Privacy Policy

theAlmaHive ("we", "our", or "us") is operated by theAlmaHive (thealmahive.com). We provide an alumni management platform ("Platform") to educational institutions ("Institutions") in India, enabling them to manage their alumni networks.

This Privacy Policy explains how we collect, use, store, and protect personal data when you use our Platform, whether as an Institution administrator or as an alumni member.

By using theAlmaHive, you agree to the practices described in this policy.

theAlmaHive is a SaaS platform for alumni management built for Indian universities and colleges. We act as a Data Fiduciary under India's Digital Personal Data Protection Act, 2023 (DPDP Act) with respect to data we collect directly. In relation to alumni data shared by Institutions, we act as a Data Processor processing data on the Institution's instructions.

Contact: hello@thealmahive.com | thealmahive.com

3.1 Alumni Data (provided by Institutions or alumni directly):

• Full name and email address
• Phone number (if provided)
• Education history: degree, branch, batch year, roll number
• Career history: employer, designation, city, LinkedIn URL
• Profile photo
• City and location (if provided)
• Posts, comments, and likes on the community feed
• Job applications and resume uploads
• Event registrations and attendance
• Support request content and attachments
• Donation history (amount and date — payment card details are processed by Razorpay and never stored by us)
• Alumni ID card data
• Engagement data: email opens, link clicks, login timestamps
• Device information (for mobile app usage)

3.2 Institution Administrator Data:

• Name and email address
• Institution name, subdomain, logo, and brand colours
• Contact email and phone number
• Bank account details (for payment routing via Razorpay Route — stored securely, used only for payment settlement)
• GSTIN (for GST-compliant invoicing)

3.3 Data We Do Not Collect:

• Payment card or UPI details — all payments are processed by Razorpay directly
• Passwords — handled by Supabase. We never have access to your password.
• Sensitive personal data such as biometric data, health records, or financial statements

3.4 Automatically Collected Data:

• Login timestamps and session information
• Email engagement data (opens and clicks)
• Usage logs for platform features

• Providing and operating the Platform
• Sending invitation emails, event notifications, campaigns, and job alerts on behalf of Institutions
• Processing payments via Razorpay
• Generating engagement scores and smart tags
• Generating NIRF and NAAC compliance reports
• Providing alumni ID cards and verification
• Facilitating alumni communication
• Improving the Platform through analytics
• Responding to support requests
• Complying with legal obligations

• Contractual necessity — to provide the Platform to registered users
• Consent — alumni accept an invitation before their data is activated
• Legitimate interests — platform security and service improvement
• Legal obligation — where required by Indian law

We share data with the following providers:

• Supabase — database hosting and authentication
• Vercel — platform hosting and CDN
• Amazon Web Services / Amazon SES — email delivery
• Razorpay — payment processing
• Inngest — background job processing
• Google/email providers — Institutions may share alumni data via email for onboarding. Used only to populate the platform.

We do not sell personal data. We do not use alumni data for advertising.

• Active data: retained while subscription is active
• Post-cancellation: accessible for 30 days for export
• Suspended accounts: data retained for up to 30 days
• Permanent deletion: 90 days after termination
• Alumni deletion requests: honoured within 30 days
• Email send records: 24 months
• Usage logs: 12 months rolling

• Right to access your personal data
• Right to correction of inaccurate data
• Right to erasure (subject to legal obligations)
• Right to grievance redressal
• Right to nominate

Contact hello@thealmahive.com to exercise any of these rights. We respond within 30 days.

• Transactional emails (invitations, event confirmations, support updates): cannot be unsubscribed — required for platform use
• Marketing emails (campaigns, newsletters, job digests): include a one-click unsubscribe link in every email

To unsubscribe, click the Unsubscribe link in any campaign email or email us at hello@thealmahive.com.

• Encryption in transit (HTTPS/TLS) and at rest
• Row-level data isolation per Institution
• Secure authentication via Supabase
• Regular infrastructure security reviews

We will notify relevant parties of any personal data breach in accordance with applicable law.

We use essential cookies only — for authentication sessions and platform functionality. No advertising or tracking cookies. By using the Platform, you consent to essential cookies.

The Platform is not for individuals under 18. We do not knowingly collect data from minors. Contact hello@thealmahive.com if you believe a minor has provided data and we will delete it promptly.

Some service providers may process data outside India. Transfers are governed by appropriate contractual safeguards. Under the DPDP Act 2023, transfers are permitted except to restricted countries. No restrictions apply to our current providers.

Material changes are notified to Institution administrators by email at least 14 days before they take effect.

Email: hello@thealmahive.com

Website: thealmahive.com/contact

We respond to privacy queries within 7 business days.