Privacy Policy

1. Introduction

Welcome to Fieldworks (“Platform”, “we”, “us”, or “our”). We are a digital arts education platform based in India, committed to providing a safe, enriching, and privacy-respecting learning experience for all our users, including students, parents, educators, and art enthusiasts.

This Privacy Policy explains what personal information we collect, why we collect it, how we use it, with whom we share it, and the rights you have over your information. It applies to all interactions with our Platform, including our website, embedded tools, contact forms (including Google Forms), and any communications we send.

By accessing or using our Platform, or by submitting your information through any of our forms or channels, you agree to the practices described in this Privacy Policy.

If you are a parent or guardian completing a form on behalf of a minor, this Policy also explains the additional protections we provide for children’s data.

2. Applicable Laws & Legal Framework

Our Platform operates primarily under Indian law and complies with the following:

• DPDPA 2023: Digital Personal Data Protection Act, 2023 (DPDPA) – India’s primary data protection legislation, which governs how we collect, use, and protect personal data of individuals in India.
• IT Act & Rules: Information Technology Act, 2000 & IT (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011 – which set standards for handling sensitive personal information.
• GDPR (EU): General Data Protection Regulation (GDPR) – to the extent our Platform is accessed by users located in the European Economic Area (EEA), we apply GDPR standards as well.
• COPPA (US): Children’s Online Privacy Protection Act (COPPA) – to the extent our Platform is accessed by users in the United States.

Where the requirements of multiple laws overlap, we apply the standard that offers the greatest protection to the user.

3. Who We Are (Data Fiduciary)

Under the DPDPA 2023, we are the Data Fiduciary — the entity that determines the purpose and means of processing your personal data. Our details are:

The Grievance Officer is responsible for addressing privacy-related complaints and concerns. You may contact them for any issues related to this Policy or your personal data.

4. What Personal Data We Collect

We currently do not have user login or account functionality on our Platform. Data is collected primarily through Google Forms and through your voluntary correspondence with us. The information we may collect includes:

4.1 Information You Provide Directly

• Full name
• Email address
• Phone number (if provided)
• Age or date of birth (to verify whether a user is a minor)
• Parent or guardian name and contact details (for users under 18)
• Course interests, learning goals, or queries submitted through forms
• Any artwork, images, or creative work voluntarily submitted through forms or email
• Feedback, testimonials, or survey responses

4.2 Information Collected Automatically

• IP address and approximate geographic location (country/city level)
• Browser type and version
• Operating system and device type
• Pages visited and time spent on each page
• Referring URL (the page that directed you to our site)
• Date and time of access

This information is collected through cookies and similar tracking technologies embedded in our website, as well as through third-party tools such as Google Analytics. Please see Section 8 (Cookies) for more detail.

4.3 Information from Third-Party Embeds

Our Platform may include embedded content or tools from third parties, including but not limited to:

• Google Forms – for enrollment inquiries and data collection
• YouTube – for embedded tutorial or instructional videos
• Google Maps – for location information (if applicable)
• Vimeo or other video platforms – for course preview content
• Social media plugins (Instagram, Facebook, etc.) – for community engagement

When you interact with these embeds, the third-party service may independently collect data about you according to their own privacy policies. We do not control this data collection. Please review the privacy policies of these third parties for details.

5. Why We Collect Your Data (Purposes of Processing)

Under the DPDPA 2023, we may process your personal data only for specific, lawful purposes for which we have your consent or another valid legal basis. We collect and use your data for the following purposes:

• To respond to your inquiries, registration interest, or course queries submitted through our forms
• To send you information about our courses, programmes, workshops, and events that you have expressed interest in
• To send promotional or marketing communications (only where you have given explicit consent, and you may withdraw this consent at any time)
• To improve our website, content, and user experience based on usage patterns and feedback
• To maintain records for administrative and operational purposes
• To verify the age of users and apply additional protections for minors
• To comply with applicable legal obligations
• To prevent fraud, misuse, or other unlawful activities

We will not use your data for any purpose incompatible with the purposes listed above without seeking your fresh consent.

6. Legal Basis for Processing

We rely on the following legal bases to process your personal data:

• Consent: Your consent, which you provide when you submit a Google Form or contact us, and which you may withdraw at any time.
• Legal Obligation: Where processing is necessary to comply with a legal obligation under Indian law or other applicable laws.
• Legitimate Interests: Where processing is necessary to serve our legitimate interests in running and improving our educational platform, provided these interests do not override your rights.

Where we rely on consent, you have the right to withdraw that consent at any time by contacting us (see Section 13). Withdrawal of consent will not affect the lawfulness of processing before withdrawal.

7. Children’s Privacy (Special Protections for Minors)

This section is of critical importance to us. As a digital arts education platform, we actively serve and welcome young learners. We take the protection of children’s personal data with the utmost seriousness.

7.1 Who is a Minor?

For the purposes of this Policy, a minor is any person under the age of 18 years, in accordance with Indian law and the DPDPA 2023.

7.2 Parental / Guardian Consent

We require verifiable consent from a parent or legal guardian before collecting any personal data from a minor. Our Google Forms for minors will:

• Ask the user’s age upfront
• Where the user is under 18, collect the parent’s or guardian’s name, contact details, and explicit consent
• Not process the minor’s data until such consent is confirmed

By submitting a form on behalf of a minor, the parent or guardian confirms they are legally authorised to provide consent on that minor’s behalf.

7.3 What We Do NOT Do With Children’s Data

• We do not collect more data from minors than is strictly necessary for the educational purpose
• We do not serve behavioural advertising to minors
• We do not profile or track minors for commercial purposes
• We do not share minors’ data with third parties for marketing
• We do not use minors’ artwork or creative work in any promotional material without specific written consent from a parent or guardian

7.4 If We Discover Unauthorised Collection

If we discover that we have inadvertently collected personal data from a minor without verifiable parental consent, we will delete such data promptly. Parents and guardians may contact our Grievance Officer to request deletion of a minor’s data at any time.

8. Cookies & Tracking Technologies

Our Platform uses cookies and similar technologies to understand how visitors use our site and to improve our services. Cookies are small text files stored on your device when you visit a website.

8.1 Types of Cookies We Use

• Essential Cookies: Required for the website to function correctly (e.g., maintaining session state). These cannot be disabled.
• Analytics Cookies: Help us understand how visitors interact with our site (e.g., Google Analytics — which pages are most visited, how long users stay). Data is aggregated and anonymised.
• Third-Party Cookies: May be set by third-party embeds (YouTube, Google Maps, social media) and used by those third parties for their own purposes.

8.2 Your Cookie Choices

You can control cookies through your browser settings. Most browsers allow you to refuse cookies, delete existing cookies, or be notified when a new cookie is set. Please note that disabling cookies may affect the functionality of our website and third-party embeds.

We will display a cookie consent notice on your first visit where required by applicable law.

9. How We Share Your Data

We do not sell your personal data to third parties. We may share your data only in the following limited circumstances:

• Google Services: Google LLC, which provides our form-collection and analytics infrastructure (Google Forms, Google Analytics, Google Workspace). Google processes data under its own terms and privacy policies.
• Video Platforms: Video platforms (YouTube, Vimeo) whose content is embedded on our site may receive data when you interact with embedded players.
• Legal Requirements: Where required by a court order, government authority, or applicable law, we may be required to disclose your data.
• Business Transfers: If our platform is acquired, merged with, or transferred to another organisation, your data may be transferred as part of that transaction. We will notify you in advance and provide choices where possible.

In all cases where we share data with third parties, we take reasonable steps to ensure they handle your data responsibly and in accordance with applicable law.

10. Data Storage, Security & Retention

10.1 Where Your Data is Stored

Data submitted through Google Forms is stored on Google’s servers, which may be located outside India (including in the United States). By submitting a Google Form, you acknowledge that your data may be transferred and stored internationally. Google maintains appropriate safeguards for international data transfers.

Any data stored directly by us (e.g., email communications, records) is stored on secure, password-protected cloud storage within India.

10.2 Security Measures

We take reasonable technical and organisational measures to protect your personal data from unauthorised access, loss, misuse, or disclosure. These measures include:

• Restricted access to personal data — only authorised team members can access it
• Use of secure, password-protected systems for storing data
• Regular review of our data handling practices
• Use of SSL/TLS encryption on our website

However, no method of electronic transmission or storage is 100% secure. While we strive to use commercially acceptable means to protect your data, we cannot guarantee absolute security.

10.3 Data Retention

We retain your personal data only for as long as necessary for the purpose it was collected, or as required by law. Our general retention periods are:

• Inquiry and enrollment form data: up to 2 years from date of submission, or until you withdraw consent
• Email communications: up to 3 years for administrative records
• Analytics data: as per Google Analytics retention settings (typically 14 months by default)
• Minors’ data: deleted promptly once the educational engagement ends, or upon request by parent/guardian

After the retention period, we will securely delete or anonymise your personal data.

11. Your Rights as a Data Principal

Under the DPDPA 2023 and other applicable laws, you have the following rights in relation to your personal data:

• Right to Access: You have the right to know what personal data we hold about you and to receive a copy of it.
• Right to Correction: You have the right to correct or update any inaccurate or incomplete personal data we hold about you.
• Right to Erasure: You have the right to request that we delete your personal data, subject to certain legal exceptions.
• Right to Withdraw Consent: You have the right to withdraw your consent for processing at any time. Withdrawal will not affect past processing.
• Right to Nominate: You have the right to nominate another individual to exercise your data rights on your behalf in the event of your death or incapacity (a right unique to the DPDPA 2023).
• Right to Opt Out of Marketing: You have the right to opt out of receiving marketing or promotional communications from us at any time.
• Right to Complain: You have the right to file a complaint with the Data Protection Board of India if you believe your rights have been violated.

To exercise any of these rights, please contact our Grievance Officer (see Section 3) or email us at info@fieldworks.in. We will respond within 30 days as required by law.

12. Third-Party Websites & Links

Our Platform may contain links to external websites, resources, or embedded content from third parties. This Privacy Policy applies only to our Platform. We are not responsible for the privacy practices of third-party websites or services, and we encourage you to read their privacy policies before submitting any personal information to them.

In particular, when you submit a Google Form, you are submitting data to Google’s systems. Please review Google’s Privacy Policy at https://policies.google.com/privacy for full details of how Google handles your data.

13. Marketing Communications

If you have provided your email address to us and consented to receive updates, we may send you information about:

• New or upcoming courses and workshops
• Special offers or scholarships
• Platform news, events, and community highlights
• Educational content and resources

You may unsubscribe from marketing emails at any time by clicking the ‘unsubscribe’ link in any email we send, or by contacting us directly. We will process your opt-out within 10 business days.

We will never send marketing communications to minors without explicit, separate parental consent.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or for other operational reasons. When we make significant changes, we will:

• Update the ‘Effective Date’ and ‘Last Reviewed’ date at the top of this Policy
• Post the updated Policy prominently on our website
• Where we have your email address and the changes are material, notify you by email

Your continued use of our Platform after changes are posted constitutes your acceptance of the revised Policy. We encourage you to review this Policy periodically.

15. Grievance Redressal

If you have any concerns, complaints, or questions about this Privacy Policy or the handling of your personal data, you may contact our Grievance Officer:

If you are not satisfied with our response, you may escalate your complaint to the Data Protection Board of India, once it is operationally established under the DPDPA 2023.

16. Contact Us

For any general questions about this Privacy Policy, please contact: