Privacy Notice

Who is responsible

The Information Communication Technology Society (ICTS) of the University of Sri Jayewardenepura runs icts.fyi and looks after the details you send us. This notice explains what happens to that information.

What we collect

When you submit the membership registration form, we collect:

• Your full name and degree programme.
• Your faculty and academic year.
• Your university registration number and university email address.
• Your personal email address and WhatsApp number.
• The areas of ICTS you are interested in and what you write about why you want to join.

We also collect basic usage analytics through Microsoft Clarity, which records anonymised information about how pages are used so we can improve the site.

Why we use it

• To confirm you are a student of the university and set up membership.
• To contact you about your registration, society activities, and events you may want to join.
• To organise members into interest areas so we can plan sessions and projects that people actually want.
• To keep aggregate statistics — such as how many members come from each faculty — for committee planning and reporting.

We do not sell your details, and we do not use them for advertising. The form includes a hidden anti-spam field; it is only used to reject automated submissions.

Who can see it

Your registration is visible to ICTS committee members who administer membership. It is stored in our database hosted by Neon, and uploaded media is stored with Cloudflare R2. These providers process data on our behalf and are not permitted to use it for their own purposes.

We share details with the university or an event partner only when it is needed to run an activity you have signed up for, or where we are required to.

How long we keep it

We keep your registration for as long as you are a member and for a reasonable period afterwards so the committee has a record of past membership. If you ask us to delete your details, we remove them unless we need to keep a limited record — for example, that a place at an event was taken.

Your choices

You can ask us to:

• Show you the details we hold about you.
• Correct anything that is wrong or out of date.
• Delete your registration and remove you from our lists.
• Stop contacting you about society activities.

Contact the committee through the links in the site footer and include your membership ID so we can find your record.

Keeping it secure

Access to registrations is limited to committee members who need it, and admin areas require sign-in. No system is perfect, but we take reasonable steps to protect what you send us and to fix problems quickly if they come up.

Changes to this notice

We update this notice when what we collect or how we use it changes. The date at the end of this page shows when it last changed.