Indian Institute of Management Sambalpur Back to the portal

AACSB Data Portal

Privacy Notice

This notice explains what personal data the AACSB Data Portal of the Indian Institute of Management Sambalpur processes, why, who else it reaches, and the rights you have over it. It is given under the Digital Personal Data Protection Act, 2023, in which the Institute is the Data Fiduciary and you are the Data Principal.

1.Who is responsible

The Indian Institute of Management Sambalpur decides what personal data this portal holds and why, and is responsible for it under the Act.

Questions about your data — section 8(9)

Contact
Chairperson, AACSB
Designation
AACSB Accreditation, Indian Institute of Management Sambalpur
Email
chair.aacsb@iimsambalpur.ac.in

2.What personal data the portal holds

Depending on your role, some or all of the following:

Your account

  • Your institute email address, used to sign you in and to identify you
  • Your name, and the role you hold in this portal (faculty, an office, a chair or administrator)
  • When your account was created and when your record last changed

Your profile

  • Designation, discipline or area, date of joining and current organisation
  • Mobile number
  • A short biography, your normal responsibilities and your research interests
  • A profile photograph, if you upload one

Your academic record

  • Degrees, professional experience, administrative roles and PhD guidance
  • Teaching load, courses taught and the programmes they belong to
  • Intellectual contributions — research papers, case studies, books, book chapters, monographs, conference presentations and other contributions, each with its co-authors, journal, identifiers and the year it belongs to
  • Research projects, MDPs, consultancy, workshops, awards, patents, collaborations, certifications, memberships and editorial roles
  • Declarations that you have nothing to report in a section or a year

Assurance of Learning

  • The courses allocated to you, the competency goals mapped to them, and the evidence you file against each
  • For students: name, roll number, section and batch, and the marks recorded against an assessment — entered by the programme office and the course instructor, not by the student

Records kept for security

  • A log of changes made to records, so an entry can be traced to whoever made it
  • A log of every occasion an administrator views the portal as another role

If you lodge a grievance

  • Your name, the email address you ask us to reply to, how you are connected to the Institute, and what you tell us
  • The date it was lodged, its reference number, and what the Institute did about it
  • A one-way fingerprint of the internet address it came from — used only to stop the form being flooded, and from which the address itself cannot be recovered

3.Why it is processed

  • Preparing and maintaining the Institute's submission for AACSB accreditation, including the tables and reports that accreditation requires
  • Assurance of Learning: recording how each programme's competency goals are assessed, and the evidence behind each result
  • Letting you see, correct and complete your own academic record
  • Letting the AACSB Office and the AACSB Chair review faculty records, and the AoL Office and AoL Chair review Assurance of Learning work, so the Institute can report accurately
  • Keeping the portal secure and accountable, including the logs described above
  • Receiving and answering grievances about any of the above

The lawful basis the Institute relies on: The Institute does not rely on your consent, but on the “certain legitimate uses” in section 7 of the Act. For faculty and staff, the basis is section 7(a) — you provide this record yourself, for the accreditation purpose described above — supported by section 7(i), processing for the purposes of employment. For students, whose records are entered by the programme office rather than by them, the basis is section 7(c): the Institute performing its functions under the Indian Institutes of Management Act, 2017. If you have provided personal data voluntarily and you tell the Institute that you do not consent to its use, section 7(a) ceases to apply to it.

4.Who else it reaches

The Institute uses the following services to run the portal. They process this data on the Institute’s behalf and under its instructions; they do not decide what is done with it.

  • Supabase

    Hosts the database and the sign-in service where all of this data is stored

    Location: Tokyo, Japan (ap-northeast-1)

  • Vercel

    Runs the portal's servers, which read and write that data to serve each page

    Location: Tokyo, Japan (hnd1)

  • Google

    Verifies who you are when you sign in with your institute Google account. Google confirms your identity to the portal; it is not given your academic record

    Location: Google Workspace, operated for the Institute

Your academic record is not sold, and is not shared with anyone else except where the Institute is required to do so by law.

5.What leaves the portal when you use its tools

  • When you auto-fill an entry from a DOI, ISBN or URL, that identifier alone is sent to Crossref, OpenAlex or OpenLibrary to fetch the publication's details. Nothing about you is sent with it.
  • When you upload a paper to have its orientation described, the file is read on the Institute's server to find its identifier and its text, and is then discarded. It is never stored, and it is never sent to any other service. No artificial-intelligence service is used to write that text.

6.Where it is kept, and for how long

The portal's database and servers are located in Japan, as set out above. Section 16 of the Act permits personal data to be transferred outside India except to a country the Central Government has notified as restricted; no such restriction applies to this transfer at present.

How long records are kept: For as long as the personal data is required for AACSB accreditation purposes, including the review and re-accreditation cycles it supports. Once it is no longer needed for that purpose, section 8(7) of the Act requires it to be erased, unless some other law requires the Institute to keep it.

7.Your rights

Under the Act you may:

  • See what is held about you — a summary of your personal data and how it is processed, and who it has been shared with (section 11). Most of it you can read in the portal itself at any time.
  • Correct or complete it (section 12). You can edit your own record in the portal directly; write to the contact above if something you cannot edit is wrong.
  • Ask for it to be erased (section 12), except where the Institute must keep it to comply with the law.
  • Nominate someone to exercise these rights for you in the event of your death or incapacity (section 14).
  • Raise a grievance (section 13), as below.

To exercise any of these, write to the contact in section 1.

8.If you are unhappy

Raise it with the Institute first — the Act asks you to do that before approaching the Board (section 13(3)).

Lodge a grievance

You do not need an account, and you will be given a reference number as soon as it is recorded. You may also write to:

Grievances to
chair.aacsb@iimsambalpur.ac.in
Answered within
30 days

If it is still unresolved, you may complain to the Data Protection Board of India, in the manner the Board prescribes.

9.Language

This notice is available in English. The Act gives you the right to read it in any language in the Eighth Schedule to the Constitution; to request it in another language, write to the contact in section 1.