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ArithMatrix • Privacy Policy • Internship Program

Privacy Policy

This Privacy Policy explains how ArithMatrix (“we”, “us”, “our”) collects, uses, shares, and protects personal data relating to applicants and interns participating in the ArithMatrix Internship Program. We operate with a lean team and transparent processes while striving to deliver a premium, career-shaping experience.

Last Updated
02/08/2025
Scope
ArithMatrix internship website, application forms, email communications, and related services.

1. Who We Are

ArithMatrix (“Company”) provides virtual internship programs across domains such as Web Development, Full-Stack Development, Data Science, Machine Learning, Cybersecurity, Software Development, and Generative AI. We are a growing organization; while we aim for top-tier execution, our operations are intentionally simple and transparent.

Legal Entity & Contact: Replace with your registered business name and address.
Email: contact.arithmatrix@gmail.com

2. Data We Collect

We collect the following categories of information, primarily via Google Forms and Google Workspace tools:

  • Identity & Contact: name, email address, phone number, college/institution, graduation year, city/country.
  • Application Details: chosen domain/track, internship duration (15 or 28 days), preferred dates, portfolio/GitHub links, responses to form questions.
  • Submission Data: task/project links (e.g., GitHub, Google Drive), uploaded files, and any comments you provide.
  • Transactional Data: certificate processing payments (amount, status, timestamp) handled by a third-party payment gateway.
  • Technical Data: IP address, device/browser metadata, general usage logs (to secure forms and prevent abuse).
We do not intentionally collect sensitive medical information, government IDs, or biometric data. Please do not include such data in your submissions.

3. How We Use Your Data

  • To process internship applications, onboard selected interns, and manage internship operations.
  • To issue documents: Offer Letters, Completion Certificates, and Letters of Recommendation (where eligible).
  • To verify task completion and maintain records of performance for quality and audit purposes.
  • To communicate program updates, deadlines, submission reminders, and future internship drives or opportunities (you can opt out at any time).
  • To comply with legal requirements and to prevent fraudulent or abusive activities.

4. Payments & Certificate Processing

The internship program is largely low-cost; however, a small fee is charged only when you submit your completed tasksfor verification and certificate processing via our Project Submission Form. Payment is collected through athird-party payment gateway (e.g., Razorpay or equivalent).

  • We do not store full card or bank details on our servers. Payment credentials are handled by the payment gateway.
  • Basic transaction metadata (amount, status, reference ID) may be stored to confirm certificate eligibility and for accounting.
  • Refunds, Refund will not be applicable after successful generation of your certificate. Refund time is only after 2 days of task submission date. after that no refund tickets will be entertained and the Correct Order Certificate will be generated.
By proceeding with payment, you consent to processing by the payment provider under its own privacy policy and terms.

5. Certificates & Timelines

  • Internship options: 15 days or 28 days from the official start date stated on your Offer Letter email.
  • Completion Certificates are issued after we verify your submitted tasks and confirm fee receipt (where applicable).
  • Typical issuance window: within a reasonable period after verification; delays can occur during peak volumes (we’re a lean team).
  • Letters of Recommendation (LoR) may require additional task completion thresholds, quality checks, or mentor approval.

6. Forms, Deadlines & Eligibility

  • Applications are accepted via our official Google Form. After the submission deadline, the form will be closed and late entries will not be accepted.
  • Task submissions must be made via our official Project Submission Form within the announced timelines.
  • Eligibility for certificates/LoR depends on timely submission, minimum task criteria, and verification outcomes.
Always use your own original work. Submissions may be screened for plagiarism or policy violations.

7. Data Sharing & Third-Party Services

We share data only as necessary to run the program:

  • Google Workspace: We use Google Forms, Sheets, and Drive to collect and manage applications and submissions.
  • Payment Gateway: (e.g., Razorpay) to process certificate payments; see the provider’s privacy policy.
  • Email Services: We may send operational emails through Google or approved email APIs.
  • Mentors/Evaluators: Limited access to your submissions strictly for review and verification.

We do not sell your personal data. We may disclose information if required by law or to protect our rights and users.

8. Data Security

We implement reasonable technical and organizational measures suitable for a small team (access controls, audit trails, least-privilege permissions). No system is fully secure; please avoid sharing sensitive data beyond what is requested.

9. Your Rights & Choices

  • Access, correct, or delete your personal data, subject to applicable law and legitimate program needs.
  • Opt out of non-essential marketing emails via unsubscribe links or by contacting us.
  • Withdraw consent for optional data uses; this may limit certain program features.

To exercise rights, email contact.arithmatrix@gmail.com. We will respond within a reasonable timeframe.

10. Data Retention

We retain application and submission records for as long as needed to operate the program, issue documents, address queries, and comply with legal/accounting requirements. Where feasible, we may anonymize data for internal analytics and quality improvement.

11. Cookies & Tracking

Our site may use minimal cookies or local storage for functionality (e.g., form state, session). Any analytics, if enabled, will be limited and privacy-respecting. Email open tracking (a 1×1 pixel) may be used for operational metrics and can be disabled upon request.

12. Children’s Privacy

The program is intended for individuals aged 16+. If you are below this age, apply only with parental/guardian consent. If we learn we have collected data from a minor without proper consent, we will delete it.

13. International Users & Lawful Basis

Our operations are primarily based in India. By interacting with our services, you understand that your data may be processed in India. Where applicable, the lawful basis for processing includes consent, contract performance (program delivery), and legitimate interests (program security and integrity).

14. Changes to This Policy

We may update this Privacy Policy to reflect operational, legal, or regulatory changes. The “Last Updated” date will be revised accordingly. Continued use after changes indicates acceptance of the updated terms.

15. Contact & Grievance

For questions, requests, or grievances regarding privacy:

Disclaimer: This page provides general information and is not legal advice. Consult a qualified attorney to adapt this policy to your specific business and jurisdictional requirements.