Privacy Policy

1. Introduction

This Privacy Policy pertains to our website (www.gaims.org), mailing lists, and any data collection done through the GAIMS.org domain. It outlines how the Global Association of Indian Medical Students (GAIMS) collects, uses, stores, and protects personal information shared with us.

By using our website or engaging with our activities, you agree to the collection and use of information as outlined in this policy. We are committed to protecting your privacy and ensuring that your personal data is handled in accordance with applicable data protection laws, including the General Data Protection Regulation (GDPR) and other relevant regulations.

2. Who We Are

The Global Association of Indian Medical Students (GAIMS) is a Non-Governmental Organization (NGO) registered under the Ministry of Corporate Affairs, Government of India. Established in 2020, GAIMS represents medical students globally, striving to empower them to become future leaders in healthcare and to improve global healthcare practices.

Contact Information:

  • Official Address: B- 3F/F Housing, NDSE Part – 1, South Delhi, Delhi, India – 110049
  • Email: official.gaims@gmail.com

3. What Data We Collect

GAIMS collects personal information necessary to achieve its objectives and provide our services. The types of data we collect include:

  • Identity Information: Full name, date of birth, gender, nationality, and country of origin.
  • Contact Information: Email address, phone number, and postal address.
  • Academic Information: Current educational institution, degree program, certifications, and educational achievements.
  • Medical Information: Health-related information required for event participation or accommodations.
  • Technical Information: IP address, browser details, and device information (when visiting GAIMS.org).
  • Financial Information: Payment details for registration fees, donations, or subscriptions (if applicable).
  • Media & Consent: Photos, videos, and media content captured at events organized by GAIMS.

4. How We Collect Data

GAIMS collects personal information through various means, including but not limited to:

  • Event Registration: For conferences, workshops, and training programs.
  • Membership Applications: To apply for or renew membership in GAIMS.
  • Research and Surveys: Forms related to research initiatives and impact assessments.
  • Online Forms: Forms submitted on the GAIMS.org website.
  • Direct Communication: Email correspondence and direct communication with GAIMS representatives.

5. How We Use Your Data

GAIMS collects and processes personal data for the following purposes:

  • Event Participation: To facilitate registration and participation in GAIMS events, workshops, and training programs.
  • Membership Management: To manage membership applications, renewals, and member services.
  • Impact Assessment: To conduct research, feedback collection, and project impact analysis.
  • Service Delivery: To provide access to GAIMS resources, training, and volunteering opportunities.
  • Internal Communications: To send updates, newsletters, and information related to GAIMS activities.
  • Compliance with Legal Obligations: To comply with applicable legal obligations, resolve disputes, and enforce our agreements.

GAIMS does not engage in targeted advertising or sell personal data to third parties.

6. Data Sharing Policy

GAIMS does not sell, rent, or share your personal data for marketing purposes. However, personal data may be shared with the following parties, where necessary, to fulfill specific purposes:

GAIMS Internal Teams: GAIMS officials, executive committee members, and authorized volunteers who manage specific initiatives.

Event Organizers: To facilitate event logistics and participant accommodations.

Partner Institutions: For academic collaboration, research, and educational exchanges.

Research Partners: Academic institutions and researchers conducting joint studies with GAIMS.

  • Third-Party Service Providers: IT service providers, cloud storage platforms, and software providers who help facilitate the operations of GAIMS.org.
  • Regulatory and Legal Authorities: If required by law or in response to lawful requests by government authorities, GAIMS may share data to comply with legal obligations.

7. Data Protection Measures

GAIMS is committed to safeguarding personal data. We have implemented the following measures to ensure the security of your data:

  • Data Encryption: Secure storage of sensitive data using encryption technologies.
  • Access Control: Access to personal data is restricted to authorized personnel on a need-to-know basis.
  • Secure Storage: Data is stored on secure cloud-based platforms with adequate security controls.
  • Data Minimization: We only collect data necessary for specific purposes and limit its use.
  • Data Breach Response: GAIMS has a procedure in place to manage data breaches, including notification of affected individuals and authorities, if required.

8. Data Retention

GAIMS retains personal data only for as long as necessary to fulfill the purposes for which it was collected. Retention periods are determined as follows:

  • Membership Information: Retained for the duration of the membership and for up to 2 years after membership ends, unless legal obligations require longer retention.
  • Event Participation Data: Retained for the duration of the event and any required follow-up period.
  • Research and Survey Data: Retained for the purpose of data analysis and impact reporting, in accordance with research guidelines.

When data is no longer needed, it will be securely deleted or anonymized.

9. Your Rights

As a data subject, you have specific rights under the General Data Protection Regulation (GDPR) and other privacy laws. These rights include:

  • Right to Access: You have the right to request a copy of your personal data held by GAIMS.
  • Right to Rectification: You can request correction of inaccurate or incomplete information.
  • Right to Erasure: You can request the deletion of personal data in certain circumstances.
  • Right to Restriction: You can request that we limit how we use your personal data.
  • Right to Object: You have the right to object to the processing of your data for specific purposes.
  • Right to Withdraw Consent: You can withdraw your consent for data processing at any time, if applicable.

To exercise these rights, you can contact us at official.gaims@gmail.com.

10. Legal Basis for Data Collection

GAIMS collects and processes personal data under the following lawful bases, as per Article 6 of the General Data Protection Regulation (GDPR):

  • Consent: Where users provide explicit consent (e.g., signing up for newsletters or agreeing to event participation terms).
  • Contract: Where data processing is necessary to fulfill a contract (e.g., event registration or membership applications).
  • Legal Obligation: When data processing is required to comply with a legal obligation (e.g., maintaining records for audit purposes).
  • Legitimate Interests: Where data processing supports GAIMS’s legitimate interests (e.g., monitoring website usage for security).

11. Data Transfers

GAIMS stores most of the collected data on secure cloud platforms. While these platforms may be hosted outside of India, we ensure compliance with international data protection standards. We only work with service providers that adhere to stringent security standards.

12. Changes to this Privacy Policy

GAIMS reserves the right to update this Privacy Policy as necessary to reflect operational, legal, or regulatory changes. Any significant updates will be posted on GAIMS.org. Users will be notified via email, where appropriate.

13. Contact Us

If you have any questions or concerns regarding this Privacy Policy, or if you wish to exercise any of your rights, please contact us using the following information:

  • Email: official.gaims@gmail.com
  • Mailing Address: B- 3F/F Housing, NDSE Part – 1, South Delhi, Delhi, India – 110049

We are committed to addressing your concerns in a timely and transparent manner.

Scroll to Top