEL AI Portal.

1. Information We Collect

Account Information: Student/Faculty ID numbers, Names, Departments, and contact details retrieved from our secure institutional databases upon login.
Interaction Data: Queries, intents, and feedback ratings submitted to the VEL AI assistant.
Document Uploads: Files (PDFs/Images) uploaded as proof of academic achievements or for bonafide requests.
Device & Usage Data: IP addresses, browser types, and session timestamps to ensure security and prevent abuse.

2. How We Use Your Information

The collected data is strictly used for institutional and academic purposes:

To process and generate Bonafide Certificates and track approval workflows.
To maintain your academic compendium and achievement records.
To improve the VEL AI Assistant through usage analytics and identifying unanswered queries (Self-Learning).
To enforce security policies, including temporary bans for abusive language.

3. Artificial Intelligence & Third-Party Sharing

The VEL AI utilizes a hybrid architecture consisting of local databases and external Large Language Models (LLMs).

Internal Data: Student profiles, attendance, and grades are queried locally and never sent to third-party AI providers.
External AI Processing: General queries that require conversational generation may be routed to external AI providers (e.g., OpenRouter). We utilize strict system prompts to prevent Personally Identifiable Information (PII) from being included in these external payloads.

4. Data Security & Storage

Your data is stored on secure institutional servers. We employ standard security measures including SSL encryption, CSRF protection, and role-based access control (RBAC). No user can view another student's personal data.

Uploaded documents (proofs/certificates) are stored securely and are only accessible by you and authorized reviewing faculty/administration.

5. Your Rights

As a student or faculty member, you have the right to view your records via the dashboard. If you notice any discrepancies in your department, batch, or personal details, please contact your Class Advisor or the IT Department to update your core profile.

6. Contact Us

If you have any questions regarding this Privacy Policy or your data, please contact the institutional administration at:
Email: admin@velhightech.com
Phone: 044-26840181