1Who We Are
Humanities Research Lab (“HRL”, “we”, “our” or “us”) is a collaborative research ecosystem established to connect researchers, students, academic institutions, research organizations, communities, think tanks, voluntary organizations, public institutions and other knowledge partners.
Through our website, research initiatives and associated platforms, HRL seeks to encourage interdisciplinary research, preserve knowledge, facilitate academic collaboration and support a deeper understanding of society. Our activities may include research networking, academic engagement, student research projects, field studies, research documentation, knowledge sharing, training programs, events and policy-related research.
Our website address is https://thehrl.in/.
This Privacy Policy explains how HRL collects, uses, stores, shares and protects personal information when you visit our website, contact us, register for a program, express interest in collaboration or participates in our research ecosystem.
For the purposes of this policy, the term “you” includes website visitors, researchers, students, faculty members, Fellows, institutional representatives, research participants, community contributors, event participants and other individuals who interact with HRL.
Organization responsible for the website: [Insert the full legal name of the entity responsible for operating HRL and thehrl.in.]
2Scope of This Policy
This policy applies to personal information collected through the HRL website and through HRL activities that expressly refer to this policy. These may include contact forms, registration forms, event participation, research enquiries, collaboration proposals, newsletters, researcher profiles and research-related submissions.
HRL is also associated with ShodhSetu, a platform intended to connect students, educators, researchers, institutions and communities through research projects, mentorship, fieldwork and socially relevant research.
shodhsetu.com
Where ShodhSetu or another associated platform has its own privacy policy, terms of use or data collection arrangements, those additional terms should be read alongside this policy. This policy does not automatically govern an external platform merely because HRL refers users to it.
If HRL conducts a research project jointly with a university, public institution, voluntary organization or other partner, the project may also be subject to a separate research protocol, consent form, data-sharing agreement or institutional privacy policy. Where different documents apply, the relevant parties should clarify their respective responsibilities before personal information is collected or shared.
3Information We Collect
HRL may collect information that you voluntarily provide, and certain technical information generated when you use the website. The information collected will depend on the features available and the nature of your interaction with us.
3.1 Information you provide directly
When you submit a contact form, enquire about a program, register for an event, subscribe to updates or express interest in working with HRL, we may collect your name, email address, telephone number, location, organization, designation and the information contained in your message.
We may use this information to respond to your enquiry, provide information about relevant activities, coordinate meetings and maintain communication relating to your stated interest.
3.2 Academic and professional information
Researchers, students, faculty members, Fellows, mentors and institutional representatives may choose to provide academic and professional information. This may include educational qualifications, research interests, subject expertise, institutional affiliation, publications, professional experience, language capabilities and areas of collaboration.
Such information may be used to facilitate research networking, identify relevant expertise, connect participants with research opportunities, coordinate mentoring and support academic collaboration. If HRL introduces public researcher profiles or searchable directories, the information intended to be visible to other users will be explained at the point of submission or publication.
3.3 Research projects and academic submissions
HRL may receive research proposals, abstracts, reports, papers, project applications, survey responses, interview transcripts, datasets, field notes, photographs, recordings and other research materials.
These submissions may contain personal information relating to the person submitting them or to individuals mentioned in the research. Submitters are expected to ensure that they have the authority and necessary permissions to share the information, and that appropriate consent, confidentiality and research ethics requirements have been addressed.
Submission of research material to HRL does not, by itself, mean that the material will be published, made publicly accessible or shared with other researchers.
3.4 Information collected during research activities
Depending on the project, HRL or its authorized research partners may collect information through interviews, surveys, observations, focus group discussions, community consultations, oral histories or field studies.
Before collecting identifiable information for a research project, the research team responsible should explain the purpose of the activity, the intended use of the information, whether participation is voluntary, how the information will be handled and whether the findings or materials may be published.
Project-specific consent forms and research protocols may provide additional details.
3.5 Information collected automatically
When you visit our website, the hosting provider or technical services used by the website may automatically collect certain information. Depending on the configuration, this may include your IP address, browser type, device and operating system details, pages visited, access times, referring pages and technical log information.
This information may be used to maintain website functionality, monitor performance, detect suspicious activity, prevent abuse, troubleshoot technical problems and understand general website usage.
HRL will not assume that every category of technical information is collected. The actual information collected will depend on the website's hosting, analytics, security and other technical arrangements.
4How We Use Your Information
HRL uses personal information for defined purposes connected with its research, academic, educational and knowledge-sharing activities.
These purposes may include responding to enquiries, managing event registrations, administering research programs, maintaining researcher and institutional relationships, coordinating collaboration, providing requested updates and facilitating participation in approved projects.
Where relevant, academic and professional information may be used to connect researchers with mentors, students, institutions, subject experts and research opportunities. Information provided in project applications may be used to assess suitability for the relevant program, subject to the criteria and procedures communicated for that program.
Information may also be used to maintain records of participation, document project outcomes, prepare institutional reports, improve website functionality and understand the reach and effectiveness of HRL's activities.
Where permitted by applicable law, HRL may use aggregated or appropriately de-identified information to understand research participation, identify broad trends and improve research planning. Such use should be designed to avoid unnecessary identification of individuals.
We may send newsletters or information about future programs where you have requested such communications or where another lawful basis applies. You may opt out of non-essential communications at any time.
HRL will not treat submission of a contact form as blanket permission to use personal information for unrelated purposes. Where consent is the appropriate legal basis, it should be obtained in a clear and appropriate manner, and individuals should be able to withdraw it as provided by applicable law.
5Cookies and Website Analytics
Cookies are small files that may be stored on your device when you visit a website. Similar technologies may be used to maintain sessions, remember preferences, support security or measure website usage.
Depending on the technologies enabled on thehrl.in, cookies or similar tools may be used for essential website functions, performance monitoring, analytics and user preferences.
Some cookies may be necessary for the website to operate. Optional analytics or other non-essential tracking technologies should be handled in accordance with applicable law and any consent or preference mechanism required for their use.
You may also be able to control cookies through your browser settings. Disabling certain cookies may affect the availability or functionality of some website features.
Where third-party analytics or tracking tools are used, their providers may process technical information under their own terms and privacy policies. HRL will make reasonable efforts to understand the relevant services and provide appropriate information about them.
HRL should not describe cookies as anonymous or claim that no personal information is collected unless this has been verified against the actual website configuration.
6Contact Forms, Comments and Media Uploads
Contact forms
Information submitted through contact forms will be used to respond to enquiries, administer the requested interaction and maintain relevant records. If you ask about a research program, partnership or event, we may use your contact information to follow up on that specific matter.
If you wish to receive ongoing newsletters or general program updates, HRL may provide a separate subscription option so that this preference is distinguishable from a request for a response to an enquiry.
Comments and public submissions
If the website enables comments, public discussions or user-submitted content, we may collect the information entered in the relevant form and technical information necessary for moderation, spam prevention and website security.
Information intentionally submitted for public display may become visible to other visitors. Users should avoid posting personal contact details, confidential information or information about other individuals unless they have a proper reason and authority to do so.
Images, videos and documents
If you upload photographs, videos, scanned documents or other media, please ensure that you have the necessary rights and permissions to share them.
Images and documents may contain embedded metadata, such as location, device or author information. Where relevant, users should remove metadata that is not required for the submission, particularly when sharing images of children, vulnerable individuals or sensitive community settings.
HRL may review submitted material for relevance, permissions, research ethics and compliance with applicable requirements before using or publishing it.
7Research Ethics, Confidentiality and Knowledge Sharing
Research is central to HRL's purpose, and responsible handling of research information is essential to maintaining trust among researchers, institutions and communities.
HRL may facilitate the creation, documentation, preservation and dissemination of research papers, reports, datasets, case studies, interviews, oral histories, photographs, cultural documentation and other knowledge resources. However, not all research information is intended for public access.
Research material may be subject to confidentiality obligations, participant consent, intellectual property rights, institutional agreements, cultural sensitivities or other restrictions. Such material will be shared only in accordance with the permissions obtained, the relevant project arrangements and applicable law.
Where research involves identifiable individuals, the responsible research team should consider whether anonymization, pseudonymization, restricted access or other safeguards are appropriate. Researchers should collect only information that is necessary for research purposes and take particular care when working with children, vulnerable individuals or sensitive community information.
Where HRL Commons or another knowledge-sharing facility is used, the access level of each item should be determined appropriately. Certain materials may be publicly available, while others may be restricted to authorized researchers, project teams or institutions.
Community knowledge, traditional practices and oral histories deserve particular care. Before recording or sharing such material, researchers should consider consent, attribution, community expectations, intellectual property and whether any cultural or personal information should remain restricted.
HRL may establish additional research ethics guidance and project-specific data management arrangements to support these responsibilities.
8Sharing of Personal Information
HRL does not intend to sell or rent personal information to third parties.
Personal information may be shared where reasonably necessary for the stated purpose, where appropriate permissions or another lawful basis exist, or where disclosure is required or permitted by law.
Service providers
HRL may use external providers for website hosting, technical maintenance, security, email delivery, event management, analytics and other operational services. These providers may process information on HRL's behalf. Appropriate contractual and security arrangements should be established where required.
Academic and institutional collaborators
Information may be shared with participating researchers, mentors, universities, colleges, research institutions or project partners when necessary to coordinate a program, assess an application or carry out an approved research activity.
The information shared should be limited to what is reasonably necessary.
Public reports and publications
HRL may publish research findings, project summaries, event reports, author biographies or participant contributions where appropriate permissions have been obtained and the publication is consistent with the stated purpose.
Personal information should not be included in public research outputs merely because it was collected during a project. Identifiable information should be included only where there is a valid basis for doing so and any required consent and ethical safeguards have been addressed.
Legal and security-related disclosures
HRL may disclose information when required by applicable law, a valid order or lawful request from a competent authority, or where disclosure is otherwise legally permitted to address fraud, security incidents, misuse or the protection of legal rights.
Aggregated information
HRL may share aggregated statistics or suitably de-identified information about its programs, research activities and website usage. Such sharing should be designed to avoid revealing individuals' identities, subject to the limitations of the method used and the risk of re-identification.
9Third-Party Websites and Embedded Content
The HRL website may link to or embed content from external websites, academic repositories, video platforms, social media services, institutional websites or research tools.
When you interact with embedded content, the third-party provider may collect information, use cookies or track your interaction according to its own privacy practices. This may occur even if you do not submit information directly to HRL.
HRL does not control the independent privacy practices of third-party services and cannot guarantee how they process information. We encourage users to review the relevant provider's privacy policy before using an external service or submitting information through it.
The presence of a third-party link does not necessarily indicate that HRL endorses that provider or assumes responsibility for its data handling practices.
10Data Storage, Retention and Deletion
HRL retains personal information for as long as reasonably necessary to fulfil the purpose for which it was collected, administer the relevant activity, maintain appropriate records, address disputes or comply with applicable legal requirements.
Retention periods may differ according to the nature of the information. For example, an enquiry may require a shorter retention period than a research project record, institutional agreement, publication archive or consent record.
Research records may need to be retained for a defined period to support verification, academic integrity, institutional requirements or responsible preservation of knowledge. Where research records are retained, HRL should distinguish between the preservation of research outputs and the continued retention of unnecessary personal identifiers.
Where personal information is no longer required and no legal or other applicable retention requirement prevents deletion, HRL will take reasonable steps to delete it, anonymize it or otherwise dispose of it securely.
Requests for deletion will be considered in accordance with applicable law and the circumstances of the request. Deletion of information from one system may not immediately remove copies held in lawful backups, institutional archives or records that must be retained, but such copies should remain subject to appropriate access and retention controls.
HRL should establish and maintain internal retention procedures appropriate to the types of information it processes.
11Data Security and Personal Data Breaches
HRL recognizes its responsibility to protect personal information against unauthorized access, disclosure, alteration, loss or misuse.
Depending on the systems and services in use, appropriate safeguards may include access controls, secure authentication, software updates, backups, restricted permissions, staff awareness and arrangements with hosting or technology providers.
Research material containing identifiable or confidential information should receive protection appropriate to its nature. Access should be limited to authorized people who require the information for an approved purpose.
No online system or electronic transmission method can be guaranteed to be completely secure. Users should avoid sending confidential research material or unnecessary sensitive information through unsecured channels.
If HRL becomes aware of a personal data breach, it will assess the incident, take reasonable steps to contain and address it, preserve relevant information and follow the notification and reporting requirements applicable at the time. Where the law requires notification to affected individuals or an authority, HRL will follow the prescribed procedure and timelines.
12Children's Personal Information
HRL recognizes that its educational and research activities may involve school students, college students and young people, including individuals under the age of 18.
Under the Digital Personal Data Protection Act, 2023, a child is generally defined as an individual who has not completed 18 years of age. The Act and its Rules contain provisions concerning the processing of children's personal data, including parental or lawful guardian consent and additional restrictions, subject to applicable exceptions. The commencement of these requirements is phased.
Where applicable, HRL will implement the required consent and safeguards before processing children's personal data. Research teams and program partners must take appropriate steps to protect children's privacy, dignity and safety.
Research involving children should have suitable permissions, a clear explanation of the activity and safeguards appropriate to the participants' age and circumstances. Additional care should be taken with identifiable photographs, interviews, location details, personal stories and information that could expose a child to harm.
HRL does not intend to collect children's personal information unnecessarily. Where a project does not require identifiable information, the research team should consider using non-identifying or aggregated information instead.
If you believe a child has provided personal information to HRL in circumstances that are inappropriate or unauthorized, please contact us using the details provided below.
13International Users and Cross-Border Processing
Although HRL is an India-focused research ecosystem, its website and activities may be accessed by researchers, institutions and partners in other countries.
Depending on the hosting provider, email services, research tools and other technologies used, personal information may be processed or stored outside India. Where cross-border processing occurs, HRL will take steps appropriate to the circumstances and comply with applicable Indian legal requirements, including any restrictions or conditions governing the transfer of personal data.
International users may also be subject to privacy laws applicable in their own jurisdiction, depending on the circumstances and the scope of those laws. Where additional legal requirements apply to a particular program or collaboration, HRL may provide a supplementary privacy notice or project-specific terms.
If an institution requires data-location, confidentiality or data-sharing arrangements, these should be discussed and documented before the relevant information is submitted or transferred.
14Your Rights and Privacy Choices
Subject to applicable law and the provisions in force at the relevant time, individuals may have rights relating to their personal information, including the right to request access to information, correction of inaccurate or incomplete information, deletion where applicable, withdrawal of consent and the ability to raise grievance.
You may also request that HRL stop sending non-essential communications or ask for clarification about how your information is used or shared.
To exercise a right, please contact HRL using the details in Section 17. We may need to verify your identity and clarify the nature of the request before responding.
Some information may need to be retained where required by law or where an applicable legal, research or recordkeeping obligation prevents deletion. If a request cannot be fulfilled fully, HRL should explain the reason to the extent permitted by law.
Withdrawal of consent does not invalidate processing that took place lawfully before withdrawal. It may also affect our ability to continue providing a service or administering a program where the relevant information is necessary.
HRL will handle requests in accordance with applicable legal requirements, including any prescribed timelines and grievance procedures that are in force.
15Legal Framework in India
This Privacy Policy is intended to operate in accordance with applicable Indian law, including the Information Technology Act, 2000, the Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011, where applicable, and the Digital Personal Data Protection Act, 2023, together with the Digital Personal Data Protection Rules, 2025 and related notifications, to the extent the relevant provisions apply and are in force.
The Digital Personal Data Protection Act and Rules have been notified with a phased commencement schedule. As of 21 October 2026, not all substantive obligations under the Act and Rules have commenced. HRL should therefore review the applicable requirements at the time of implementation and prepare for provisions that become effective later.
Nothing in this policy is intended to exclude, restrict or override any right or protection that cannot lawfully be excluded or restricted.
This policy is a statement of HRL's intended privacy practices. Its publication does not, by itself, establish compliance with every applicable legal requirement. Compliance also depends on the actual data collected, the purposes for which it is processed, the systems used, the notices and consent mechanisms provided, and the organizational procedures implemented.
16Changes to This Privacy Policy
HRL may update this Privacy Policy to reflect changes in its website, research activities, services, technology, partnerships or applicable legal requirements.
The revised version will be published on this page with an updated revision date. Where required by law, HRL will provide additional notice or obtain the necessary consent before implementing material changes to the processing of personal information.
Users are encouraged to review this page periodically to remain informed about HRL's privacy practices.
17Contact and Grievance Redressal
If you have questions about this Privacy Policy, wish to exercise a privacy right or have a concern about the handling of your personal information, please contact HRL.
Humanities Research Lab (HRL)
- Website
- https://thehrl.in/
- Privacy and Grievance Email
- [email protected]
- Postal Address
- 3rd Floor, Ramsukh House, Ramsukh Tower, near Lokmangal, Narveer Tanaji Wadi, Shivajinagar, Pune, Maharashtra 411005