Last Updated: 09.11.2025 (Version 3.1)
Next Scheduled update: 09.01.2026

1. WHO WE ARE

• Email: info@chopache.com
• Address: Puducherry – 605 001 and Karaikal – 609 601
• Phone: 739 739 0930 / 814 861 0930

2. WHAT PERSONAL DATA WE COLLECT AND WHY WE COLLECT IT

We collect and process personal data for the following purposes:

2.1 Contact Forms and Consultation Services

When you submit forms on our website through our Forminator-powered contact forms or engage our consultation services, we collect:

• Name – to identify and address you personally
• Email address – to respond to your inquiries and provide updates
• Phone number – to contact you regarding your educational consultation needs
• Educational background – to provide relevant consultation services and share with universities
• Academic records and transcripts – to assess your eligibility and submit university applications
• Personal statements and essays – for university application purposes
• Financial information – when required for scholarship applications or financial aid assessments
• Passport and visa information – for international university applications
• English proficiency test scores – for university admission requirements
• Letters of recommendation – to support your university applications
• IP address – automatically captured for spam protection and security purposes
• Any additional information you provide related to your educational goals and university preferences

Legal Basis: We process this data based on your consent and our legitimate business interests in providing educational consultation services and facilitating university applications.

2.2 Website Analytics and Performance

We may collect technical data including:

• Browser type and version
• Operating system
• Pages visited and time spent on our website
• Referring website information
• General geographic location (country/city level)

Purpose: To improve our website performance, understand user behavior, and enhance our services.

2.3 Cookies and Caching

Our website uses cookies and caching technology to improve your browsing experience:

• Performance cookies – to optimize website loading speed
• Functional cookies – to remember your preferences
• Analytics cookies – to understand how visitors use our website

LiteSpeed Cache: We utilize LiteSpeed caching technology to facilitate faster response times and better user experience. Cache files are temporary, never accessed by third parties except for technical support purposes, and expire automatically or can be purged by our administrators.

3. HOW LONG WE RETAIN YOUR DATA

• Form submissions: We retain form submission data for 30 days from the date of submission
• Website analytics data: Retained for 12 months
• Client consultation records: Retained for 7 years to comply with business record-keeping requirements
• University application materials: Retained for 7 years or until you request deletion, whichever comes first
• Shared data with universities: Once shared with universities or business partners, data retention is governed by their respective privacy policies
• Email communications: Retained for 3 years unless you request deletion
• Cache files: Temporary storage, automatically expire based on administrator settings

4. WHO WE SHARE YOUR DATA WITH

We may share your personal data with the following third parties:

4.1 Educational Partners and Service Providers

• Universities and Educational Institutions – we share your personal data directly with universities you are interested in applying to, including academic records, personal statements, and contact information necessary for application processing
• Business Partners with University Tie-ups – we work with partner businesses that have established relationships with universities and may share your data through them to facilitate your university applications
• Dedicated Application Platforms – we may use specialized platforms provided by our business partners to submit and manage your university applications, which may involve sharing your complete application materials
• Our staff and contractors – to perform necessary actions based on your form submissions and provide consultation services
• Email service providers – to send you communications related to our services
• Cloud storage providers – for secure data backup and storage

4.2 Third-Party Services

We use the following third-party services that may process your data:

Spam Protection:

• Google reCAPTCHA – Privacy Policy
• hCaptcha – Privacy Policy
• Akismet – Privacy Policy

Email Marketing:

• Mailchimp – Privacy Policy
• ActiveCampaign – Privacy Policy
• Aweber – Privacy Policy
• Campaign Monitor – Privacy Policy

Data Management:

• Google Drive and Google Sheets – Privacy Policy
• ClickUp – Privacy Policy
• Slack – Privacy Policy

University Application Platforms:

• Various university application platforms and portals used by our business partners
• Third-party educational service platforms that facilitate university applications
• Document management systems used by universities and partner organizations

Caching Services:

• QUIC.cloud – Privacy Policy

4.3 Legal Requirements

We may disclose your personal data if required by law, court order, or governmental authority.

5. WHERE YOUR DATA IS SENT

Your data may be transferred to and stored in countries outside your country of residence, including:

• India (our primary operations)
• United States (some third-party service providers and universities)
• European Union (some third-party service providers and universities)
• Canada (universities and educational institutions)
• Australia (universities and educational institutions)
• United Kingdom (universities and educational institutions)
• Other countries where universities you apply to are located

University Data Sharing: When you engage our services for university applications, your personal data will be shared with universities in the countries where you wish to study. This may include direct sharing with universities or through our business partners who have established relationships with these institutions.

We ensure appropriate safeguards are in place for international data transfers, including:

• Standard contractual clauses
• Adequacy decisions
• Binding corporate rules where applicable
• University data protection agreements where available

6. HOW WE PROTECT YOUR DATA

We implement appropriate technical and organizational measures to protect your personal data:

Technical Measures:

• SSL/TLS encryption for data transmission
• Secure server infrastructure
• Regular security updates and patches
• Access controls and authentication systems

Organizational Measures:

• Staff training on data protection
• Clear data handling procedures
• Regular privacy impact assessments
• Incident response procedures

7. YOUR RIGHTS OVER YOUR DATA

Depending on your location, you may have the following rights:

• Access – Request a copy of your personal data
• Rectification – Request correction of inaccurate data
• Erasure – Request deletion of your data
• Restriction – Request limitation of processing
• Portability – Request transfer of your data
• Objection – Object to processing of your data
• Consent withdrawal – Withdraw consent at any time

To exercise these rights, contact us using the information provided in Section 10.

8. DATA BREACH PROCEDURES

In the event of a data breach, we have procedures in place to:

• Assess and contain the breach
• Evaluate risks to individuals
• Notify relevant authorities within 72 hours (where required)
• Inform affected individuals if there is a high risk to their rights and freedoms
• Document and investigate the incident
• Implement measures to prevent future breaches

9. AUTOMATED DECISION MAKING

We do not use automated decision-making or profiling that would significantly affect you. Any automated processes we use are limited to:

• Spam detection in form submissions
• Website analytics for performance optimization
• AI Assistant Services – Our website features an AI-powered virtual assistant to help answer your questions and provide general information about our services

9.1 AI Assistant Functionality

Purpose and Function: Our AI assistant is designed to provide immediate support and answer general inquiries about our educational consultation services, university information, and application processes.

Data Processing:

• The AI assistant does not collect, store, or retain any personal data from your conversations
• All interactions with the AI assistant are processed in real-time and are not saved to our systems
• The AI assistant operates using a custom knowledge base that contains only general educational information and does not include any personal data from our clients

Knowledge Base:

• Contains general information about universities, courses, application processes, and educational requirements
• Includes publicly available information about our services and consultation offerings
• Does not contain any client personal data, application materials, or confidential information

Limitations:

• The AI assistant cannot access your personal consultation records
• It cannot make decisions about your applications or eligibility
• All personalized advice and application decisions remain exclusively with our human consultants

Your Control:

• You can choose whether or not to interact with the AI assistant
• You can end the conversation at any time
• For personalized consultation, you will always be directed to our human consultants

Data Security:

• Conversations with the AI assistant are not linked to your personal profile
• No conversation history is maintained or associated with your account
• The AI assistant operates independently from our client data management systems

10. CONTACT INFORMATION

For privacy-related concerns or to exercise your rights, please contact us:

Privacy Officer:
Email: admin@chopache.com
Phone: 739 739 0930

Response Time: We will respond to your privacy requests within 30 days.

11. CHANGES TO THIS PRIVACY POLICY

We may update this privacy policy from time to time. When we make changes, we will:

• Update the “Last Updated” date
• Notify you via email or website notice for significant changes
• Maintain previous versions for your reference

12. COOKIES POLICY

12.1 What Are Cookies

Cookies are small text files stored on your device when you visit our website.

12.2 Types of Cookies We Use

• Essential Cookies – Required for website functionality
• Performance Cookies – Help us understand website usage
• Functional Cookies – Remember your preferences
• Targeting Cookies – Used for relevant advertising (if applicable)

12.3 Managing Cookies

You can control cookies through your browser settings. Note that disabling certain cookies may affect website functionality.

13. CHILDREN’S PRIVACY

While our services may be used by individuals under 18 seeking educational opportunities, we do not knowingly collect personal data from children under 13 without parental consent. If you believe we have collected such data, please contact us immediately.

14. INTERNATIONAL COMPLIANCE

This privacy policy is designed to comply with applicable privacy laws including:

• General Data Protection Regulation (GDPR)
• California Consumer Privacy Act (CCPA)
• Personal Data Protection Act (India)
• Other applicable local privacy laws

15. UNIVERSITY PARTNERSHIPS AND DATA SHARING

15.1 Direct University Partnerships

We work directly with universities and educational institutions worldwide. When you use our services:

• Your application materials will be shared directly with universities you choose to apply to
• Universities may contact you directly using the information we provide
• Each university has its own privacy policy governing how they handle your data

15.2 Business Partner Collaborations

We collaborate with business partners who have established relationships with universities:

• These partners may act as intermediaries in the application process
• Your data may be processed through their systems and platforms
• We ensure our partners maintain appropriate data protection standards

15.3 Consent for Data Sharing

By using our services, you consent to:

• Sharing your personal and academic information with universities you wish to apply to
• Processing your data through our business partners’ platforms when necessary
• Communication from universities and our partners regarding your applications

15.4 Your Control Over Data Sharing

You can:

• Specify which universities you want your data shared with
• Withdraw consent for sharing with specific institutions
• Request updates on where your data has been shared

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Disclaimer: This privacy policy is subject to applicable laws and regulations. If you have specific legal concerns, please consult with appropriate legal counsel.

ACCEPTANCE OF TERMS: By accessing our website, utilizing our services, or engaging with our consultation offerings, you acknowledge that you have read, understood, and agree to be bound by the terms and conditions set forth in this Privacy Policy.