Privacy and Personal Data Protection Policy

1. About this policy

This portal is operated to support the organisational services of the Indonesian Association of Early Childhood Education Doctors (IKADPAUDI), including account creation, membership administration and verification, organisational activities, publications, the member directory, and other digital services provided through the portal.

Data is processed for the purposes of organisational services, administrative requirements, system security, accountability, and compliance with applicable personal data protection requirements.

2. Data that may be processed

Depending on the services used, the portal may process data such as name, email address, account information, membership information, membership card or membership number, professional and academic profile data, areas of expertise, region, and other information provided by the user.

During membership registration or verification, users may also be asked to upload administrative documents such as identity documents, doctoral degree certificates, curriculum vitae, previous membership cards, or proof of payment according to the applicable registration pathway.

The system may record technical and activity information required for security, auditing, prevention of misuse, and operation of the portal.

3. Purposes of processing

Data is used only for relevant purposes, including:

• creating and managing user accounts;
• verifying identity and membership requirements;
• processing registration, membership-card verification, and issuance of membership cards;
• organising activities, publications, and organisational services;
• managing the member directory according to users' privacy choices;
• sending service communications, including email verification and administrative notifications;
• maintaining the security, integrity, auditability, and continuity of the portal; and
• meeting applicable organisational or legal obligations.

4. Basis for processing

IKADPAUDI processes data on grounds relevant to the service concerned, including the administration of membership relationships, compliance with applicable obligations, legitimate interests in system security and accountability, and user consent where particular processing is optional.

A statement confirming that the policy has been read during registration serves as evidence that the user has received the privacy notice. It does not replace specific consent for processing that is optional.

5. Membership documents

Documents uploaded for membership verification are not intended for public disclosure. Access is limited to authorised internal users whose access roles and responsibilities are relevant to the administrative or verification process.

The portal applies security checks to uploaded files before they can be used in administrative processes.

6. Directory and public contact information

Personal data is not automatically made public merely because a person creates an account or becomes a member.

A public email address may be displayed in the directory only when the member enables consent for public contact. This consent can be changed or withdrawn through the member's privacy settings.

7. Access and service providers

Data may be accessed by authorised IKADPAUDI personnel according to their respective access roles and only to the extent necessary to perform their duties.

IKADPAUDI may also use providers of infrastructure, email delivery, security, backup, or other technology services required to operate the portal. Such providers may process data only to the extent necessary to provide those services.

8. Data security

IKADPAUDI applies proportionate technical and organisational measures to protect the confidentiality, integrity, and availability of data, including access controls, restricted storage of administrative documents, logging of certain activities, file security checks, and system backups.

No electronic system can guarantee zero security risk. If an incident affecting personal data occurs, IKADPAUDI will respond and take follow-up action according to the level of risk and applicable obligations.

9. Data retention and minimisation

Data is retained for as long as necessary for account or membership administration, service delivery, auditing, security, fulfilment of organisational obligations, or compliance with applicable legal obligations.

When data is no longer required, IKADPAUDI may delete, anonymise, restrictively archive, or minimise the data according to legitimate needs and applicable requirements.

10. User rights

Subject to applicable requirements and where relevant to the processing performed, users may request information concerning their personal data, update or correct inaccurate data, withdraw consent for optional processing, or submit requests concerning restriction, deletion, or other handling of personal data.

Requests may require identity verification to prevent data from being disclosed or changed by unauthorised parties.

11. Transfers and processing by technology providers

Some technology providers may use infrastructure located outside Indonesia. Where this involves personal data, IKADPAUDI will take into account applicable requirements governing such processing or data transfers.

12. Changes to this policy

This policy may be updated when there are changes to services, governance, technology, or applicable requirements. The current version and effective date are displayed on this page.

13. Contact

Questions or requests concerning privacy and personal data protection may be submitted through IKADPAUDI's official contact channel on the Contact page.