Data Management Policy

The North Cachar Hills Autonomous Council (NCHAC) eTender Portal is committed to protecting the data of all users and ensuring transparent data management practices. This policy outlines how we collect, store, process, and manage data within our eTender Management System.

Data Collection

The NCHAC eTender Management System collects the following types of data:

  • User account information (name, email, phone number, organization details)
  • Bidding and tender submission data
  • Payment information (for document fees and EMD payments)
  • Digital signatures and authentication data
  • Tender-related documents and images
  • System logs and activity records

Data Storage and Security

All data collected by the eTender Management System is:

  • Stored securely on servers maintained by the IT Department of NCHAC
  • Protected using industry-standard encryption methods
  • Backed up regularly to prevent data loss
  • Accessible only to authorized personnel based on role-based access control
  • Retained according to government record-keeping requirements

Data Processing

The data collected is processed for the following purposes:

  • Facilitating the tender bidding process
  • Processing payments for tender documents and EMD
  • Evaluating tender submissions
  • Generating reports and analytics for administrative purposes
  • Maintaining audit trails of system activities
  • Communicating with users about tender-related matters

Data Retention

The NCHAC eTender Management System retains data according to the following principles:

  • Tender documents and related data are retained for a minimum of 7 years after tender completion
  • User accounts remain active until explicitly deactivated
  • System logs are retained for a period of 2 years for audit purposes
  • Payment information is retained as required by financial regulations

Data Access and Rights

Users of the NCHAC eTender Management System have the following rights regarding their data:

  • Access to their personal data stored in the system
  • Ability to update and correct their profile information
  • Right to be informed about how their data is being used
  • Right to request deletion of their account (subject to record-keeping requirements)

Data Sharing

The NCHAC eTender Management System shares data under the following circumstances:

  • With government departments and agencies as required by law
  • With payment processors (such as Razorpay) to facilitate transactions
  • With audit and oversight bodies for compliance purposes
  • Public disclosure of tender outcomes as required by transparency regulations

Data Breach Notification

In the event of a data breach, the NCHAC eTender Management System will:

  • Notify affected users within 72 hours of discovery
  • Inform relevant regulatory authorities as required by law
  • Conduct a thorough investigation of the breach
  • Implement necessary measures to prevent future breaches

Compliance with Regulations

The NCHAC eTender Management System complies with all applicable data protection laws and regulations, including but not limited to:

  • The Information Technology Act, 2000
  • The Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011
  • Government of India guidelines for government websites

Contact Information

For any questions or concerns regarding this Data Management Policy, please contact:

IT Department
North Cachar Hills Autonomous Council
Email: dhtenders16@gmail.com
Phone: +91 9340075500

Last Updated: March 26, 2025