Privacy Policy

01

Who We Are

KFS (KIIT Film Society) is a student-run creative collective operating under the KIIT Student Activity Centre (KSAC) at KIIT University, Bhubaneswar. This website — kiitfilmsociety.in — is our official online platform for films, events, screenings, and the community around them. In addition to this Website, KFS maintains official presences on social media and digital platforms including but not limited to Instagram (@kiit.filmsoc.kfs) and YouTube. Together, these are referred to in this Policy as our "Digital Channels."

We are a non-commercial student organisation. We do not sell products, display advertising, or derive any financial benefit from the personal data of our users or followers.

02

Information We Collect

We collect only the information strictly necessary to facilitate event registrations, Society communications, and the operation of our Digital Channels. This may include:

Information you provide directly:

• Your full name
• Your email address
• Additional event-specific details, where requested in a registration form (such as academic year or branch)
• Content you voluntarily submit to or tag KFS in on our Social Media Channels, including messages, comments, and tagged posts

Information collected through Social Media engagement:

• Public usernames or handles when you interact with KFS Social Media Channels (e.g., commenting on a post, tagging us, or sending a direct message)
• Content of direct messages or comments sent to KFS accounts, to the extent necessary to respond to enquiries or moderate our channels
• Aggregated, non-identifiable engagement metrics provided by social media platforms (such as reach, impressions, follower counts, and content performance), which we use solely to improve our content and community engagement

We do not independently collect granular personal data about individual followers through social media platforms; any data available to us through such platforms is governed by those platforms' own privacy policies. We do not collect payment information, government-issued identification, biometric data, or any other category of sensitive personal information.

03

How We Use Your Information

Information collected through this Website and our Digital Channels is used exclusively for the following purposes:

• Issuing registration confirmations and event-related communications
• Sending periodic updates regarding KFS events and screenings, which you may opt out of at any time
• Internal coordination, headcount management, and event logistics
• Responding to queries, comments, and messages received through our Social Media Channels
• Moderating our Social Media Channels to maintain a respectful and constructive community environment, in accordance with the Community Standards described in our Terms of Use
• Featuring or resharing content you have tagged KFS in or submitted to us, with appropriate attribution, where we have reasonable grounds to believe you have consented to such use by virtue of the public nature of the post or by explicitly inviting KFS to share it
• Generating anonymised, aggregate usage and engagement insights to improve the Website and our Digital Channels — no individual profiling is conducted

Your personal information will not be sold, licensed, shared, or transferred to any third party for commercial, marketing, or unrelated purposes under any circumstances.

04

Data Storage & Security

All personal data collected through this Website and our Digital Channels is stored on secured, access-controlled infrastructure. We employ industry-standard security measures — including encryption in transit, access restrictions, and secure credential management — to protect your information against unauthorised access, disclosure, alteration, or destruction.

Access to stored data is limited strictly to authorised KFS personnel who require it for the purposes described in this Policy. Your data is not stored on any personal or unmanaged devices belonging to KFS members.

Please note that interactions conducted on third-party social media platforms — such as public comments, direct messages, or tagged posts — are also subject to the data storage and security practices of those platforms, which are outside our control. We encourage you to review the privacy policies of any platform you use to engage with us.

We retain personal data only for as long as is necessary to fulfil the purposes for which it was collected. You may request deletion of your data at any time (see Section 07).

05

Social Media & Digital Channels

KFS operates official Social Media Channels on various third-party platforms. Your engagement with these channels — including following, commenting, liking, sharing, tagging, or sending direct messages — is subject to the privacy policies and terms of service of the relevant platform, in addition to this Policy.

What we see and retain:

• Public comments and replies you post on KFS content are visible to us and other users of the platform. We may retain records of comments for moderation, archival, or legal compliance purposes.
• Direct messages sent to KFS accounts are received and read by authorised KFS personnel. We use this information solely to respond to your enquiry and will not share message contents without your consent, except where required by law or platform policy.
• When you tag KFS in a post, that post is brought to our attention. We may choose to engage with, reshare, or archive it for our own records or promotional use, as described in Section 03.

Platform analytics:

Social media platforms provide KFS with aggregated analytics about the performance of our content and the general characteristics of our audience (such as age ranges, geographic distribution, and engagement rates). This data is statistical and non-identifiable at an individual level, and is used solely to help us plan better content and events for our community. KFS does not use this data to build individual profiles of our followers.

Content featuring users:

Where KFS publishes content featuring identifiable individuals — such as event photographs, behind-the-scenes videos, or community spotlights — we endeavour to obtain consent from those individuals prior to publication. If you appear in content published on our Digital Channels and wish to request its removal or correction, please contact us at filmsocietykiit@gmail.com.

Moderation & Member Conduct:

Where moderation action is taken — such as removing a comment, blocking a user, or reporting an account — KFS may retain a record of the relevant content and the action taken for the purposes of safety, audit, and legal compliance. This record may include usernames, timestamps, and the content in question. Such records are treated as confidential and are accessible only to authorised KFS personnel. Members of KFS are held to additional conduct obligations as described in Section 13 of our Terms of Use; any personal data processed in connection with investigating or responding to member conduct concerns is handled in accordance with this Policy.

KFS is not responsible for the data practices, privacy policies, security measures, or content moderation decisions of any third-party social media platform on which we maintain a presence. Any data you share with those platforms directly — including by creating an account, uploading content, or enabling location services — is governed exclusively by the relevant platform's own policies.

06

Third-Party Services

To operate this Website and our Digital Channels effectively, we engage reputable third-party service providers for functions including data hosting, email delivery, and media management. We also operate on third-party social media platforms whose terms and data practices govern those interactions independently of KFS. These providers operate under their own privacy and security standards and are engaged solely to support KFS's operational requirements.

We do not authorise any third-party provider — including social media platforms — to use your personal data for their own independent commercial or marketing purposes on our behalf. We do not integrate any advertising networks, behavioural tracking platforms, or analytics tools that profile individual users through our Website.

07

Your Rights

You are entitled to exercise the following rights with respect to your personal data at any time:

• Request confirmation of whether we hold any data relating to you
• Request correction of any inaccurate or incomplete information
• Request deletion of your personal data from our records
• Withdraw any consent previously provided, including consent to reshare your content on our Digital Channels
• Opt out of all future email communications from KFS
• Request removal of identifiable content featuring you that has been published on our Digital Channels, subject to any applicable legal, archival, or editorial considerations

To exercise any of the above rights, please contact us at filmsocietykiit@gmail.com. We will respond to all legitimate requests within a reasonable timeframe. Please note that rights pertaining to data held by third-party social media platforms must be exercised directly with those platforms.

08

Limitation of Liability

KFS implements security measures that reflect reasonable and current industry standards. However, no system of data transmission or storage can be guaranteed to be entirely secure. To the fullest extent permitted by applicable law, KFS, KSAC, KIIT, and their associated officers, members, volunteers, and representatives shall not be liable for any unauthorised access to, disclosure of, or loss of personal data arising from circumstances beyond our reasonable control, including but not limited to third-party security incidents, infrastructure failures, social media platform breaches or policy changes, or force majeure events.

By using this Website, engaging with our Digital Channels, and submitting personal information, you acknowledge and accept this inherent limitation.

09

Automated Access & AI

Personal data and content published on this Website or across any KFS Digital Channel — including Social Media Channels — may not be collected, scraped, harvested, or used for the purposes of artificial intelligence training, machine learning, dataset construction, or any form of automated extraction, without the prior written authorisation of KFS. For full details, refer to Section 15 of our Terms of Use.

This prohibition extends to content hosted on third-party social media platforms operated by KFS, including posts, reels, videos, captions, images, and metadata.

10

Governing Law

This Privacy Policy is governed by and construed in accordance with the laws of India. Any disputes arising in connection with this Policy shall be subject to the exclusive jurisdiction of the competent courts located in Bhubaneswar, Odisha.

11

Amendments

KFS reserves the right to revise this Privacy Policy at any time. Any material changes will be reflected on this page with an updated effective date. Continued use of the Website or engagement with any KFS Digital Channel following the publication of a revised Policy constitutes acceptance of the updated terms. We encourage users to review this page periodically.