Our Policies

The App is an authenticated mobile front end to the existing St. Judes For Life (Founded in the memory of Mrs. Rani Vicaji) Aid Management System (the “CRM”). The App is not a separate system of record and does not maintain a separate backend database.

The App is intended for users who already have an authorised record in the CRM. A member of the public cannot register or create a new account through the App.

Information displayed in the App is retrieved from the CRM. Information entered or uploaded through the App is submitted to the CRM and becomes part of the relevant CRM record. References in this policy to information processed through the App include these interactions with the CRM.

2.1 Account and authentication information

When a user signs in, the App processes:

• St. Judes user or beneficiary identification number (UID);
• name and email address returned by the CRM profile;
• the registered mobile number associated with the CRM record, where St. Judes systems use it to deliver a login one-time password (OTP);
• the OTP submitted for verification;
• an authentication token used to maintain the signed-in session; and
• login, logout, account and security records maintained by the CRM and supporting systems.

The App uses UID-and-OTP authentication. It does not ask users to create or submit a password.

2.2 Aid requests and service information

When a user views or submits an aid request, the App may retrieve from or submit to the CRM:

• the aid category and nature of support, including education, health, career-guidance or counselling support;
• the requested amount, where relevant;
• school, college, class, course, institute or hostel details;
• hospital, treatment, medicine-vendor or service-provider details;
• whether the beneficiary is a patient of Tata Memorial Hospital;
• preferred date, time and language;
• information about who will attend a counselling session;
• request dates, status, outcome, messages and reasons recorded for approval, rejection or resubmission; and
• other information entered in the form for the selected service.

2.3 Counselling information

The App may retrieve and display counselling information from the CRM, including:

• session type;
• counselling status;
• counsellor name; and
• follow-up date.

2.4 Documents, photographs and sensitive information

When a user chooses to take a photograph, select an image or choose a PDF, the App accesses the selected file and uploads it to the CRM for the relevant aid request.

Uploaded documents may contain:

• Aadhaar or other identification information;
• educational records, attendance records or mark sheets;
• fee schedules, estimates, invoices or agreements;
• bank details or cancelled cheques belonging to an institute, hospital, vendor, landlord or other intended payee;
• prescriptions, hospital details or other health and treatment information; and
• other supporting information voluntarily selected by the user.

An image selected from the camera or photo library is converted to PDF before upload. Temporary files may be created on the device while preparing and transmitting the document.

Users should upload only the information necessary for the relevant request. A user uploading personal data about another person must be authorised to provide it to St. Judes.

2.5 Technical information

When the App communicates with St. Judes systems, the CRM and supporting infrastructure may receive standard technical information, such as:

• IP address;
• request date and time;
• App and operating-system information supplied with the network request;
• the requested service endpoint and response status;
• authentication and security events; and
• error information required to operate, protect and troubleshoot the service.

The App also uses the device language setting to select a supported language and stores the user’s selected language preference on the device.

The App does not intentionally collect persistent device identifiers such as IMEI, IMSI, SIM serial number, Android Advertising ID or App Set ID. It does not use technical information for advertising or cross-app tracking.

2.6 Data-handling summary

The following table summarises data handling in the current App. “Required” means the information is necessary to sign in or use the stated feature. An optional feature may still require particular fields after the user chooses to use it.

The current App does not use or collect:

• precise or approximate device location;
• contacts or call logs;
• microphone or audio recordings;
• payment-card details, bank-login credentials, UPI PINs or in-app payment information;
• information for advertising or cross-app behavioural tracking; or
• information for push notifications.

It also does not:

• read SMS messages or OTPs automatically;
• read the device phone number, SIM information, contacts or call history;
• initiate calls or send SMS messages directly from the device;
• use biometric authentication or receive biometric information;
• scan installed applications;
• use Bluetooth, activity-recognition or body-sensor data;
• access calendars;
• collect data while the App is closed through background jobs or services; or
• upload documents in the background after the user leaves the upload flow.

The current App does not display third-party advertising or use personal data for advertising. It does not include Firebase Analytics, Firebase Crashlytics, Firebase Cloud Messaging, Google Analytics, Google Maps, a payment SDK, an advertising SDK or an attribution SDK. Libraries used to provide the camera, photo picker, document picker, PDF display and other App interfaces operate as part of those user-selected features; selected information is transmitted to the St. Judes CRM, not to those libraries for independent advertising or analytics purposes.

If a future version introduces a feature that processes additional personal data, St. Judes will update this policy and provide any required disclosure, permission request or consent before the processing begins.

St. Judes uses personal data processed through the App to:

• authenticate authorised CRM users and maintain App sessions;
• retrieve and display a user’s CRM profile;
• retrieve and display counselling sessions and follow-up information;
• create, review, administer and track aid requests in the CRM;
• upload, review and manage supporting documents in the CRM;
• communicate request status, outcomes and service information;
• coordinate education, health, counselling, career-guidance and other beneficiary support;
• protect users, beneficiaries, the CRM and supporting systems from fraud, misuse and unauthorised access;
• operate, maintain, secure and troubleshoot the App and CRM;
• respond to questions, complaints and privacy requests; and
• comply with legal, regulatory, accounting, audit, safeguarding and record-keeping obligations or establish, exercise and defend legal claims.

St. Judes does not sell or rent personal data processed through the App.

The App uses the following device capabilities for user-selected features:

Users can manage permissions through their device settings. Refusing camera, photo or file access prevents only the associated capture, selection or download feature.

The current App does not require location, contacts or microphone access for its features.

Camera, photo and document access occurs only after the user chooses the corresponding upload option. The App does not intentionally extract or use location metadata from a selected image. Images are compressed and converted into a temporary PDF before being uploaded to the CRM.

The CRM is the system of record for profiles, aid requests, counselling information and uploaded supporting documents. The App does not create a separate server-side database or independently retain another permanent copy of those business records.

For the App to operate on a user’s device, its private application storage may contain:

• the authentication token;
• basic profile information, including UID, name and email address;
• selected language preference;
• cached responses received from the CRM, which may include aid-request, document and counselling information; and
• temporary image or PDF files created during document preparation and upload.

Signing out removes the locally stored authentication token and basic profile record. Technical cache data may remain in the App’s private storage until it is cleared by the App or operating system, the user clears the App’s storage, or the App is uninstalled.

A file that a user deliberately downloads to the public Downloads folder remains on the device until the user deletes it. A device operating system or backup service may handle local App data according to the user’s device and backup settings.

The App transmits personal data to the St. Judes CRM or supporting systems as described in this policy. Data retrieved from the CRM may be displayed or cached by the App. Processing required to prepare a selected document occurs locally on the device until the document is uploaded.

St. Judes does not sell personal or sensitive data. The App does not share personal data with advertising companies, data brokers or analytics providers.

Personal data may be made available only where reasonably necessary to:

• authorised St. Judes employees, centres, counsellors and representatives who require access to provide or administer services;
• hospitals, educational institutions, vendors, landlords or other service and care-coordination parties where necessary for the requested support and where disclosure is authorised or legally permitted;
• providers supporting the CRM, API, hosting, data storage, security, maintenance and technical support;
• SMS or communication providers used by St. Judes systems to deliver OTPs or service communications;
• professional advisers, auditors or insurers subject to appropriate confidentiality obligations;
• government, regulatory, judicial or law-enforcement authorities where disclosure is required or permitted by law; and
• a successor organisation as part of a lawful merger, restructuring or transfer, subject to appropriate safeguards.

Service providers acting on St. Judes’ instructions are expected to process personal data only for authorised purposes and under appropriate contractual, confidentiality and security obligations.

Government identification, financial information, health information and uploaded documents are not made publicly available through the App.

St. Judes provides services involving children, former child beneficiaries and their families. Information about a child must be submitted only by a parent, legal guardian, authorised representative or authorised St. Judes personnel.

Where required, St. Judes will obtain appropriate parental or guardian consent and apply safeguards required for children’s personal data.

The App is restricted to pre-registered St. Judes users. It does not allow a member of the public or a child to create an independent account, and it is not intended to enable a child to submit personal data without appropriate authorisation.

Health and beneficiary information is used only for the aid, counselling, care-coordination, safeguarding, administration and legal purposes described in this policy. It is not used for advertising or analytics.

St. Judes uses reasonable technical and organisational safeguards appropriate to the nature and sensitivity of the information processed. These may include:

• encrypted transmission using HTTPS/TLS;
• token-based authentication and access controls;
• restriction of access to authorised personnel;
• protected infrastructure, databases and backups;
• security monitoring, maintenance and incident-response procedures; and
• confidentiality and data-protection obligations for personnel and service providers.

No electronic transmission or storage system can be guaranteed to be completely secure. Users should protect their devices and OTPs, avoid uploading unnecessary information, sign out when appropriate and promptly report suspected misuse.

St. Judes retains personal data in the CRM only for as long as reasonably necessary to provide and administer its services and to satisfy applicable operational, legal, accounting, audit, medical-record, safeguarding, security and record-keeping requirements.

Retention is determined using the following criteria:

When personal data is no longer required under these criteria, it will be deleted, anonymised or securely disposed of in accordance with St. Judes’ applicable retention procedures.

The App does not permit account creation and does not maintain an independent App account. A user may request deactivation of mobile access, closure of the relevant CRM account where applicable, or deletion of personal data associated with the App and CRM by contacting St. Judes using the details in Section 16. Include enough information to identify the record, such as the user’s name and UID. Do not send an OTP or unnecessary identity documents in the initial request.

St. Judes may verify the requester’s identity and authority before acting. Some information may need to be retained for legal, regulatory, accounting, audit, medical-record, fraud-prevention, safeguarding, security or other permitted purposes.

Signing out or uninstalling the App does not delete the underlying CRM record. Users can remove local App data by clearing the App’s storage in device settings or uninstalling the App. Downloaded files must be deleted separately from the Downloads folder.

Subject to applicable law, a user may ask St. Judes to:

• provide information about the personal data being processed and the purposes of processing;
• provide access to or a summary of the user’s personal data;
• correct, complete or update inaccurate personal data;
• erase personal data that is no longer required or must otherwise be erased;
• withdraw consent where processing is based on consent;
• address a privacy grievance; or
• recognise a valid nomination or authorised representative where applicable.

These rights may be limited where processing or retention is required or permitted for legal, medical-record, safeguarding, fraud-prevention, security or other purposes. St. Judes may verify the identity and authority of the person making a request.

Some technology or support providers may process or store information outside India. Where an international transfer occurs, St. Judes will take measures required by applicable law and use appropriate contractual, organisational and technical safeguards.

St. Judes maintains procedures to identify, investigate and respond to suspected personal-data breaches and security incidents. Where required by applicable law, St. Judes will notify affected individuals and the relevant authority.

Users may report a suspected privacy or security incident using the contact details below.

St. Judes may update this policy to reflect changes to the App, CRM, data-handling practices, applicable law or platform requirements. The updated policy will be published with a revised “Last updated” date. Where required, St. Judes will provide additional notice or obtain additional consent.

Questions, complaints, deletion requests, other privacy requests and suspected security incidents may be submitted to Grievance Cell:

St Jude India Child Care Centres
Cotton Green Campus
Ground Floor, Mumbai Port Trust Colony
ABC Colony (Rajas Nagar)
Zakaria Bunder Road, Sewri
Mumbai – 400015, Maharashtra, India

Email: grievance@stjudechild.org
Mobile: +91 022 45452600
Website: https://stjudechild.org/

For privacy or data-deletion requests, use the subject line: St. Judes For Life (Founded in the memory of Mrs. Rani Vicaji) Aid Request App – Privacy Request. This email address is the App’s privacy and grievance contact mechanism.