Chapter 1 – Preliminary Provisions
Section 1.1 – Short Title
These regulations shall be known as the “Halwai Society Demographic Data Collection & Protection Regulations, 20XX.”
Section 1.2 – Extent
These regulations shall apply to:
1. Every registered and unregistered member of the Society.
2. All branches/units of the Society.
3. Volunteers, committee members and office‑bearers who collect data.
4. Any person or entity authorized by the Society to perform data‑related functions.
Section 1.3 – Objective
The principal objectives of these regulations are:
(a) To conduct a fact‑based study of the Society’s demographic characteristics.
(b) To formulate policies, welfare schemes and development programmes for the Society.
(c) To establish a secure, transparent and accountable data‑management system.
Chapter 2 – Purpose & Nature of Data Collection
Section 2.1 – Extended Purpose
Data shall be collected for the following purposes:
1. Determining the actual population, age distribution and family structure of the Society.
2. Compiling data on education, employment, occupation, economic status and skill sets.
3. Identifying vulnerable sections of the Society and designing welfare measures for them.
4. Preparing for future development activities such as scholarships, training, employment assistance and social programmes.
5. Documenting the Society’s history, cultural fabric and traditions.
6. Formulating disaster‑management, emergency‑relief and community‑safety plans.
7. Conducting statistical analysis for leadership development.
Section 2.2 – Nature of Information (Detailed)
The Society may collect the following non‑sensitive data:
- Name, family details, membership number, village/ward, district.
- Education level, occupation, type of employment, approximate income bracket (exact income not required).
- Number of family members, participation in social activities.
Sensitive information such as:
- Aadhaar/PAN/bank details,
- Health information,
- Political/religious views,
- Biometric data
shall not be mandatory and may be collected only with the individual’s written consent.
Chapter 3 – Voluntary Participation
Section 3.1 – Providing data shall be entirely voluntary.
Section 3.2 – No pressure, coercion or threat of penalty shall be applied.
Section 3.3 – The data provider shall confirm that they have read, understood and voluntarily supplied the data in accordance with these regulations.
Chapter 4 – Privacy & Confidentiality Protection
Section 4.1 – All member information shall be protected with legally‑mandated security measures.
Section 4.2 – Use of data for the following purposes is strictly prohibited: discrimination, defamation, intimidation, political gain, or commercial promotion against any individual or family.
Section 4.3 – Data shall not be presented in any report, meeting, document or public forum in a manner that reveals a person’s identity.
Section 4.4 – Data shall not be shared with:
- Private companies,
- Political parties,
- Unauthorized organizations
unless (a) the individual has given written permission, or (b) Indian law expressly requires it.

Chapter 5 – Data Security Standards
Section 5.1 – Technical Security
1. Data shall be stored using encryption technology.
2. Password‑protected systems and multi‑layer security shall be employed.
3. Access shall be granted only to authorized personnel.
4. Periodic security audits shall be conducted.
Section 5.2 – Physical Security
1. Paper records shall be kept in fire‑proof cabinets/lockers.
2. Hard‑copy access shall require written authorization.
3. All data copies shall be logged at the register level.
Section 5.3 – Prevention of Misuse
Any use of data for personal gain by an officer or committee member shall be considered a criminal offence, attracting disciplinary and legal action.
Chapter 6 – Permissible Use of Data
Section 6.1 – Authorized Purposes
Data may be used only for: research and analysis, planning of social programmes, education and skill development, crisis management, and statistical reporting.
Section 6.2 – Prohibited Uses
Use of data for political micro‑targeting, marketing, profiling, or misrepresentation shall be a punishable offence.
Chapter 7 – Rights of Respondents
Section 7.1 – Right to Data Erasure
Members may request deletion of their data at any time.
Section 7.2 – Right to Correction/Update
Members may request correction of inaccurate information.
Section 7.3 – Right to Transparency
Members are entitled to know how, where and for what purposes their data is being used.
Section 7.4 – Grievance Mechanism
Members may lodge complaints regarding any data‑related issue with the designated committee.
Chapter 8 – Legal Compliance
Section 8.1 – Conformity with Indian Laws
Data collection and management shall comply with:
1. Information Technology Act, 2000.
2. Digital Personal Data Protection Act, 2023 (DPDP Act).
3. Relevant state‑government guidelines.
Section 8.2 – Disclosure Pursuant to Legal Orders
Data may be disclosed only under a court order, government agency directive or law‑enforcement request, and only to the extent required.
Chapter 9 – Consent Clause
Section 9.1 – Voluntary and Informed Consent
The data‑providing member shall confirm that they have (a) read, (b) understood, and (c) voluntarily given consent to provide data in accordance with these regulations.
Section 9.2 – No Use Without Consent
Any use of data without explicit consent is prohibited.
Section 9.3 – Right to Withdraw Consent
Members may withdraw their consent at any time.
Chapter 10 – Commitment of the Organization
Section 10.1 – Assurance of Confidentiality
The Halwai Society is fully committed to protecting the privacy, security and dignity of all its members.
Section 10.2 – Accountability
If any officer breaches these regulations, they shall face:
- Disciplinary action,
- Removal from office, and/or
- Legal penalties.
Section 10.3 – Annual Review
These regulations shall be reviewed annually to incorporate changes in law and technology.