Privacy Policy

1. Preamble

The Union Bank Officers Association (Kerala State) ("the Association", "UBOAK", "we", "us" or "our") is a registered trade union representing officer-cadre employees of Union Bank of India working in the State of Kerala. The Association operates the website www.uboak.in and the member portal app.uboak.in (collectively, "the Website") for disseminating information, circulars and news to its members and affiliated officers, and for facilitating certain member services, including booking of the Association's guest house and collection of subscriptions, contributions and other dues through online payment facilities such as payment links and QR codes.

These Terms and Conditions ("Terms") govern access to and use of the Website and its services. By accessing the Website, logging into the member portal, or availing any service offered through it, the User agrees to be bound by these Terms and by the Privacy Policy set out in Part II below.

2. Definitions

"User" or "Member" means any officer of Union Bank of India, or any other person authorised by the Association, who accesses or uses the Website.

"Services" means the informational content, circulars, guest house booking facility, and the payment collection facility (including payment links and QR codes) made available through the Website.

"Payment Gateway" means the third-party payment aggregator/gateway service provider engaged by the Association to process online payments.

3. Acceptance of Terms

Access to the member login of the Website is conditional upon the User reading and expressly acknowledging these Terms and the Privacy Policy at the point of login. Continued use of the Website constitutes acceptance of these Terms as amended from time to time. If a User does not agree to these Terms, such User must refrain from using the Website.

4. Eligibility and Account Access

The member portal (app.uboak.in) is intended for serving/retired officers of Union Bank of India who are members of, or otherwise associated with, the Association, and such other persons as the Association may permit.

Users are responsible for maintaining the confidentiality of their login credentials and for all activities that occur through their account. The Association must be notified promptly of any unauthorised use of an account.

5. Nature of Services

The Website provides, inter alia: (a) circulars, news and general information concerning the Association and its affiliated bodies (AIUBOF, AIBOC, Thanal Society); (b) an online facility for booking accommodation at the Association's guest house(s) on payment of the applicable booking amount; and (c) a facility for collection of membership subscriptions, welfare fund contributions and other dues from officers through payment links, QR codes and similar electronic modes integrated with the Payment Gateway.

The Association reserves the right to modify, suspend, discontinue or add to any Service, in whole or in part, at its discretion and without prior notice.

6. Payments and Payment Gateway

All online payments made through the Website are processed through a Payment Gateway operated by a licensed third-party payment aggregator. The Association does not store card, net-banking or UPI credentials; such data is handled directly by the Payment Gateway in accordance with applicable Reserve Bank of India guidelines and the Payment Gateway's own security protocols.

The User is responsible for ensuring that payment details entered are accurate and that the payment is made for the correct purpose (guest house booking, subscription, contribution, or other dues, as applicable).

Refunds and cancellations in respect of guest house bookings are governed by the separate Refund and Cancellation Policy published on the Website, which forms part of these Terms by reference.

7. User Obligations

Users shall use the Website and its Services only for lawful purposes connected with the affairs of the Association and shall not misuse the guest house booking or payment facilities.

Users shall not attempt to gain unauthorised access to any part of the Website, interfere with its security features, or use the Website in any manner that could damage, disable or impair it.

8. Intellectual Property

The content on the Website, including its name, logo, text, graphics and circulars, is the property of the Association or its licensors and is protected under applicable intellectual property laws. Users may view and download content for personal, non-commercial reference only.

9. Disclaimer of Warranties

The Website and its Services are provided on an "as is" and "as available" basis. While the Association takes reasonable care to keep information accurate and the Website operational, it does not warrant that the Website will be uninterrupted, error-free or free of viruses or other harmful components.

10. Limitation of Liability

To the extent permitted by law, the Association shall not be liable for any indirect, incidental or consequential loss arising from use of, or inability to use, the Website, including any failure, delay or error of the Payment Gateway, except to the extent such loss arises from the Association's wilful default or gross negligence.

11. Indemnity

The User agrees to indemnify and hold harmless the Association, its office bearers and functionaries from any claim, loss or liability arising out of the User's breach of these Terms or misuse of the Website.

12. Suspension and Termination

The Association may suspend or terminate a User's access to the member portal in case of a breach of these Terms, misuse of the guest house or payment facility, or on cessation of the User's membership or eligibility, without prejudice to any other right or remedy available to the Association.

13. Amendment

The Association may amend these Terms and the Privacy Policy from time to time. The revised version will be posted on the Website with an updated Effective Date, and material changes will be highlighted at the next login. Continued use of the Website after such changes constitutes acceptance thereof.

14. Governing Law and Jurisdiction

These Terms shall be governed by the laws of India. Subject to applicable law, the courts at Thiruvananthapuram, Kerala shall have exclusive jurisdiction over any dispute arising out of or in connection with these Terms.

15. Grievance Redressal and Contact

For any queries, complaints or grievances relating to these Terms, the Website or its Services, Users may contact the Association at the address, email (gs@uboak.in) or phone number (+91 97477 73220) stated above.

1. Introduction and Applicability

This Privacy Policy explains how the Association, acting as a Data Fiduciary, collects, uses, discloses, stores and protects the personal data of Users in connection with the Website and its Services, in accordance with the Digital Personal Data Protection Act, 2023 ("DPDP Act") and other applicable Indian law.

This Policy applies to personal data collected through the Website, the member portal, the guest house booking facility, and the payment collection facility (including data shared with or generated through the Payment Gateway).

2. Data Fiduciary

The Data Fiduciary in respect of personal data processed through the Website is the Union Bank Officers Association (Kerala State), having its registered office at Thanal, 2nd Floor, RJ Madolil Towers, Peroorkada P.O., Trivandrum – 695005, Kerala, contactable at gs@uboak.in.

3. Personal Data Collected

The Association may collect the following categories of personal data from Users: (a) identification and employment details such as name, employee/officer identification particulars, designation, place of posting and membership details; (b) contact details such as address, mobile number and email address; (c) login credentials for the member portal; (d) guest house booking details such as dates of stay, number of occupants and purpose of visit; and (e) payment-related transaction data such as transaction reference number, amount and payment status, which is processed primarily by the Payment Gateway and shared with the Association only to the extent necessary to confirm and reconcile bookings and contributions.

The Association does not collect full card numbers, CVV, net-banking passwords, or UPI PINs; such sensitive payment credentials are entered directly on the Payment Gateway's own secure interface.

4. Purpose of Processing

Personal data is collected and processed for purposes connected with the affairs of the Association, including: verifying membership and eligibility; enabling login to the member portal; processing and confirming guest house bookings; collecting membership subscriptions, welfare fund contributions and other dues; sending circulars, notices and communications relevant to members; maintaining internal records of the Association; and complying with applicable legal, regulatory or statutory requirements.

5. Consent

The Association processes personal data on the basis of the User's consent, which is sought at the point of login to the member portal through an explicit acknowledgment of these Terms and this Privacy Policy.

A User may withdraw consent at any time by writing to gs@uboak.in, save that withdrawal of consent may affect the User's ability to access the member portal or avail Services that necessarily require the underlying personal data, and shall not affect the lawfulness of processing carried out prior to such withdrawal.

6. Disclosure of Personal Data

Personal data may be shared, strictly on a need-to-know basis, with: (a) the Payment Gateway and associated banking partners, solely to process payments for guest house bookings and other dues; (b) office bearers and authorised functionaries of the Association for internal administration; and (c) statutory or regulatory authorities where disclosure is required by law. The Association does not sell or rent personal data to third parties for marketing purposes.

7. Data Retention and Security

Personal data is retained only for as long as necessary to fulfil the purposes described in this Policy, to maintain the Association's statutory and internal records, or as required by applicable law, after which it is deleted or anonymised in the ordinary course.

The Association implements reasonable technical and organisational security safeguards to protect personal data against unauthorised access, loss, misuse or alteration, including access controls on the member portal and reliance on RBI-regulated Payment Gateway infrastructure for payment processing.

8. Rights of Data Principals

Subject to the DPDP Act, Users (as Data Principals) have the right to: obtain a summary of personal data processed and the processing activities carried out by the Association; seek correction, completion or updating of their personal data; seek erasure of personal data that is no longer necessary for the purpose for which it was collected, subject to any legal retention requirement; withdraw consent as described in Clause 5 above; nominate another individual to exercise these rights in the event of death or incapacity; and register a grievance in the manner described in Clause 9 below.

9. Grievance Officer

For any questions, requests or grievances relating to the processing of personal data or the exercise of rights under the DPDP Act, Users may contact the Grievance Officer of the Association at: Email: gs@uboak.in | Phone: +91 97477 73220 | Address: Thanal, 2nd Floor, RJ Madolil Towers, Peroorkada P.O., Trivandrum – 695005, Kerala. The Association will endeavour to respond to such requests within a reasonable time.

10. Changes to this Policy

This Privacy Policy may be revised from time to time to reflect changes in law or in the Association's practices. The updated Policy will be published on the Website with a revised Effective Date, and, where the change is material, fresh acknowledgment may be sought at the next login.

11. Acknowledgment

By clicking "I Agree" (or an equivalent affirmation) at the login screen of the member portal, the User confirms having read and understood this Privacy Policy and the Terms and Conditions in Part I, and consents to the collection and processing of personal data as described herein.