Privacy Notice

Who this notice covers

This notice applies to the academy website, its training and collaboration enquiry forms, SSA Connect admission and trial requests, member records, digital cards, authorised staff attendance and related academy communications. The academy decides why and how this information is processed.

Information we collect and why

Portal and website fields should identify whether they are required or optional. Declining optional processing does not affect eligibility for a trial, admission or regular coaching.

Applicants under 18

A parent or lawful guardian must provide the applicant’s details and give verifiable consent. The academy may take reasonable steps to confirm that the person providing consent is an adult and is authorised to act for the applicant. A child’s own checkbox or submission does not replace guardian consent.

Children’s information is not used for targeted advertising or unrelated profiling. Display of a child’s name or photograph on a digital card requires a separate choice by the verified parent or guardian.

Digital-card visibility

If separately enabled, a member’s name, photograph, membership status and card validity may be visible to anyone who receives the member’s digital-card link. The recipient may forward that link. Public digital-card display is optional and requires separate member or guardian consent.

A digital card will not display the member’s date of birth, address, telephone number, email, guardian details, attendance, health information, identity-document number or document image. Consent may be withdrawn by emailing the academy; the public link will then be disabled under the retention schedule below.

Location for authorised staff attendance

Location is requested only when an authorised staff member deliberately starts a check-in or check-out. It is used to review whether the attendance action occurred at the academy or another approved work location. The system does not continuously track staff, collect background location or collect student location. A location result supports management review and does not by itself prove attendance.

Service providers and access

The academy uses service providers that include:

• Google Workspace, Google Apps Script, Google Sheets, Google Drive and Gmail for SSA Connect, academy records and communications;
• OpenAI/ChatGPT Sites and Cloudflare infrastructure for the public website, website enquiries, access controls and hosting;
• Google Analytics only after optional website consent, and Google Maps only when a visitor chooses to load it; and
• WhatsApp/Meta when a person chooses that communication channel.

These providers may process information using infrastructure in India or other countries, subject to their contractual terms and applicable legal restrictions. The academy does not sell or rent personal information.

Access is limited by role to the operator and authorised admissions, administration, coaching, accounts or attendance personnel who need it for their work. Information may also be disclosed to a relevant shooting association, competition organiser, payment provider, emergency service, professional adviser or public authority when necessary and lawful.

Google Analytics is configured not to receive names, contact details, enquiry messages, enquiry references or administrator activity. Advertising storage, remarketing and advertising personalisation remain disabled.

Retention and deletion

The academy applies the following operational schedule:

• Website training and collaboration enquiries: reviewed against a 180-day period and then deleted unless an ongoing request or legal requirement justifies retention.
• Trial requests and withdrawn, declined or incomplete admission requests: 180 days after the last interaction or closure.
• Active member, coaching and attendance records: throughout membership and for three years after it ends, unless a stated legal or sporting-body requirement requires longer.
• Full identity-document images: ordinarily within 30 days after verification, with only the minimal verification result retained, unless a specific stated requirement requires longer.
• Public digital cards: ordinarily disabled within seven days after consent is withdrawn or membership ends.
• Raw staff check-in or check-out location: 12 months. The attendance result may be retained separately for the applicable employment or accounting period.
• Payment and accounting records: for the period required by applicable tax and accounting obligations.
• Consent, grievance and security records: for as long as reasonably needed to establish instructions, protect the systems or meet a legal obligation.

Historical launch-benefit allocations are kept in a separate audit ledger. When the linked website enquiry is deleted, the non-identifying allocation number, recorded benefit and allocation date may remain to preserve the accuracy of previously confirmed entitlements. Residual backup copies are isolated from ordinary use and removed through the normal backup-expiry cycle.

Your choices, requests and grievances

You may ask the academy to:

• provide a summary of personal information held and how it is used;
• correct, complete or update inaccurate information;
• delete information when it is no longer needed and no lawful retention requirement applies;
• withdraw consent for optional processing or promotional messages;
• disable a public digital card; or
• review and resolve a privacy grievance.

Email sharmashootingacademy@gmail.com with the subject Privacy Request. Include the application or member reference, if available, and enough detail for the academy to verify and act on the request. Do not email an identity-document copy unless the academy provides a secure method and specifically requests it.

The academy aims to acknowledge a grievance within seven calendar days and ordinarily resolve it within 30 days. If more time is reasonably required, the academy will explain the reason and the next expected update. Withdrawing consent does not affect processing already completed lawfully, but it may prevent an optional feature or a service that cannot operate without the relevant information.

The academy will not enable a consent-dependent portal feature until that feature provides a withdrawal route as easy to use as the consent route. After using the academy grievance process, a person may also approach the Data Protection Board of India through the officially prescribed mechanism when the relevant provisions and mechanism are in force. This notice will be updated with the official route when it becomes available.

Security and changes

The academy uses HTTPS, role-based access, authenticated administrator access and reasonable technical and administrative safeguards appropriate to the system. No online system can be guaranteed completely secure. Material changes to this notice will appear here with a revised date; a new purpose that requires consent will be presented before that processing begins.