Privacy Policy

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1. Introduction

iLAMS - Intelligent Library Access Management System is an official application of the Central Library, Indian Institute of Technology Delhi (IIT Delhi). It supports library access, visitor management, identity verification, entry and exit records, and related library services.

This Privacy Policy explains how information is collected, used, stored, protected, and handled when users access or use iLAMS.

By using iLAMS, users acknowledge that they have read and understood this Privacy Policy.

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2. Information We Collect

iLAMS may collect or process the following information, depending on the features used.

2.1 Account and Identity Information

We may process information associated with a user's institutional identity, including:

• Name
• Institutional email address
• Institute identification details
• User category or membership type
• Account status
• Authentication-related information required for sign-in

This information is used to identify authorized users and provide access to library services.

2.2 Profile Information

Users may provide or update profile-related information, including:

• Profile photograph
• Name
• Institutional identity information
• Other profile information required for library services

Profile photographs are processed only when users choose to upload or update them.

2.3 Library Access Information

To operate library access-control services, iLAMS may process:

• Entry records
• Exit records
• Entry and exit timestamps
• Current presence or status
• Library access status
• QR/access-pass information
• Session duration
• Access authorization information

This information is used to maintain secure and accurate access records for the Central Library.

2.4 Visitor Information

When a user creates or manages a visitor request, iLAMS may process:

• Visitor name
• Visitor phone number
• Visitor email address, where provided
• Purpose of visit
• Visit date and time
• Visitor authorization status
• Visitor pass or QR information
• Visitor entry and exit records

This information is used for visitor registration, authorization, access control, and library security.

2.5 QR Codes and Access Passes

iLAMS may generate QR codes or digital access passes for authorized users and approved visitors.

QR codes may contain or represent information required to verify access authorization, library session status, or visitor permission. Users must not share, misuse, duplicate, or generate unauthorized access passes.

2.6 Location Information

Certain access-control or verification features may require location information. Location information is accessed only when required for the relevant feature and only after the user grants device-level permission.

Location information is used for access-control, verification, and security purposes. It is not used for advertising or tracking users across unrelated services.

2.7 Device and Technical Information

iLAMS may process limited technical information required to operate, secure, and maintain the application, including:

• Device and operating-system information
• Application version
• Network or connectivity information
• Error and diagnostic information
• Security-related technical information

This information is used to maintain service reliability, diagnose technical issues, and protect against unauthorized access or misuse.

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3. How We Use Information

Information processed through iLAMS may be used to:

• Authenticate authorized users
• Verify library membership or authorization
• Provide library access services
• Generate and validate QR-based entry passes
• Record library entry and exit
• Maintain current library presence status
• Calculate or display library session duration
• Manage visitor requests
• Verify and authorize visitors
• Maintain library access-control records
• Support user profile management
• Process user-selected profile photographs
• Maintain application and library security
• Detect and prevent unauthorized access, misuse, or fraud
• Diagnose technical issues and improve application reliability
• Communicate information necessary for library access and related services

Personal information is not used for advertising or unrelated commercial purposes.

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4. Profile Photographs and Images

iLAMS allows users to select and upload photographs, including profile photographs.

Images are accessed only when the user initiates an image-selection or upload action. Uploaded images may be used for identity verification, profile display, library access, and authorized administrative functions.

Users should upload only photographs they are authorized to provide.

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5. Visitor Data

Visitor information submitted through iLAMS may be used by the Central Library, IIT Delhi for:

• Visitor registration
• Visit authorization
• Visitor access control
• Generating visitor passes or QR codes
• Verifying visitor entry and exit
• Maintaining library security records

Users submitting visitor information are responsible for ensuring that the information is accurate and provided with appropriate authority.

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6. Sharing of Information

iLAMS does not sell personal information.

Information may be accessed by authorized personnel, systems, or service providers of IIT Delhi and the Central Library where required to:

• Operate library access-control systems
• Authenticate users
• Verify library access
• Manage visitor requests
• Maintain security and access records
• Provide, maintain, secure, or support iLAMS

Where infrastructure, hosting, authentication, diagnostic, or technical service providers are used, information may be processed only for purposes necessary to operate, maintain, secure, or support the service.

iLAMS does not share personal information with advertisers for targeted advertising.

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7. Data Security

The Central Library takes reasonable technical and organizational measures to protect information processed through iLAMS against unauthorized access, alteration, disclosure, or misuse.

Security measures may include:

• Secure authentication mechanisms
• Access controls
• HTTPS/TLS communication in production environments
• Secure handling of authentication information
• Restricted access to administrative systems
• Monitoring and controls to detect unauthorized access or misuse
• Secure storage practices for sensitive application information where supported

However, no electronic system or method of transmission can be guaranteed to be completely secure.

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8. Data Retention and Official Records

Information processed through iLAMS may be retained as part of official Central Library, IIT Delhi access-control, visitor-management, security, operational, and institutional records.

Different categories of information may be retained for different periods depending on library operations, security requirements, institutional policy, audit requirements, dispute resolution, and applicable legal or regulatory obligations.

Access records, visitor records, authentication records, and security logs may be retained where necessary for official institutional purposes.

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9. User Responsibilities

Users are responsible for:

• Keeping their login credentials confidential
• Providing accurate information
• Not sharing iLAMS credentials with others
• Not sharing or misusing QR codes or access passes
• Not generating or using unauthorized access passes
• Providing visitor information only where appropriate
• Reporting suspected unauthorized access, misuse, or security concerns

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10. Children's Privacy

iLAMS is intended for students, researchers, staff, visitors, and other authorized users of the Central Library, IIT Delhi.

The application is not directed toward children for unrelated commercial purposes. Any information relating to authorized users is processed only for institutional, library access, visitor-management, and security purposes.

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11. Third-Party and Institutional Services

iLAMS may rely on IIT Delhi institutional systems, authentication services, hosting infrastructure, diagnostic tools, or other technical services required to operate the application.

Where such services process information for iLAMS, their processing is limited to purposes necessary for authentication, hosting, maintenance, security, diagnostics, or service support.

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12. Changes to This Privacy Policy

This Privacy Policy may be updated from time to time to reflect changes in iLAMS functionality, library services, data-processing practices, security practices, institutional requirements, or applicable laws.

When significant changes are made, the updated Privacy Policy will be made available through the application or the official Central Library website.

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13. Contact Us

For questions, concerns, or requests regarding this Privacy Policy or the handling of information through iLAMS, please contact: