COFTS is the internal file-tracking system of the Office of the Hon'ble Chairman, Karnataka State Board of Auqaf, Bangalore, with a public portal where members of the public submit applications and follow their status. This page explains what information the system holds and how it is used.

Applicants (public portal)

We keep what you give us with an application — name, mobile number, e-mail address, address, district, taluka, village, the subject of your request and the documents you attach — together with the movement history of the file. It is used only to process your application and to send you updates about it (by e-mail, SMS or WhatsApp). It is visible only to the staff of the Chairperson's Office and to the officers of the Board who handle the file.

Office staff

Staff accounts hold the name, post, mobile number and e-mail address given by the office, and every action taken in the system is recorded in an audit log.

Google Calendar connection (optional, office staff only)

A staff member may connect their own Google account so that the Chairperson's schedule (meetings, visits and tours) appears in their Google Calendar. When they do, COFTS asks Google for:

• their e-mail address, to show which Google account is connected;
• permission to create calendars and to manage the events in the calendars COFTS creates. COFTS creates one calendar, “KSBA – Chairperson's Schedule”, and writes the schedule entries into it. It cannot read, change or delete the user's other calendars or events.

The Google access key is stored encrypted on the office's server and is used only to keep that calendar up to date. Nothing from the Google account is read into COFTS, shared with anyone, sold, or used for advertising. Disconnecting (Schedule → Disconnect) deletes the calendar COFTS created, revokes the key and removes it from the server; access can also be removed at any time at myaccount.google.com → Security → Third-party access.

COFTS's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

Storage and security

Data is stored on the office's server in India (Oracle Cloud, Hyderabad region) and is reached only over encrypted connections (HTTPS). Access is limited by login and post.

Contact

Questions about this policy or requests about your data: Private Secretary, Office of the Hon'ble Chairman, Karnataka State Board of Auqaf, Bangalore, e-mail pschairmanksba@gmail.com.

About this system · Apply online · Track an application