Last updated: August 26, 2025
Privacy Policy
We are committed to protecting your privacy and ensuring the security of your personal information.
Introduction
VESITRail ("we," "our," or "us") is a web application designed exclusively for VESIT students to apply for and manage railway concessions. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our service at vesitrail.vercel.app.
Information We Collect
Personal Information
When you register and use VESITRail, we collect the following personal information:
- Full name and student ID
- VESIT email address (@ves.ac.in)
- Academic details (class, division, roll number)
- Personal contact information (phone number, address)
- Travel details (home station, travel preferences)
- Supporting documents (ID proof, address proof)
Technical Information
- Device information and browser type
- IP address and location data
- Usage patterns and application interactions
- Firebase Cloud Messaging tokens for notifications
Authentication Data
We use Google OAuth for secure authentication. We only access your VESIT email address and basic profile information necessary for account creation and verification.
How We Use Your Information
We use the collected information for the following purposes:
- Application Processing: To process your railway concession applications and generate digital booklets
- Account Management: To create and maintain your user account and profile
- Communication: To send application status updates and important notifications
- Verification: To verify your eligibility as a VESIT student
- Service Improvement: To analyze usage patterns and improve our services
- Security: To protect against unauthorized access and fraudulent activities
- Compliance: To comply with legal requirements and institutional policies
Data Sharing and Disclosure
VESIT Administration
We share necessary information with VESIT administration and authorized staff for verification, approval, and administrative purposes related to your concession applications.
Railway Authorities
Required information may be shared with railway authorities as part of the concession application and verification process, in accordance with railway regulations.
Service Providers
We work with trusted third-party service providers who help us operate our service:
- Google (Authentication)
- PostHog (Analytics)
- Cloudinary (Document storage and management)
- Firebase (Push notifications)
Legal Requirements
We may disclose your information if required by law or in response to valid legal requests from authorities.
Push Notifications
VESITRail uses Firebase Cloud Messaging to send push notifications about:
- Application status updates
- Approval or rejection notifications
- Important announcements
- Deadline reminders
You can manage your notification preferences in the app settings or disable them entirely through your browser or device settings.
Cookies and Tracking
Essential Cookies
We use essential cookies for authentication, session management, and basic functionality. These cannot be disabled without affecting the service.
Analytics
We use PostHog to understand how users interact with our service. This helps us improve the user experience and optimize our features.
Data Security
We implement comprehensive security measures to protect your personal information:
- SSL/TLS encryption for data transmission
- Secure authentication using Google OAuth
- Regular security audits and updates
- Access controls and role-based permissions
- Secure cloud infrastructure (PostgreSQL)
- Document encryption using Cloudinary
Your Rights
You have the following rights regarding your personal information:
- Access: Request a copy of your personal data
- Correction: Update or correct inaccurate information
- Deletion: Request deletion of your account and data
- Portability: Receive your data in a structured format
- Objection: Object to certain processing activities
- Restriction: Request restriction of processing
To exercise these rights, please contact us using the information provided below.
Data Retention
We retain your personal information for the following periods:
- Active account data: While you remain a VESIT student
- Application records: 3 years after graduation
- Document uploads: Until account deletion or graduation + 1 year
Updates to This Privacy Policy
We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last updated" date. We encourage you to review this Privacy Policy periodically for any changes.