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Privacy Policy

Last updated June 10, 2026

Privacy Policy for the KKU63 Freshman Welcome system

This policy explains how the KKU63 Freshman Welcome system collects, uses, stores, and protects users' personal data, using terminology and structure aligned with the system's Terms of Use.

Scope

Applies to all functions of the KKU63 Freshman Welcome system and related digital services.

Personal data controller

The Student Organization and system development team, with Mr. Chaiwat Janchalee (alumnus) acting as the primary coordinator.

Primary contact

chaiwat.ja@kkumail.com

Section 1

Introduction

The KKU63 Freshman Welcome system places importance on the privacy of its users and aims to explain clearly how personal data is collected, used, and protected. This policy is intended to describe the relevant processing practices and safeguards in a transparent way.

Section 2

Definitions

For consistency of interpretation, the following terms have the meanings set out below.

  • "KKU63 Freshman Welcome system" means the websites, web applications, and digital services provided under kku63.com, hellokku63.com, welcomekku63.com, and related subdomains, operated by the Student Organization and the system development team.
  • "This document" means this Privacy Policy and all related content displayed on the relevant system pages.
  • "Website" or "system" means the platform, digital services, website pages, and related systems operated under the KKU63 freshman welcome project.
  • "Personal data controller" or "we" means the Student Organization and the system development team, which determine the collection, use, or disclosure of personal data in connection with the service.
  • "User" means any person who accesses the website, uses the system, registers for activities, or contacts the team through designated channels.
  • "Personal data" means information relating to an individual that can identify that individual directly or indirectly, such as full name, email address, phone number, or activity identifier.
  • "Technical and behavioral data" means information collected automatically from access to and use of the website, such as IP address, device type, cookies, visit statistics, and website usage traces.
  • "Cookies" means small text files stored in a browser or device to help the website remember settings, session status, or usage statistics.
Section 3

Information collected from users

We collect different categories of information depending on the context of use, such as registration, support contact, or use of website features. Examples include the following:

  • Identity details such as full name, email address, phone number, or registration-related identifiers.
  • Technical information such as IP address, device type, browser language, and basic usage context.
  • Location information such as GPS or current position, where a feature or activity requires location verification.
  • Form submissions such as questions, feedback, complaints, or event participation responses.
  • Behavioral information derived from cookies or analytics tools for overall usage analysis.
  • Additional profile or personal details provided by the user, such as religion, chronic conditions, or school, only where necessary for the purpose of the activity or service.
Section 4

How information is used

Information received may be used to support the user experience and the operation of the project. Key uses include the following:

  • Authenticating users or managing access rights within the system.
  • Checking and confirming the user's location where necessary to support activities carried out within the system.
  • Sending follow-up messages, important announcements, and updates related to activities or services.
  • Improving website performance, diagnosing technical problems, and planning future feature development.
  • Producing aggregated statistical reports while avoiding unnecessary disclosure of user identity.
Section 5

Data retention and security protection

Access control: Information is stored in systems that apply role-based access control (RBAC), with access limited to personnel who are directly responsible and only to the extent necessary.

Security measures in production systems: We follow appropriate technical and procedural security standards, including data encryption, audit logging, and environment isolation, to reduce the risk of unauthorized access, use, or disclosure.

Monitoring and review: We maintain monitoring and review processes for abnormal behavior or events in line with appropriate information security practices for the service.

Review and improvement: These security practices and related policy measures are reviewed and updated regularly when there are changes to system architecture, technology, or applicable legal requirements.

Section 6

Cookies and analytics

The website may use cookies, local storage, or analytics scripts to support core functionality, remember preferences, and understand how the service is used at a high level. These tools are generally intended to improve the product experience and operational insight.

  • Essential cookies may support sessions, locale preferences, or other baseline website functions.
  • Analytics cookies may help measure visits, page interest, and user flows across the site.
  • Users can typically manage cookie behavior through browser settings or future consent controls if introduced.
Section 7

User rights

Users have rights under applicable personal data law, depending on the type of data and the legal basis relied upon for processing. Basic rights include the following:

  • The right to request access to personal information or receive a copy of it.
  • The right to request correction of inaccurate, outdated, or incomplete information.
  • The right to object to, restrict, or request deletion of information where the law allows.
  • The right to withdraw consent where consent is the legal basis for processing.
Section 8

Data retention

We retain information throughout the 2026 academic year and for as long as necessary for the purposes described in this policy, including service delivery, review, dispute handling, or other related operational needs.

When retention is no longer necessary, data may be deleted, anonymized, or retained in a controlled format for statistical, audit, or internal governance purposes where appropriate.

Section 9

Changes to this policy

This privacy policy may be updated from time to time to reflect changes in the product, operational practices, or legal requirements. If a material change is made, users may be notified through the website or another suitable communication channel.

The updated date shown at the top of this page helps readers understand when the current version took effect, especially before they use a new feature or submit important information.

Section 10

Contact information

If users have questions, suggestions, or wish to exercise rights related to personal data, they may contact the data support team through the channels below. Providing clear details in the request will help the team respond more efficiently.

Contact email
chaiwat.ja@kkumail.com
Estimated response time

Within 3-5 business days, Monday-Friday, 09:00-17:00

Student Organization page
Khon Kaen University Student Organization
Additional note

This policy should be read together with the Terms of Use for the KKU63 Freshman Welcome system so that users understand both the service conditions and the personal data protection practices in a consistent way.

You are currently viewing the English version, which is already wired to the website's locale-aware routing system.

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