Privacy Policy

This policy covers the association's public website, the member registration and renewal flows, the district association portal and the state administration panel. The association is the controller of the information described here; its office is at Kalinga Stadium, Bhubaneswar.

Identity and eligibility

• Full name, date of birth, gender and photograph.
• Aadhaar number, used to recognise a returning member and to prevent duplicate memberships.
• Parent or guardian name and contact details where the member is a minor.
• Address and district of residence.

Sporting record

• Belt grade, Dan number and Dan certificate for coaches, referees and black-belt athletes.
• District association and club or dojang.
• Promotion examination entries and results, event entries, certificates issued.
• Membership status history and the activity log of decisions taken on the record.

Contact and documents

• Mobile number and email address.
• Uploaded documents: photograph, age or birth proof, Aadhaar copy, Dan certificate, and any document a specific application asks for.

Technical

• Fee amounts, payment status and the payment reference returned by the gateway.
• Login and one-time-code events, IP address and timestamps, kept to detect misuse and to enforce rate limits.

• To verify that an applicant is who they say they are, and is eligible for the category applied for.
• To decide registrations, renewals, category additions and affiliations.
• To run promotion examinations and issue Kup certificates, and to submit Dan applications to Kukkiwon.
• To enter athletes for state championships, trials and national-level nominations.
• To account for fees collected and refunds issued.
• To send circulars, decision notices and reminders about expiry and renewal.
• To protect the portal against impersonation and abuse.

We do not use member information for advertising, and we do not profile members for any purpose other than the sporting and administrative ones listed above.

Registration begins with identity and a one-time code sent to a mobile number. Where the association already holds a record matching the identity given, the code goes to the mobile number on that record — never to a number newly typed into the form. This is deliberate: it is what stops a stranger from pulling up another member's details by entering their Aadhaar number.

Codes expire, and are destroyed after a small number of wrong attempts. A wrong guess never extends the life of a code. If the number we hold for you is out of date, your district association can correct it after verifying you in person.

A large share of our members are children. A minor's registration is submitted by a parent or legal guardian, whose consent covers the collection described here. Guardian contact details are used for decisions, safety matters and event communication, and the association does not contact a minor member directly on matters that a guardian should receive.

Photographs taken at association events may show minors. A guardian may object to the use of a specific image by writing to the secretariat, and it will be withdrawn from association channels.

• State administrators — full access, for approvals, examinations, events and finance.
• Your district association — the members, clubs, promotions and fee records of that district only. A district cannot see another district's members.
• Taekwondo Federation of India, World Taekwondo and Kukkiwon — the details required for national entries, accreditation and Dan certification.
• Payment gateway and banks — the details needed to take a payment or return one.
• Government and sports authorities — where a law, a court order or a recognised sports-governance requirement obliges disclosure.

Member information is never sold, rented or shared with commercial third parties, and is never used for marketing by anyone.

Two tools are open to the public, and both are deliberately narrow: registration tracking, and certificate verification. Each answers only on an exact match of a reference you already hold, returns only the limited details needed to confirm the record, and is rate limited. Partial-name or partial-number searching is not offered, so a member's record cannot be discovered by guessing.

Aadhaar numbers, uploaded documents, addresses and guardian contact details are never shown on any public page.

Fees are taken through a payment gateway. Card numbers, UPI credentials, net-banking passwords and similar payment secrets are handled by the gateway and are never seen or stored by the association. What we keep against your record is the amount, the status and the transaction reference, which is what lets us match a payment, issue a receipt and, where required, return the money. See the Payment & Refund Policy.

• Traffic to the portal is encrypted in transit; passwords are stored only as salted hashes.
• Access is role-based: district officials are scoped to their own district, and administrative actions are recorded against the acting user.
• Every decision on a membership writes an activity log entry, so a change can always be traced to who made it and when.
• Sensitive actions — resetting a password, verifying an identity, requesting a code — are rate limited per device and per account.
• Uploaded documents are served through authenticated routes rather than from a guessable public path.

No system is perfectly secure. We do not claim otherwise; we design so that a single mistake does not expose a whole register.

• Membership and grading records are kept permanently — a belt grade, a certificate and a competition result are a lifetime sporting record, and the association must be able to verify them years later.
• Uploaded identity documents are kept while the membership is live and for the period required to defend an accreditation decision, and are then removed from active systems.
• Fee and refund records are kept for the period required by accounting and audit rules.
• One-time codes are short lived and are destroyed on use, on expiry or after repeated wrong attempts.

• See your record — ask your district association, or write to the secretariat.
• Correct it — corrections to name, date of birth, contact details or affiliation go through your district association, with supporting proof.
• Object to a use — for example the use of a photograph — by writing to the secretariat.
• Withdraw — you may end a membership at any time. Sporting records already created, and the accounting entries behind them, remain, because they document decisions the association has taken.
• Complain — write to the secretariat; we aim to respond within 30 days.

We ask you to verify your identity before we act on a request about a record, for the same reason the portal asks for a code: to be sure we are speaking to the right person.

The portal sets a session cookie to keep you signed in and a security token to protect forms against cross-site request forgery. A “remember this device” tick sets a longer-lived cookie on the device you choose it on. There are no advertising or cross-site tracking cookies. Blocking cookies will prevent signing in.

If a breach affects member information, the association will investigate it, act to contain it, and inform the members concerned and the relevant authorities without undue delay, describing what happened and what to do about it. If you believe you have found a security weakness in this portal, please report it to info@odishataekwondo.in rather than testing it further.

This policy is revised as the portal changes. The “last updated” date above records the current version, and material changes are announced by circular.

Odisha Taekwondo Association, Kalinga Stadium, Bhubaneswar, Odisha. Privacy and data queries: info@odishataekwondo.in. Or use the contact page.