Privacy Policy

Introduction

ICAT College of Design & Media ("ICAT", "we", "us" or "our"), part of the IMAGE Group, respects your privacy and is committed to protecting your personal data.

This Privacy Policy explains how we collect, use, disclose, retain and protect personal data when you interact with ICAT through our website, admissions and enquiry channels, digital communications, campus activities and academic services.

This Policy applies to prospective students, applicants, enrolled students, parents or legal guardians, alumni, website visitors and other individuals who interact with ICAT.

Who We Are

ICAT College of Design & Media is an educational institution offering undergraduate, postgraduate and other academic programmes in areas including Animation, VFX, Game Design, Graphic Design, Interior Design, Fashion Design, Photography, UI/UX Design and Media Technology across its campuses.

For the purposes of applicable data protection law, ICAT may act as the Data Fiduciary in relation to personal data for which it determines the purpose and means of processing.

Information This Policy Covers

This Policy applies to personal data collected through:

• the ICAT website and online forms;
• admissions and programme enquiry forms;
• telephone, SMS, WhatsApp and email communications;
• campus visits and events;
• applications and enrolment processes;
• academic and learning activities;
• placement and career-support activities;
• alumni interactions; and
• other interactions with ICAT.

This Policy does not govern the privacy practices of third-party websites, platforms or services that are independently responsible for processing personal data.

Where academic records are transferred to an affiliated university for purposes such as degree conferral, that university may process the information under its own privacy policy and applicable legal requirements.

Similarly, where personal data is shared with a recruiter, employer or placement partner with the appropriate authority or consent, the recipient's own privacy practices may apply to its subsequent processing.

The Information We Collect

We collect only what is necessary for admissions, academic delivery, support, and regulatory compliance:

• Identity and contact: name, email, phone, address, date of birth, parent/guardian name (if minor), government ID where required for verification/admissions.
• Academic and professional: education history, portfolio, resume, qualifications, exam scores, project work, internship details.
• Enrollment and financial: application data, fee/payment information (processed via secure payment gateways), invoices, scholarships, etc.
• Communications: inquiries, call/WhatsApp/chat transcripts, emails, counseling notes, feedback, grievances.
• Learning data: attendance, assessments, grades, submissions, faculty feedback, LMS usage.
• Marketing preferences: newsletter opt-ins, campaign responses, event registrations.
• Technical data: device, browser type, IP address, cookie data, pages viewed, time on site, referral sources; collected via cookies and similar technologies.
• Media consent (optional): photos/videos/testimonials for placements, alumni features, and marketing (with consent).

How We Collect Data

• Directly from you via enquiry/application forms, admissions counselling calls, WhatsApp, email, campus visits, events, and classroom/coursework activities
• Automatically via our website using cookies and analytics tools
• From third parties where relevant to admissions or fee processing - such as payment gateways, social media lead-generation platforms (e.g., Meta/Instagram Lead Ads), or education consultants/partner platforms you've used to reach us

How We Process the Data

We process personal data for:

• Admissions and enrolment: evaluating enquiries and applications, counselling, seat allocation
• Academic delivery: course administration, attendance, assessments, certification, coursework evaluation
• Student services: placement assistance, portfolio development, pre-placement support, alumni services
• Communication: counselling, program updates, schedule/fee notices, policy notices
• Legal and regulatory: record-keeping, compliance with affiliating university and accreditation requirements, tax/accounting obligations
• Safety and integrity: fraud prevention, misuse detection, and campus/system safeguarding
• Marketing and showcase (with consent/individual interest): newsletters, event invites, and publishing student work, testimonials, and placement outcomes on our website and social media. You may opt out of marketing communications at any time.

Cookies and tracking technologies

We use essential, performance, and analytics cookies to enable core site functions, understand visitor behaviour to improve content and navigation, and measure the performance of our admissions campaigns. This may include tools such as Google Analytics and social media pixels (e.g., Meta/Instagram) used to measure the performance of our admissions campaigns. Cookie preferences can be managed via your browser settings; disabling certain cookies may affect site functionality.

Payment processing

We do not store full card or UPI details on our servers. Payments are processed by PCI-DSS compliant gateways. We retain transaction references, amounts, and invoice details for compliance and support.

Sharing and disclosures

We do not sell personal data. We may share it with:

• Service providers: enquiry/CRM tools, cloud hosting, email/SMS/WhatsApp platforms, - under confidentiality obligations
• Our affiliated universities (e.g., Alagappa University, Bangalore University, JNAFA University), for degree conferral and academic record purposes
• Industry partners and employers, to facilitate internships and placements, with your consent
• Government or regulatory authorities, where legally required
• Professional advisors (auditors, legal counsel) for compliance purposes
• Parents/guardians, where relevant to admissions or during your course, particularly if you are a minor

Data Retention

In the event of any restructuring within the IMAGE Group, data may be transferred as part of that process, with reasonable notice where required.

We retain data only as long as necessary for the purposes described above, or as required by law:

• Admission and academic records - per requirements of our affiliating universities and applicable regulatory bodies
• Financial records - per applicable tax/accounting law
• Enquiry data that does not convert to an application - for a reasonable follow-up period, unless you ask us to delete it sooner
• Marketing and showcase content - until consent is withdrawn or the purpose ends

Your rights

Subject to India's Digital Personal Data Protection Act, 2023 and other applicable law, you may:

• Access and obtain a copy of the personal data we hold about you
• Request correction of inaccurate or incomplete data
• Request deletion of your data, subject to legal or legitimate retention requirements
• Withdraw consent for marketing, showcase use, or other consent-based processing at any time
• Opt out of non-essential cookies via your browser settings

To exercise these rights, use the contact details in Section 13. We may need to verify your identity before acting on a request, and we will respond within a reasonable time.

Minors

Some of our enquiry and admissions channels may be accessed by individuals under 18 - for example, a prospective student enquiring about an undergraduate program before turning 18. Where we process personal data relating to a child, we will take the steps required under applicable law, including requirements relating to parental or legal guardian consent and verification, where applicable.

Where an enquiry or application is submitted on behalf of a child, the parent or legal guardian should provide the relevant information and permissions where required.

If you believe that personal data relating to a child has been provided to ICAT without the appropriate involvement or consent of a parent or legal guardian, please contact us using the details provided below.

Security measures

We implement reasonable administrative, technical, and physical safeguards to protect personal data, including access controls and staff confidentiality obligations. No system is completely secure; in the event of a data incident, we will respond with appropriate remediation and notification as required by law.

Marketing communications and contact preferences

With your consent, where required, ICAT College of Design & Media may contact you regarding its programmes, admissions, events, services and other relevant updates through email, SMS, WhatsApp, RCS, telephone calls and other communication channels.

We may send service-related and promotional communications through SMS, WhatsApp, RCS and telephone calls, where permitted by applicable law, for the purpose of providing updates, offers, important information relating to your enquiry, application, admission or enrolment, and other relevant communications.

Where you provide express consent to receive such communications, we may contact you through the communication channels for which you have provided consent, subject to applicable law and regulatory requirements, including applicable requirements relating to Do Not Call (DNC), Do Not Disturb (DND) or similar communication preferences.

You may withdraw your consent or opt out of promotional communications at any time by using the unsubscribe option provided, where available, or by contacting ICAT.

Withdrawal of consent will not affect essential service-related communications relating to your enquiry, application, admission or enrolment.

Scope Limitations and Third-Party Links

Our website may contain links to third-party sites (recruiters, partners, tools, social media). We are not responsible for their privacy practices. Please review their privacy policies before providing personal information to them.

This Policy also does not cover:

• Data processed by third-party websites linked from our Site
• Data handled independently by our affiliated universities (e.g., Alagappa University, Bangalore University, JNAFA University) once academic records are transferred to them for degree conferral, which is governed by their own privacy policies
• Data collected by third-party recruiters or placement partners once shared with your consent, which is governed by their own privacy practices

Changes to this Policy

We may update this Policy to reflect changes in our practices or applicable law. The "Last updated" date above will be revised accordingly, and material changes will be communicated via website notice where appropriate. Continued use of our Services after an update constitutes acceptance of the revised Policy.

This Policy is governed by the laws of India. Any disputes shall be subject to the jurisdiction of the courts at Chennai, India, unless otherwise required by applicable law.