Privacy Policy

1. Information we collect

Registration information includes your name, date of birth, contact details, address, optional gender, AKGEC academic details when applicable, selected areas of concern, duration and impact responses, preferred support, an optional free-text note, payment transaction reference, and consent records. For participants under 18, a guardian name and email and the state of guardian consent are collected. Payment credentials are not collected by NeuroSage.

Gender and the optional note are not required. Areas of concern may be skipped. Do not submit diagnoses, prescriptions, medical records, or information you do not want the event team to receive.

2. Why we use it

We use information to administer event registration, verify a UPI transfer manually, communicate status and approval, maintain academic classification for AKGEC participants, coordinate support preferences, meet safety and legal obligations, and protect the service. Screening answers support awareness and coordination only; they do not produce a diagnosis.

3. Access and service providers

The single authorized administrator can access operational details needed to verify payment, including participant contact details and transaction reference. Screening responses and optional notes are encrypted in storage and are not displayed or decrypted in the payment-admin interface. This release has no clinician accounts or professional screening portal; any future professional access requires a separate, disclosed access process and review.

MongoDB hosting, application hosting, Brevo transactional email delivery, and operational providers may process information as needed to provide this service. Replace this description with the actual provider names, contractual safeguards, locations, and transfers before launch. NeuroSage does not sell screening information or use it for advertising.

4. Payments and email

UPI payments are made directly in your UPI application. NeuroSage receives the transaction reference you enter and manually checks it against payment records. An approval email is sent only after an administrator approves the registration. Email providers process the recipient address and message delivery details; screening responses are not included in approval emails.

5. Retention, security, and deletion

Records are stored in the NeuroSage MongoDB database. The organization must set and publish an actual retention schedule before launch, including retention of consent, payment-verification, audit, backup, and failed-delivery records. Access controls, password hashing, secure session cookies, request validation, and restricted screening-field selection are implemented. Hosting encryption, backup policy, key management, incident response, and recovery arrangements must be confirmed with the selected providers.

6. Children and guardian consent

Participants under 18 provide age-appropriate assent and a parent or legal guardian receives an expiring confirmation link. The portal records that the link was used; it does not independently verify identity or legal authority. The organizer must review this workflow and its legal basis, age-appropriate notices, and safeguards before accepting registrations from children.

7. Your choices and requests

You may ask the organization to access, correct, withdraw applicable consent, or request deletion of your information, subject to legal and operational recordkeeping requirements. The process and response timelines must be confirmed before launch. Consent withdrawal does not undo processing already lawfully completed.

Privacy contact: [PRIVACY_CONTACT_EMAIL to be configured]. Registration support: neurosageishere@gmail.com. Do not publish placeholder addresses as working contacts.

8. Complaints and updates

Direct privacy questions and complaints to the configured privacy contact above. The organization must insert its actual complaint procedure and the responsible contact before launch. Material policy updates will be versioned and presented for renewed consent where required.