Privacy Policy

Last Updated: August 28, 2026

At EIRA Institute of Technology & Health Sciences, your privacy matters to us. This Privacy Policy explains what information we collect, why we collect it, how we store and protect it, and what rights you have regarding your personal data. This policy applies to the EIRA website, admissions and pre-registration services, EIRA College Portal, EIRA Advice, and EIRA's messaging and lead-management services across Facebook Messenger, Instagram Direct, and WhatsApp Business. Whether you are a prospective student, an enrolled student, a parent, a website visitor, a messaging user, or a staff member, we are committed to handling your information responsibly and transparently.

1. Information We Collect

We collect different types of information depending on how you interact with us:

a) Pre-Registration & Admissions

A pre-registration or admissions inquiry submitted through our website provides:

• Full name
• Phone number
• City of residence
• Educational qualification
• Program of interest

b) Meta Messaging & Lead Inbox

Communications with EIRA through Facebook Messenger, Instagram Direct, or WhatsApp Business allow Meta to provide EIRA with information needed to receive and respond to the conversation, including:

• Your Facebook Page-scoped identifier, Instagram-scoped identifier or username, or WhatsApp phone number, together with an available display or profile name
• Message text, attachments, replies, postbacks, button selections, and message timestamps
• Delivery, read, and message-status information made available by Meta
• Messaging opt-in, referral, or template information where applicable to the channel
• Information you choose to share in the conversation, such as your phone number, education, city, and program of interest

A messaging inquiry may create or update an EIRA pre-registration record so that authorized admissions staff can follow up consistently. EIRA's Lead Inbox records the staff member or approved automation that sent each reply for accountability and service continuity.

c) Contact Form

Our contact page collects:

• Full name
• Email address
• Phone number (optional)
• Subject of inquiry
• Your message

d) Enrolled Students

Once you are admitted and become part of EIRA, we collect additional information necessary for academic and administrative purposes, including:

• CNIC / B-Form number
• Date of birth and gender
• Guardian/parent information and emergency contacts
• Academic records and transcripts
• Attendance and exam records
• Fee payment history
• Medical fitness certificates
• Domicile and address details
• Photographs for identification

e) Staff & Member Portal

Authorized staff and members may have portal accounts. We process account identifiers, role and permission assignments, work-related records, and security or audit events required to operate and protect the portal. Staff access is limited according to assigned responsibilities.

f) Website Analytics

A visit to our website automatically provides certain technical data through cookies and analytics tools, including:

• Pages visited, time spent, and navigation patterns
• Device type, browser, and operating system
• Approximate geographic location (city/country level)
• Referral source (how you found our website)

2. Why We Collect Your Information

We only collect information that serves a clear and legitimate purpose:

• To process admissions — Your pre-registration and application data helps us evaluate eligibility, communicate about admission status, and prepare for enrollment.
• To deliver education — Student records are essential for managing classes, tracking attendance, conducting exams, issuing certificates, and maintaining academic integrity.
• To communicate with you — We use your contact details to respond to inquiries, share important updates, send fee reminders, and provide exam schedules and announcements.
• To manage messaging inquiries — Facebook Messenger, Instagram Direct, and WhatsApp Business messages may be routed into EIRA's Lead Inbox and linked to relevant pre-registration records. EIRA may assign follow-up responsibility and retain a record of staff replies.
• To assist communications with AI — EIRA may use an AI service to suggest a draft reply or generate an authorized automatic reply. Details are provided in Section 3 below.
• To improve our services — Website analytics help us understand how visitors use our site so we can improve navigation, content, and the overall user experience.
• To meet regulatory requirements — As an educational institution registered with SECP and pursuing affiliations with PNMC, PMF, AHPC, and Pharmacy Council of Pakistan, we are required to maintain certain student records.
• To ensure campus safety — Emergency contact information and medical records help us respond appropriately in case of health or safety incidents.

3. AI-Assisted Communications

EIRA may use configured artificial intelligence service providers to help authorized staff draft responses to admissions and messaging inquiries. Only information reasonably needed to understand the conversation and prepare a response is sent for this purpose. AI-generated text may be incomplete or incorrect, and EIRA staff remain responsible for admissions decisions and official information.

EIRA may use automatic replies for particular conversations under the control of authorized staff to provide timely general assistance. A person may ask to speak with EIRA staff at any time. EIRA does not use messaging conversations to make a final admission, academic, disciplinary, financial, or employment decision without appropriate human involvement.

4. How We Store & Protect Your Data

We take the security of your data seriously and employ multiple layers of protection:

• Secure cloud infrastructure — EIRA uses managed relational databases, private object storage for authorized attachments, backups, and other secured cloud services. Some website submissions may also be stored temporarily in Google Firebase/Firestore as a reliability fallback before being reconciled into the College Portal.
• Access controls — Only authorized administrative and academic staff can access student records through our secure Member Portal. Each staff member has role-based access limited to what they need.
• Secure transmission — Website, portal, and webhook data is transmitted over HTTPS. Meta webhook requests are authenticated before messaging events are accepted.
• Form submissions — Pre-registration data is submitted to EIRA's College Portal, with a Firebase/Firestore fallback during temporary portal unavailability. Contact-form submissions may be processed through Formspree.
• Audit and operational safeguards — Relevant staff actions and outgoing lead messages are recorded to support accountability, troubleshooting, and protection against misuse.
• No unnecessary data retention — We do not store personal information longer than required. Inquiry data from prospective students who do not enroll is periodically reviewed and removed.
• Physical security — Paper-based records at our campus are kept in secured, access-controlled areas.

5. Third-Party Services & Data Sharing

We use the following third-party services that may process some of your data:

• Meta Platforms — For Facebook Messenger, Instagram Direct, and WhatsApp Business messaging, webhooks, message delivery, account identifiers, and related platform services. Communications sent through Meta products also remain subject to Meta's Privacy Policy.
• Cloud hosting, database, and object-storage providers — For securely operating EIRA's websites, College Portal, databases, backups, and authorized file attachments.
• AI service providers — For generating reply suggestions or authorized automated replies as described in Section 3.
• Google Analytics (GA4) — For understanding website traffic and user behavior. Google Analytics uses cookies to collect anonymized usage data. Google's Privacy Policy
• Google Ads — For measuring the effectiveness of our advertising campaigns. Conversion data is anonymized. Google Ads Privacy
• TikTok Pixel — For measuring advertising performance on TikTok. This tracks page views and button clicks in an anonymized manner. TikTok's Privacy Policy
• Meta Pixel — For measuring advertising performance on Facebook and Instagram. This processes website usage and conversion events. Meta's Privacy Policy
• Formspree — For processing form submissions securely. Formspree's Privacy Policy
• Google Firebase — For hosting and database services. Data is encrypted and stored securely. Firebase Privacy

We disclose personal information only where reasonably necessary to operate these services, respond to you, comply with law, protect EIRA and its community, or work with service providers acting on EIRA's behalf. We do not sell, rent, or trade messaging conversations, lead information, or student records to third parties for their own marketing.

6. Retention

We retain information only for as long as reasonably needed for the purpose for which it was collected, including admissions follow-up, education, service continuity, security, audit, dispute resolution, and legal or regulatory obligations. Messaging conversations and inquiry records are periodically reviewed and may be deleted or anonymized after they are no longer needed. Enrolled-student, academic, financial, and regulatory records may be retained for longer periods where required for education, verification, accounting, or law.

You may request deletion using our Data Deletion Instructions. Deletion may be limited where EIRA must retain particular information for legal, regulatory, safety, fraud-prevention, or legitimate record-keeping purposes.

7. Caring for Student Information

Once you become a student at EIRA, we consider your data a sacred trust. Here is how we care for it:

• Confidentiality — Your academic records, personal details, and performance data are treated as strictly confidential. They are never shared with other students or unauthorized individuals.
• Transparent access — Through our Smart Campus Portal, students can view their own attendance, fee status, exam results, and academic history at any time. You always know what data we have about you.
• Minimal data collection — We only ask for information that is genuinely needed for your education and welfare. We do not collect unnecessary personal details.
• Staff training — All EIRA staff with access to student data are trained in responsible data handling and confidentiality practices.
• Parental communication — For students under 18, we communicate relevant academic and attendance information with parents/guardians, ensuring families stay informed while respecting student dignity.
• Post-graduation — After graduation, we retain essential academic records (transcripts, certificates) as required for verification and regulatory purposes. Other personal data is securely archived or deleted.

8. Cookies

Our website uses cookies to enhance your browsing experience and collect analytics data. Cookies are small text files stored on your device. We use:

• Essential cookies — Required for basic website functionality.
• Analytics cookies — Used by Google Analytics and TikTok Pixel to understand how visitors interact with our website. These help us improve our site.
• Advertising cookies — Used by Google Ads, TikTok, and Meta Pixel to measure campaign effectiveness.

You can control or disable cookies through your browser settings. However, disabling cookies may affect some website features.

9. Your Rights

You have the right to:

• Access — Request a copy of the personal information we hold about you.
• Correction — Ask us to correct any inaccurate or incomplete information.
• Deletion — Request deletion of your personal data, subject to any legal or regulatory retention requirements.
• Withdraw consent — If you previously gave consent for specific data use, you may withdraw it at any time.
• Object — Object to processing of your data for marketing or non-essential purposes.

To exercise any of these rights, contact us using the details provided below. For requests relating to Facebook Messenger, Instagram Direct, WhatsApp Business, website inquiries, or lead records, follow our Data Deletion Instructions.

10. Children's Privacy

Some of our students may be 16 years or older but under 18. For minor students, we obtain parental/guardian consent during the admission process and ensure that their data is handled with extra care. We do not knowingly collect personal information from children under 16 through our website.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. Any updates will be posted on this page with a revised "Last Updated" date. We encourage you to review this page periodically.

12. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your data, please reach out to us: