शहतूत संस्थान धर्मार्थ न्यास

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Phone +91 78273 33314
Address 10-ए साउथ एवेन्यू मार्केट, नई दिल्ली, 110011, भारत
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Email Contact.Us@shahtoot.org

Privacy Notice: Sita Devi Mentorship Program

Operator: Shahtoot Foundation Charitable Trust, India
Effective date: 29-09-2026
Registered address: 10-A South Avenue Market, New Delhi-110011 India
Privacy and grievance contact: Ritul Basu, Program Coordinator
Email: contact.us@shahtoot.org

About this notice

Shahtoot Foundation Charitable Trust (“Foundation,” “we,” “us,” or “our”) operates the Sita Devi Mentorship Program. This notice explains how we handle personal information connected with applications, screening, matching, mentoring, program communications, and safety concerns.
The program welcomes eligible participants in India and the United States. This notice does not replace any additional privacy notice required for separate Foundation activities, such as donations, employment, or other charitable programs.

Information we collect

We collect information reasonably necessary to administer the program:
  • Application information: Name, email, city, state or region, country, confirmation of age eligibility, and an optional telephone number.
  • Career information: Education, career stage, professional experience, interests, mentoring goals, availability, time zone, and any professional-profile link you choose to provide.
  • Screening and matching information: Introductory-conversation notes, relevant qualifications, disclosed conflicts of interest, and references where separately requested with appropriate permission.
  • Participation records: Match arrangements, program correspondence, feedback, attendance information where needed, and reports of safety or conduct concerns.
  • Consent records: The terms presented, your selected role, consent responses, typed signature, and associated submission information.
  • Technical information: Our website and service providers may process IP addresses, browser or device information, security logs, and cookies needed to operate and protect their services.
Please do not submit Aadhaar, PAN, Social Security numbers, passport copies, passwords, bank details, medical records, or confidential employer information through the application form. We do not require these materials for ordinary program registration.

How we use information

We use personal information to:
  • Review applications: Assess program fit, communicate with applicants, and arrange introductory conversations.
  • Support participation: Propose appropriate matches, coordinate schedules, provide guidance, and administer the program.
  • Maintain safety: Review concerns, address misconduct, prevent misuse, and protect participants.
  • Manage records: Maintain consent records, respond to privacy requests, and meet applicable legal obligations.
  • Improve the program: Evaluate feedback and use aggregated or appropriately de-identified information where practical.
We request consent where required. Where applicable law permits processing for another purpose or legal basis, such as compliance with a legal obligation or addressing a legal claim, we limit that processing to what is necessary.
Application consent does not authorize unrelated fundraising messages, promotional campaigns, public testimonials, or publication of your profile. We will seek separate permission where required for those activities.

Who receives information

Access is limited to people and providers who reasonably need the information for the purposes described above:
  • Authorized coordinators: Foundation personnel and approved volunteers responsible for screening, administration, or safety.
  • Proposed mentors or mentees: We will seek your permission before sharing your contact information or an identifiable profile with a proposed match.
  • Service providers: Website hosting, form delivery, email, security, scheduling, and communications providers used to operate the program.
  • Professional advisers and authorities: Where reasonably necessary for legal advice, insurance, compliance, protection of rights, or lawful requests.
The proposed website workflow uses uKit for the website and FormSubmit for application delivery, together with our email provider. FormSubmit’s own handling of information is described in its privacy document.formsubmit
We do not sell or rent applicants’ personal information. We do not authorize its use for targeted advertising through this program.

International handling

Because the program serves participants in India and the United States and uses third-party services, personal information may be accessed or processed outside your country. Depending on the provider and service configuration, processing may also occur in other countries.
We will assess applicable transfer restrictions and use required safeguards before making a transfer. We do not represent that all program information remains in India, or that every country provides identical privacy protections.

Cookies and communications services

Our website and service providers may use cookies or similar technologies for website operation, security, and spam prevention. Any optional analytics or advertising technologies must be disclosed and, where required, enabled only after the appropriate consent.
If you choose to communicate through WhatsApp, a video-meeting service, or another external platform, that provider also processes information under its own terms. You may ask to use email instead of an optional messaging platform.

Retention and deletion

Our standard retention schedule is:
  • Unsuccessful or withdrawn applications: Up to 12 months after the application decision or withdrawal.
  • Routine participant and matching records: During participation and up to 24 months after participation ends.
  • Minimum consent and agreement records: Up to three years after an application closes or participation ends, whichever is later.
  • Safety, dispute, and legally required records: For the period reasonably necessary to address the matter or meet applicable legal requirements.
We may retain relevant records longer where required by law or reasonably necessary for an existing or anticipated legal claim. Such records will be restricted to the relevant purpose and reviewed periodically.
Deletion from service-provider systems and backups may follow their technical deletion cycles. We will explain material limitations when responding to a deletion request and will not promise deletion that applicable law prohibits.

Your choices and requests

You may contact contact.us@shahtoot.org to request access, correction, deletion, withdrawal of consent, or information about how your data is used. Depending on applicable law, additional rights may include obtaining a copy, appealing a decision, objecting to particular processing, or making a complaint to a competent authority.
We may reasonably verify your identity before acting, without requesting more information than necessary. We aim to acknowledge requests within seven business days and respond within 30 days, or within any different period required by applicable law.
Withdrawal of consent may prevent us from continuing an application or mentorship where the information is necessary for that purpose. It does not invalidate earlier lawful processing or require deletion of records that must lawfully be retained.
We will not retaliate against you for raising a concern or exercising an applicable privacy right. If you disagree with our response, ask the privacy and grievance contact to review it.

Security and confidentiality

We use reasonable administrative, technical, and organizational safeguards appropriate to the information and risks, including controlled access to program records. However, no website, email system, or electronic transmission can be guaranteed completely secure.
If a personal-data incident occurs, we will assess it, take appropriate action, and make notifications required by applicable law. Please report suspected misuse or unauthorized disclosure promptly to contact.us@shahtoot.org.

Adults only

The program is intended for people who are at least 18 and legally able to enter this participation arrangement where they live. We do not knowingly accept applications from children.
If you believe a child has submitted information, please contact us. We will investigate and remove or otherwise handle that information as required by applicable law.

Changes and contact

We may update this notice as the program or applicable requirements change. We will identify the effective date and provide additional notice or obtain new consent where required for a material change.
Privacy questions and complaints should be sent to the privacy and grievance contact listed above. You may also use the Foundation’s registered postal address.