Privacy Policy

This Privacy Policy (“Policy”) explains how ICMEG, a company incorporated under the laws of India (“ICMEG”, “we”, “us”, or “our”), collects, uses, stores, and protects personal data through its website, www.icmeg.org (“Website”). This Privacy Policy explains how ICMEG collects, uses, stores, processes, shares, and protects personal data through its website and associated services. This Policy is drafted in compliance with the Digital Personal Data Protection Act, 2023 (“DPDPA”), the General Data Protection Regulation (“GDPR”), and internationally recognised privacy and data protection principles.

ICMEG is established as a Section 8 not-for-profit institutional body serving as a national-level platform for India’s media, entertainment, gaming, AVGC-XR, film, music, and creative technology ecosystem.

The term “User” shall mean any natural person or legal entity that accesses, uses, registers on, or submits any information, data, or materials through the Website, including but not limited to individuals, professionals, organisations, enterprises, collaborators, and their respective representatives.

2.1. We follow the DPDPA principles of data minimization and purpose limitation, so we only collect the information we truly need. Through the Website, ICMEG collects personal data that users voluntarily submit while interacting with us, including through contact forms, partnership enquiries, registrations, membership applications, event participation forms, newsletter subscriptions, and other communication channels.

2.2. The categories of personal data collected include:

• 2.2.1. Full name;
• 2.2.2. Email address;
• 2.2.3. Mobile or contact number;
• 2.2.4. Organisation, company, studio, or institution name;
• 2.2.5. Designation or professional role;
• 2.2.6. Industry sector or area of interest;
• 2.2.7. Country, state, or city;
• 2.2.8. Details submitted in enquiry, collaboration, partnership, sponsorship, or registration forms;
• 2.2.9. Communication preferences and correspondence records.

2.3. The Website also automatically collects certain technical and usage-related information, including:

• 2.3.1. IP address;
• 2.3.2. Browser type and device information;
• 2.3.3. Website interaction and usage data;
• 2.3.4. Cookies and analytics data;
• 2.3.5. Date, time, and duration of website visits.

2.4. Where users participate in ICMEG conferences, webinars, industry events, or outreach initiatives, we also collect registration details, attendance information, photographs, video recordings, and other participation-related information for institutional, operational, networking, promotional, archival, and industry engagement purposes.

2.5. We collect only such personal data as is necessary for lawful, specific, and legitimate purposes in accordance with the Digital Personal Data Protection Act, 2023 and the GDPR principles of data minimisation, purpose limitation, and lawful processing.

2.6. We collect your name and email address only when you voluntarily provide such information through the ‘Contact” or similar enquiry features on the Website, for the purpose of enabling us to respond to your communication.

2.7. We do not collect any Sensitive Personal Data, including:

• 2.7.1. financial data
• 2.7.2. health data
• 2.7.3. biometric or genetic data
• 2.7.4. government-issued IDs
• 2.7.5. caste, ethnicity, religion, sexual orientation, or any special-category data under DPDPA

2.8. We do not intentionally collect sensitive personal data unless strictly necessary and lawfully permitted. Where such processing is required under applicable law, ICMEG implements enhanced safeguards and obtains any consent required by law.

2.9. We process personal data only for lawful, transparent, and legitimate purposes connected with its institutional activities and does not retain or process personal data beyond what is reasonably necessary for such purposes.

2.10. You may opt out of daily updates or any email communication at any time by contacting us at governance@icmeg.org.com.

3.1. We process your personal data strictly for lawful, specific, and legitimate purposes connected with the functioning of ICMEG as a national industry body and institutional platform for the media, entertainment, gaming, film, music, AVGC-XR, and creative technology sectors.

3.2. The personal data collected through the Website is used to manage and facilitate our conferences, summits, webinars, industry engagements, policy initiatives, partnerships, collaborations, ecosystem outreach activities, and stakeholder communications.

3.3. Specifically, we use your personal data to:

• 3.3.1. process and manage registrations, applications, enquiries, and participation requests submitted through the Website;
• 3.3.2. communicate with delegates, speakers, creators, producers, studios, gaming companies, startups, institutions, sponsors, exhibitors, partners, and other stakeholders regarding ICMEG initiatives, conferences, collaborations, and industry programmes;
• 3.3.3. evaluate and process partnership proposals, sponsorship enquiries, membership requests, strategic collaborations, and institutional engagement opportunities;
• 3.3.4. coordinate event participation, scheduling, accreditation, onboarding, networking activities, and operational communications relating to ICMEG events and initiatives;
• 3.3.5. circulate newsletters, invitations, policy updates, programme announcements, event information, reports, publications, and other official communications relevant to the creative industries ecosystem;
• 3.3.6. maintain institutional records relating to registrations, participation, collaborations, stakeholder engagement, and operational activities;
• 3.3.7. analyse website usage, user interaction, and engagement patterns to improve the functionality, accessibility, security, and performance of the Website and related digital infrastructure;
• 3.3.8. protect the Website and associated systems against unauthorised access, misuse, fraudulent activity, cybersecurity threats, and operational vulnerabilities;
• 3.3.9. document, publish, and promote ICMEG conferences, events, initiatives, and ecosystem activities through photographs, audio-visual recordings, reports, media coverage, social media content, publications, and archival materials;
• 3.3.10. comply with applicable legal, regulatory, contractual, governance, and compliance obligations, including obligations under data protection laws.

3.4. We process personal data only to the extent necessary for the purposes stated above and in accordance with the principles of lawful processing, transparency, purpose limitation, data minimisation, storage limitation, and accountability under the Digital Personal Data Protection Act, 2023 and the General Data Protection Regulation. We never sell your data or use it for unrelated profiling.

4.1. For users located in the European Union, processing of personal data is carried out under the lawful bases recognised by DPDPA/ GDPR, including your consent, our legitimate interests in providing and securing the Services, and compliance with legal obligations. For users in India, personal data is processed under the DPDPA based on consent and legitimate use necessary for delivering the requested Services.

4.2. You may withdraw your consent at any time by contacting us at governance@icmeg.org.com although this may affect our ability to continue providing the Services. Users also have the right to access, correct, erase, and port their data by contacting us. You can also withdraw your consent for your data to be shared with trusted third parties anytime.

4.3. Personal Data is always handled only after such permission has been validly obtained.

4.4. You may withdraw your consent at any time by contacting us at governance@icmeg.org.com although this may affect our ability to continue providing the Services.

5.1. We retain personal data only for as long as is necessary to fulfil the purposes for which such data was collected, including for conference management, stakeholder engagement, institutional operations, partnership administration, legal compliance, record maintenance, and the legitimate activities of ICMEG.

5.2. Personal data submitted through registrations, enquiries, partnership requests, memberships, sponsorships, collaborations, newsletters, and other Website interactions is retained for the duration required to:

• 5.2.1. manage and administer ICMEG events, programmes, collaborations, and ecosystem initiatives;
• 5.2.2. maintain institutional and participation records;
• 5.2.3. facilitate ongoing professional or industry engagement;
• 5.2.4. comply with applicable legal, regulatory, tax, accounting, audit, and governance obligations;
• 5.2.5. resolve disputes, enforce contractual rights, and protect the legal interests of ICMEG.

5.3. Technical information, website logs, analytics records, and security-related data are retained for cybersecurity, fraud prevention, system administration, and platform integrity purposes for such period as is reasonably necessary for operational and compliance requirements.

5.4. As part of our conferences, summits, webinars, networking sessions, industry events, outreach programmes, and institutional activities, we collect and use photographs, audio recordings, video recordings, livestream recordings, interviews, testimonials, and other media content featuring participants, speakers, delegates, partners, sponsors, and attendees.

5.5. By participating in ICMEG events, programmes, or activities, or by submitting content, photographs, videos, testimonials, or related materials to us, you grant ICMEG the right to use, reproduce, publish, display, distribute, communicate to the public, and otherwise utilise your name, likeness, image, voice, professional profile, organisation name, participation details, statements, and recordings for lawful institutional, promotional, editorial, archival, reporting, publicity, industry outreach, and documentation purposes across our websites, social media platforms, publications, reports, presentations, press materials, and other official communication channels.

5.6. Such usage shall be non-exclusive, royalty-free, worldwide, and connected solely with the legitimate activities, events, operations, and promotional initiatives of ICMEG.

5.7. If you wish to request the removal of any photograph, recording, media content, or publicity material featuring you from our platforms or communication materials, you may submit a written request to: governance@icmeg.org.com

5.8. Upon receipt of a valid request, we shall review and process the request in accordance with applicable law, technical feasibility, archival obligations, and legitimate institutional interests.

5.9. Upon expiry of the applicable retention period, or where personal data is no longer required for the purposes for which it was collected, we securely delete, anonymise, archive, or restrict such data in accordance with applicable legal, regulatory, and compliance requirements under the Digital Personal Data Protection Act, 2023 and the GDPR.

We use cookies, analytics tools, and similar tracking technologies to operate and secure the Website, improve functionality and user experience, analyse website traffic, and understand user interaction with our content, events, and initiatives. Cookies are small data files stored on your device when you access the Website. Certain cookies are essential for the functioning and security of the Website, while analytics and performance cookies help us improve our platforms and services. You can manage or disable cookies through your browser settings. However, disabling certain cookies may affect the functionality or accessibility of the Website. Where required under applicable law, we obtain consent for the use of non-essential cookies and tracking technologies.

7.1. ICMEG does not sell, rent, or trade Users’ personal data to any third parties for independent marketing or unrelated commercial purposes.

7.2. Personal data may be shared with limited and authorized third-party service providers engaged for the purpose of operating and maintaining the Website and facilitating communication, including website hosting providers and email service providers. Such providers may process personal data, including name and email address, strictly to the extent necessary for technical and operational support. ICMEG ensures that such providers are subject to appropriate contractual obligations to maintain confidentiality and to process personal data only for specified purposes in compliance with applicable data protection laws.

7.3. We do not use personal data for automated decision-making, artificial intelligence processing, profiling, or any form of independent data analysis beyond what is necessary to respond to User enquiries and maintain communication.

7.4. Personal data is not shared with other users, collaborators, or third parties for any form of public access, collaboration, or interaction, and is used solely for direct communication between the User and ICMEG other than those entities duly mentioned in this Policy.

7.5. All third-party service providers who may receive access to personal data are required to act strictly in accordance with our instructions and are contractually bound to maintain confidentiality, security, and integrity of such data.

7.6. Personal data may be disclosed where such disclosure is necessary to comply with applicable law, regulatory requirements, or lawful orders issued by courts or competent authorities.

7.7. Except as expressly stated in this Policy, ICMEG does not disclose or share Users’ personal data with any third party in a manner inconsistent with the purposes for which such data has been collected.

Personal data collected through the Website, including user contact details such as name and email address, is stored and processed primarily within India in accordance with the Digital Personal Data Protection Act, 2023 and other applicable laws. ICMEG does not transfer or disclose personal data to any international entity or foreign jurisdiction, except to its affiliated entity, Fipchain Technology Private Limited, where such access or processing is necessary for legitimate internal administrative or operational purposes. Any such access or processing is subject to appropriate contractual and security safeguards, ensuring that personal data is used strictly for authorized purposes and remains protected at all times. Except for these limited internal purposes, ICMEG does not transfer personal data outside India.

We employ reasonable and industry-standard technical and organisational measures to secure personal data from unauthorised access, alteration, or misuse. These include controlled access, secure hosting environments, and strict internal protocols. While we take all reasonable steps to protect your data, no security method is entirely infallible.

10.1. In accordance with the Digital Personal Data Protection Act, 2023, users whose personal data is collected and processed through the Website are entitled to exercise certain rights in relation to such data.

10.2. You have the right to request access to the personal data provided to ICMEG, a brand owned and managed by Fipchain Technology Private Limited, and to obtain information regarding how such data is being processed, subject to applicable legal requirements.

10.3. You also have the right to request correction, completion, or updating of any inaccurate or incomplete personal data maintained by us.

10.4. You may request the erasure of your personal data where such data is no longer necessary for the purpose for which it was collected or where you withdraw your consent, subject to any legal or regulatory obligations requiring retention of such data.

10.5. You have the right to withdraw your consent to the processing of your personal data at any time, provided that such withdrawal shall not affect the lawfulness of processing carried out prior to such withdrawal.

10.6. You may also raise any grievance in relation to the processing of your personal data by contacting us at governance@icmeg.org.com, and we will address such grievance in accordance with applicable law.

10.7. If you are not satisfied with the resolution of your grievance, you may seek remedies or file a complaint with the appropriate authority, including the Data Protection Board of India, in accordance with applicable law.

The Services are not intended for individuals under the age of 18. We do not knowingly collect or process children’s personal data.

We may update this Privacy Policy periodically. The updated version will be posted on the Website and will take effect upon publication. Your continued use of the Website signifies acceptance of any such changes.

These terms and conditions shall be governed by and construed in accordance with the laws of India, without regard to its conflict of law principles. Any dispute between the Parties during and / or out of course of; arising out of; and / or as a consequence of this Privacy Policy shall be promptly intimated by the disputing Party to the other Party, and the same shall be amicably resolved by the Parties within further 25 days. Either Party may, in the event that such dispute is not resolved amicably, issue a Notice of 15 days to the other Party for resolving the same by Arbitration proceedings governed by the Arbitration and Conciliation Act, 1996 and the venue for the same shall be at Chennai.

If any provision of this agreement is held to be invalid or unenforceable, the remaining provisions shall continue in full force and effect.