Privacy notice
Last updated 09-10-2026
Samidha is the staff system of Smt. Draupadi Devi Tripathi Institutions: Smt. Draupadi Devi Tripathi Intercollege, Smt. Draupadi Devi Tripathi PG College with Pt. Rajeshwari Ram Tripathi School of Education, and Smt. Draupadi Devi Tripathi Pharmacy College. The institutions are run by Smt. Dropadi Devi Dharmada Trust, which is responsible for the information Samidha holds.
This notice says what Samidha holds about staff, why, who can see it, how long it is kept and what you can ask for.
What we hold, and why
| What | Why |
|---|---|
| Your name, date of birth, gender, photo, address, mobile number and email | To keep your service record and to reach you |
| Your father's or husband's name, mother's name, spouse's name, marital status and social category | To keep your service record as the institution's rules require |
| Aadhaar, PAN, PF number (UAN) and ESI number | For PF, ESI and income tax, as the law requires |
| Your bank account | To pay your salary |
| Your qualifications, past jobs, papers and service record | To employ you, and to report to the board, university or council your institution answers to |
| Your salary, deductions and payslips | To pay you, and to pay PF, ESI and tax on time |
| Your attendance and leave | To keep your attendance and to work out your pay |
| The name and number of a person to call in an emergency | To reach someone if something happens to you at work |
| Your sign-ins and what you do in Samidha | To keep Samidha secure |
The face machine keeps your face pattern on the machine itself. Samidha receives only the time, your staff code and that your face was recognised.
Who can see it
- The office (HR and Accounts), for the work each does.
- Your Principal, for the staff of their institution.
- The Chairperson.
- Identity and bank papers open only to HR, Accounts (bank papers) and the Chairperson. Aadhaar is shown with all but the last four digits hidden. Every view of these papers is recorded.
- You see your own record under My record.
Who else receives it
We share only what your pay and the law need:
- the bank that pays your salary;
- EPFO and ESIC, for PF and ESI;
- the income tax department, for tax deducted from your salary;
- WhatsApp (Meta), which delivers Samidha's messages to your mobile;
- Amazon Web Services, which stores Samidha's encrypted backups in Mumbai, India, with a second copy in Singapore. A third copy is kept on storage the institutions own.
We never sell your information or use it for advertising.
How long we keep it
| Record | Kept for |
|---|---|
| Payroll lines, statutory returns, salary and bank rows, charges | 8 years after the financial year, never shorter than the statutory demand period |
| Employment spell, positions, service and qualification records | the person's service plus 8 years |
| Leave and attendance | 3 years after the financial year |
| Face-terminal raw events | 1 year; aggregated attendance kept with the attendance record |
| Identity scans | the person's service plus 1 year, then the masked rendition only |
| Account, login and event logs | minimum 1 year (Rule 6(e)); security logs 1 year rolling |
| Messaging outbox | 1 year |
| Drafts | 7 days |
| Staff details forms (samidha.sddt.in/join) | a form not sent within 48 hours of being started is removed; a form sent to the office and not taken up is removed 60 days after it was sent |
| Grievances | Grievances a member of staff files in Samidha are kept with that person's staff record. |
How we protect it
- Identity numbers and bank details are stored encrypted.
- Papers uploaded to Samidha are stored sealed.
- Accounts and Chairperson sign-ins need a code from an authenticator app.
- Backups are encrypted.
- If your information is ever exposed, we will tell you without delay: what happened, and what you can do.
What you can ask for
- To see what Samidha holds about you. Most of it is under My record.
- To correct something wrong. Tell the office; the change goes to your Principal and the Chairperson for approval.
- To have your details removed after you leave, once the keeping period above ends. Records the law requires us to keep stay for their full period.
- To make a complaint, under Grievance on Samidha, or to the contact below.
Contact
The Chairperson, Smt. Draupadi Devi Tripathi Institutions
contact@sddt.in
When this notice changes, the date at the top changes.