# Rajshahi College Alumni Association Data & Retention Policy

As the official alumni organization of Rajshahi College (ESTD. 1873), our mission requires retaining accurate historical academic records while rigorously respecting the data privacy and digital security rights of our global alumni community.

This document outlines our data lifecycle management, storage parameters, encryption controls, and retention schedules.

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§ 1. Scope & Institutional Governance

This policy applies to all digital records collected through the Rajshahi College Alumni portal, including:

• Registered alumni profile datasets
• Verification credentials cross-matched with college archives
• Philanthropic contribution logs and financial ledgers
• Communications, tickets, and support inquiries lodged with the campus secretariat

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§ 2. Institutional Record Retention Schedules

In accordance with institutional accreditation requirements and statutory financial guidelines under Bangladesh law, records are categorized and retained according to the following retention matrix:

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§ 3. Data Integrity & Academic Cross-Verification

All alumni records submitted upon registration undergo systematic verification against the historic matriculation ledgers of Rajshahi College:

1. Authentication Against College Ledgers: Submitted department, session, and roll number are compared with physical and digitized college registers.
2. Badge of Verification: Once verified by the alumni registrar, profiles receive the verified institutional badge.
3. Prevention of Impersonation: Erroneous or fraudulent registrations are immediately frozen, audited, and submitted to the institutional disciplinary committee if malicious intent is identified.

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§ 4. Encryption & Technical Storage Safeguards

Our digital infrastructure employs modern data protection standards to safeguard records against unauthorized breach:

• Encryption in Transit: All communications between user browsers and our application servers are encrypted via TLS 1.3.
• Encryption at Rest: Relational databases and file storage repositories utilize AES-256 encryption at rest.
• Credential Protection: Account passwords are never stored in plain text; they are secured using salted bcrypt cryptographic hashes.
• Isolated Backups: Database backups are captured on automated daily schedules, encrypted, and distributed across geographically distinct server environments.

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§ 5. Member Control & Directory Privacy

Every alumnus possesses sovereign control over their visibility in public directories:

• Visibility Toggle: Alumni may switch their directory status between Public (visible to verified graduates) and Private (visible only to university secretariat administrators).
• Contact Masking: Email addresses and telephone numbers may be concealed from the public directory while retaining the ability to receive official university announcements.
• Right to Rectification: If your academic details or professional accomplishments evolve, you can update your profile directly or request an administrative review.

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§ 6. Account Deactivation & Archival

If you wish to terminate your online portal account, you may request account closure by contacting the secretariat. Upon verified request:

1. Public profile links and search indices will be deleted within 7 business days.
2. Direct contact vectors (personal email, phone) will be purged from marketing and announcement channels.
3. Historic financial transactions and verified alumni roll numbers will remain in immutable audit archives as required by accounting regulations.

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§ 7. Data Protection Secretariat Contact

For questions regarding data retention, rectification requests, or governance compliance:

• Secretariat Office: Data Governance Desk, Historic Administrative Building, Rajshahi College, Saheb Bazar, Rajshahi-6000, Bangladesh
• Email: datagovernance@rajshahicollege.edu.bd
• Phone: +880 721 772412
• Desk Hours: Sunday – Thursday, 9:00 AM – 4:00 PM (BST)