I hereby provide my free, specific, informed and unambiguous consent for BITS Pilani to process my personal data for the BITS Ph.D.- 1st Semester 2026-27 admission process, in accordance with the Digital Personal Data Protection Act, 2023 (“DPDP Act”) and the Digital Personal Data Protection Rules, 2025 (“DPDP Rules”).
1. Personal data collected – BITS will collect and process the following personal data, as applicable:
- Identity & Demographic Details: Name, date of birth, gender, nationality, category, parent/guardian name, religion, school type (private/govt. aided), medium of instruction at school, college details, parent occupation, area belong to, and parents’ income.
- Contact Information: Postal address (correspondence and permanent), email ID, and mobile number of applicant and parents/legal guardian.
- Academic Records: Details of Class 10 and 12 or equivalent, etc., including subjects, marks, school name, board name, and year of passing.
- Identity Verification Details: Blood group, PAN card/School ID card/Class 12th examination admit card with photograph, or any other valid government identity with photograph.
- Preferences: Exam centre choices.
- Uploaded Documents: Photograph, signature, and other required documents.
- Application & Payment Information: Application number and fee payment reference (BITS will not store full payment card details).
2. Purpose of processing – My personal data will be used for:
- Application Processing: Registration and processing of my BITS Ph.D.- 1st Semester 2026-27 application.
- Examination Conduct: Scheduling and conduct of the BITS Ph.D.- 1st Semester 2026-27 examination at various test centres in India through BITS’ authorised exam service provider.
- Evaluation & Results: Evaluation of responses, result processing, and creation of merit lists and wait lists.
- Communication: Communication regarding examination, counselling, and admission.
- Post-Admission Processes: Academic and administrative processes, if admitted.
- Data Sharing Within BITS: Sharing and use of personal data by BITS Pilani’s internal divisions and campuses (Pilani, K K Birla Goa, Hyderabad, Dubai, Mumbai, WILPD, and BITS Digital) for admissions, academic offerings, outreach, information dissemination, and promotional communications related to BITS programmes. If required and applicable, data may also be shared with 2+2 International Partner Universities.
- Regulatory Compliance: Compliance with applicable statutory and regulatory requirements.
3. Data sharing and role of service provider:
- Authorised Service Providers: BITS, as Data Fiduciary, may share personal data with its authorised exam service provider and related technical vendors engaged to host the application portal, conduct BITS Ph.D.- 1st Semester 2026-27 at test centres in India, and prepare and announce counselling results, strictly for performing services on BITS’ instructions for the stated purposes.
- Data Processor Obligations: Such entities will act as Data Processors and will be bound by contractual obligations of confidentiality, data protection, and security, and will not be permitted to use personal data for their own independent purposes.
- Limited Sharing with Service Providers: Personal data may also be shared with payment gateways, SMS/email gateways, and other service providers only to the extent necessary for processing fee payments and sending exam/admission-related communications.
- Legal Disclosure: Personal data may be disclosed to government authorities, courts, or regulatory bodies where required by applicable law.
4. Data Retention
Data retention – My personal data will be retained for the period reasonably necessary to complete the admission cycle and for subsequent academic/administrative records, and thereafter for such additional period as may be mandated under applicable laws and record keeping norms. After that, it will be deleted or anonymised in a secure manner.
5. Data Security
BITS and its authorised service providers will implement reasonable technical and organisational measures (such as secure servers, access controls, encryption where appropriate) to protect my personal data against unauthorised access, alteration, disclosure or loss.
6. My rights and withdrawal of consent
- I have the right to seek access to and correction of my personal data, in the manner provided on the BITS Ph.D. application portal or by contacting the designated Grievance Officer/Nodal Officer.
- I may withdraw my consent at any time by writing to the Grievance Officer/Nodal Officer mentioned in the Privacy Policy. I understand that such withdrawal will not affect processing already lawfully carried out, but may affect or prevent my further participation in the BITS Ph.D.- 1st Semester 2026-27 process (including examination and admission).
7. Minor applicants (below 18 years of age) Where the applicant is below 18 years of age, consent must be given by the parent/legal guardian
- I declare that I am the parent/legal guardian of the applicant and I hereby provide my consent, on behalf of the minor applicant, for the collection, use, processing, storage and sharing of the minor’s personal data by BITS and its authorised exam service provider and other processors strictly for the BITS Ph.D.- 1st Semester 2026-27 admission process and related purposes stated above, in accordance with the DPDP Act and the DPDP Rules.
- I understand that care will be taken in processing the minor’s data and that I may exercise rights and withdrawal of consent on behalf of the minor as per the above terms.
8. Grievance redressal and Privacy Policy
- 1. Any grievance relating to processing of my personal data may be raised with the Grievance Officer/Nodal Officer, whose contact details are provided in the BITS Pilani Privacy Policy on the admissions portal.
- 2. I have read and understood the BITS Pilani Privacy Policy available at the link provided on the BITS admission Privacy Policy portal and I agree to its terms as applicable to the BITS Ph.D.- 1st Semester 2026-27 process.