1. Scope
This Privacy Policy applies to personal information collected by Chennai Astronomy Club (the “Club”, “we”, “us”, or “our”) through the website chennaiastronomyclub.org (the “Website”), event registration forms, merchandise orders, and related communication channels.
By using the Website, submitting a form, registering for an event, or placing an order, you consent to the practices described in this Policy. This Policy should be read together with our Terms of Service.
A given form may collect a subset of the fields listed below. We collect only such information as is reasonably required for the purpose stated at the time of collection.
2. Information We Collect
Star Parties
For overnight observing events, we typically collect:
- Name
- Age group
- Email address
- Phone number
- +1 (guest) details
- Location
- Emergency contact
- Blood group
Age group, emergency contact, and blood group are collected solely for travel, medical, and safety purposes. They may be shared with volunteer organisers as required during the event. They are not used for marketing.
City Events
For city meetups and similar in-town events, we typically collect:
- Name
- Email address
- Phone number
This information is used to confirm registration, share venue details, and coordinate on the day of the event.
Merchandise Orders
When you order items such as logbooks or calendars, we typically collect:
- Name
- Email address
- Phone number
- Shipping address
This information is used to process payment, arrange courier delivery within India, or arrange pickup at a Club event where that option has been announced.
Website Forms
The contact form collects name, email address, a topic, and the content of your message.
The outreach volunteer form collects name, phone number, email address, equipment you can bring, vehicle details, availability, and optional notes, for the purpose of planning school and public outreach sessions.
The WhatsApp join page uses a third-party human-verification service (Cloudflare Turnstile) before displaying the community group link. That verification is not used to compile a marketing list.
3. Purpose of Processing
We process personal information for the following purposes:
- Administering event registrations and cost-sharing payments
- Fulfilment of merchandise orders
- Safety and emergency response at overnight events
- Responding to enquiries, outreach requests, and volunteer coordination
- Operating and securing the Website
- Complying with applicable legal or payment-reconciliation requirements
We do not sell personal information, mailing lists, or registration data.
4. Payment Information
Card, UPI, net-banking, and similar payment-instrument details are collected and processed by third-party payment gateway service providers. The Club does not store full payment credentials on the Website. The gateway used for a given transaction is the one presented at checkout and may vary. Each such provider processes data in accordance with its own terms and privacy policy.
5. Disclosure to Third Parties
We disclose personal information only as reasonably necessary:
- To payment gateway service providers, banks, and UPI apps, for collection or refund of amounts payable
- To email and messaging services, including event-specific WhatsApp groups for registered participants, for coordination of carpooling, meeting points, and last-minute changes
- To volunteer organisers, for star-party safety (including emergency contact and blood group)
- To courier or logistics partners, for delivery of a merchandise order you have placed
- Where required by applicable law or a lawful request from a competent authority
6. Forum and Communication Channels
Forum accounts are hosted on Discourse at forum.chennaiastronomyclub.org , a separate platform with its own account and privacy settings. Information you post on the forum is subject to that platform’s terms.
7. Retention
We retain personal information for as long as reasonably necessary for the purposes set out above, including event administration, order fulfilment, safety records, and payment reconciliation, and thereafter as required or permitted by applicable law.
8. Your Rights
Subject to applicable law, you may request access to, correction of, or deletion of personal information we hold about you by writing to hello@chennaiastronomyclub.org or using the contact form. We may retain information where we are required to do so for payment, safety, or legal purposes.
9. Contact
For privacy-related requests, contact hello@chennaiastronomyclub.org.