Privacy Policy (eGovernance Portal ERP)
1. Introduction
MIC Arts and Science College, Athanikkal ("the College," "we," "our") is committed to protecting the privacy and security of personal information collected through the MIC eGovernance Portal ERP (Embase Pro Suit). This Privacy Policy explains how we collect, use, protect, and share your data in compliance with applicable Indian laws, including:
- Information Technology Act, 2000 (IT Act 2000)
- Digital Personal Data Protection Act, 2023 (DPDPA 2023)
- University Grants Commission (UGC) Guidelines
2. Scope and Applicability
This policy applies to all users of the Portal, including students, faculty, staff, administrators, and third parties who interact with our systems.
3. Information We Collect
3.1 Personal Information
- Name
- Email address, phone number, physical address
- Date of birth, gender
- Government-issued identification documents
3.2 Academic Information
- Academic records: enrollment, courses, grades
- Examination results and certifications
3.3 Technical Information
- IP addresses, device information
- Browser type, operating system
- Usage data, activity logs
- Authentication credentials
4. Purpose of Data Processing
We process personal data for legitimate institutional purposes, including:
- Academic administration and record-keeping
- Institutional communications and notifications
- Security, fraud prevention, and system integrity
- Regulatory compliance
- System improvement and analytics
Legal Basis: Processing is carried out under lawful bases, including consent, contractual necessity, legal obligations, and legitimate institutional interests.
5. Data Sharing and Disclosure
We may share your information with:
- Authorized college personnel on a need-to-know basis
- Government and regulatory authorities as required by law
- Service providers under strict confidentiality agreements
- Academic partners and affiliated institutions
Note: We do not sell or commercially trade personal data.
6. Data Security Measures
We maintain robust security measures, including:
- Encryption of sensitive data (at rest and in transit)
- Secure server infrastructure with firewalls
- Role-based access controls (RBAC)
7. Data Retention
We retain personal data only as long as necessary to:
- Fulfill the purposes outlined in this policy
- Comply with legal and regulatory requirements
- Maintain academic and administrative records
8. Your Rights
Under applicable laws, you may:
- Access your personal information
- Request correction of inaccurate or incomplete data
- Withdraw consent (where processing is based on consent)
- Request deletion of personal data (subject to legal limitations)
- Lodge complaints with the appropriate authority or Data Protection Officer
9. Cookies and Tracking Technologies
The Portal uses essential cookies for functionality. Users can manage cookie preferences through their browser settings. Non-essential cookies are used only with your consent.
10. Third-Party Links
The Portal may include links to external websites. This Privacy Policy does not apply to those third-party sites, and we recommend reviewing their privacy policies separately.
11. Policy Updates
We may update this policy periodically. Significant changes will be communicated via the Portal or email. Continued use of the Portal after updates constitutes acceptance of the revised policy.
12. Contact Information
MIC Arts and Science College
Athanikkal, Malappuram, Kerala, India
Email: mail@miccollege.in
Phone: +91 83048 31094
Trusted Partners
Fee Structure & Payment Policy
Last updated: June 11, 2024
Office: +91 8304831094 | Principal: +91 7510782005
Email: mail@miccollege.in | Website: www.miccollege.in
Operating Hours: Monday – Saturday, 9:00 AM – 3:30 PM
Note: This fee structure is approved as per UGC, Kerala Higher Education Department (KHED), and University of Calicut regulations.
1. Legal Basis & Approvals
This fee structure is formulated under the following orders:
- Kerala Government Order GO(MS) No. 299/2024/hedn, dated 19-05-2024
- University of Calicut Order U.O. No. 9715/2024/Admn, dated 20-06-2024
2. Approved Fee Structure
(Details of the fee structure to be inserted here)
3. Examination Fees
- As per University of Calicut prescribed rates
4. Payment & Refund Policy
A. Payment Rules
- Due Dates: (Specific due dates or schedule to be inserted here)
B. Refund Policy
| Withdrawal Period | Refund % | Reference |
|---|---|---|
| Before classes begin | 100% | UGC Refund Policy 2023 |
| Within 15 days | 50% | KHED Circular No. Fee/2024/12 |
| After 30 days | No refund | - |
7. Grievance Redressal
Email: mail@miccollege.in
Certified Authenticity
You can verify this fee structure at:
- UGC Website
- KHED Portal
- University of Calicut Fee Regulations
Shipping and Delivery Policy
1. No Shipping / Delivery Services
We do not provide any shipping, delivery, or postal services for documents, fee receipts, study materials, or any other items.
2. Fee Payments
Fee payments are accepted only through the following official channels:
- College ERP Portal: https://micathanikkal.embase.in/
- In-person at the college office: Cash payments during working hours
3. Strict Compliance
Important: Never hand over cash, cheques, or payments to unauthorized individuals.
The college will not be responsible for any payments made outside the official channels listed above.
Contact Information
Office: +91 8304831094
Email: mail@miccollege.in
Terms and Conditions for ERP Usage
Effective Date: May 1, 2025
1. Acceptance of Terms
By accessing and using the ERP system provided by MIC Arts & Science College, you agree to comply with these Terms and Conditions. If you do not agree, you are not authorized to use the system.
2. Eligibility
Only authorized users of MIC College — including students, faculty, parents, and staff — may access the ERP system. Unauthorized use is strictly prohibited.
3. User Responsibilities
- Maintain the confidentiality of your login credentials.
- Be accountable for all activity under your account.
- Do not falsify, misrepresent, or manipulate any information in the system.
4. Data Privacy and Security
All personal and academic data is securely stored and used only for academic and administrative purposes, in accordance with institutional data protection policies.
5. Intellectual Property Rights
All software, content, and design elements of the ERP system are the property of MIC College or its licensed vendor. Unauthorized copying, distribution, or modification is prohibited.
6. System Availability
While we strive to ensure uninterrupted access, the ERP system may be unavailable during scheduled maintenance or due to technical issues. MIC College is not liable for any inconvenience or data loss caused by such interruptions.
7. Acceptable Use Policy
- Use the ERP system only for academic or official college purposes.
- Do not upload malicious content, attempt to misuse data, or disrupt system operations.
- Do not attempt unauthorized access, hacking, or system manipulation.
8. Modification of Terms
MIC College reserves the right to modify these terms at any time. Continued use of the ERP system after updates indicates your acceptance of the revised terms.
9. Termination of Access
Access to the ERP system may be suspended or permanently revoked for violation of these terms or upon disassociation from the institution.
10. Disclaimer
The ERP system is provided "as is" without any warranties regarding accuracy, functionality, or availability.
11. Limitation of Liability
MIC College is not liable for any direct, indirect, incidental, or consequential damages arising from the use or inability to use the ERP system.
12. Governing Law
These terms are governed by the laws of Kerala, India. Any legal disputes shall be subject to the jurisdiction of the Malappuram District Courts.
Contact Information
ERP Administrator
MIC Arts & Science College, Athanikkal,
Malappuram District, Kerala – 673642
Email: mail@miccollege.in
Phone: +91 8304831094
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