Effective date: 24 August 2026
Website: www.defatelc.com
DeFa (“DeFa”, “we”, “us” or “our”) respects your privacy and is committed to protecting the personal data collected through the DeFa telc examination booking website.
This Privacy Policy explains how we collect, use, store, disclose and protect information when you:
- Visit www.defatelc.com;
- Search for telc examinations or examination centres;
- Submit an examination booking or registration form;
- Upload identification or supporting documents;
- Make a payment;
- Contact our team; or
- Otherwise use our website and related services.
By using this website or submitting personal data through it, you acknowledge the practices described in this Privacy Policy.
1. Who We Are
DeFa provides access to telc German language examination information, examination schedules, examination centres and online examination booking services in India.
Head Office (India):
DeFa
Jyotir Bhavan
North Kalamassery
Old Eloor Bridge Road
Kalamassery, Kochi
Kerala – 683104
India
Email: telcexams@defa-agentur.de
Website: www.defatelc.com
For privacy-related questions, requests or complaints, you may contact us using the email address above.
2. Scope of This Policy
This Privacy Policy applies to personal data collected through the DeFa website, online booking forms, contact forms, examination administration processes and related communications.
It does not apply to third-party websites or services that may be linked from our website. Those services have their own privacy policies and practices.
3. Information We Collect
The information we collect depends on how you use the website.
3.1 Information Collected from Website Visitors
When you visit the website, we or our authorised service providers may automatically collect information such as:
- IP address;
- Browser type and version;
- Device type and operating system;
- Approximate location derived from the IP address;
- Referring website;
- Pages viewed;
- Date and time of access;
- Time spent on pages;
- Links and buttons clicked;
- Cookie identifiers; and
- Technical error, security and performance information.
3.2 Examination Booking Information
When you book or register for a telc examination, we may collect:
- First name and last name;
- Email address;
- Mobile or telephone number;
- Residential or correspondence address;
- Date of birth;
- Gender;
- Place and country of birth;
- Nationality;
- Examination level and module;
- Preferred examination date;
- Selected examination centre;
- Booking reference number;
- Examination fee;
- Payment status;
- Registration and booking status; and
- Other information necessary to process the examination booking.
3.3 Identity and Supporting Documents
To verify a candidate’s identity and satisfy examination-registration requirements, we may collect:
- Passport number;
- Passport issuing country;
- Passport issue and expiry dates;
- A copy or image of the passport;
- Passport-size photograph;
- Signature;
- Government-issued identification information; and
- Other documents required for candidate verification or examination administration.
Please upload only the documents requested in the booking form. Do not include unrelated or unnecessary personal information.
3.4 Payment Information
When you make an online payment, payment information may be processed by an authorised third-party payment service provider.
We may receive and retain limited payment-related information, such as:
- Transaction or payment reference;
- Payment amount;
- Payment date;
- Payment method;
- Payment status;
- Refund status; and
- Billing information, where required.
We generally do not directly store complete debit card, credit card, bank-account, UPI PIN or other payment authentication details. Such information is processed by the applicable payment service provider under its own terms and privacy policy.
3.5 Communications and Support Information
When you contact us, we may collect:
- Your name;
- Email address;
- Telephone number;
- Booking reference;
- The content of your enquiry;
- Documents or screenshots you provide; and
- Our correspondence and support history with you.
3.6 Information Received from Other Sources
We may receive relevant personal data from examination centres, payment providers, technical service providers, telc examination-related organisations or other parties involved in processing and administering your booking.
4. How We Use Personal Data
We may use personal data to:
- Display relevant examination dates and examination-centre information;
- Create, verify and process examination bookings;
- Confirm a candidate’s identity and eligibility;
- Register candidates for the selected telc examination;
- Allocate candidates to examination dates, modules and centres;
- Process payments and refunds;
- Send booking confirmations, receipts, reminders and examination instructions;
- Communicate changes to examination dates, locations or booking status;
- Provide customer support and respond to enquiries;
- Prevent duplicate, fraudulent or unauthorised bookings;
- Maintain examination and booking records;
- Coordinate with examination centres and relevant examination organisations;
- Handle complaints, disputes and legal claims;
- Maintain the security, availability and performance of the website;
- Detect and prevent fraud, misuse, security incidents and unlawful activity;
- Analyse website usage and improve our services;
- Comply with contractual, regulatory, tax, accounting and legal obligations; and
- Enforce our website terms and policies.
We will not use personal data for purposes that are incompatible with those described above unless permitted or required by applicable law.
5. Legal Grounds for Processing
Depending on the circumstances and applicable law, we process personal data on one or more of the following grounds:
- You have provided valid consent;
- The processing is necessary to provide the examination-booking service you requested;
- You voluntarily provided the information for a specified purpose;
- The processing is necessary to comply with a legal or regulatory obligation;
- The processing is necessary for the establishment, exercise or defence of legal claims; or
- Another lawful basis or legitimate use is available under applicable law.
Where processing is based on consent, you may withdraw your consent by contacting us. Withdrawal does not affect processing lawfully carried out before the withdrawal and may not prevent processing that is required by law or necessary to complete an existing examination booking.
6. How We Share Personal Data
We may share personal data only where reasonably necessary with:
6.1 Examination Centres
Candidate and booking details may be shared with the selected telc examination centre for identity verification, seating allocation, examination administration and candidate support.
6.2 Examination Organisations
Information may be shared with telc, its authorised partners, examination administrators or other relevant organisations where necessary to register, conduct, verify or manage the examination and its results.
Because telc and certain related service providers may operate outside India, including in Germany or elsewhere in the European Economic Area, relevant candidate data may be processed outside India.
6.3 Payment Service Providers
Transaction-related information may be shared with payment gateways, banks, financial institutions and fraud-prevention providers to process payments, refunds and payment verification.
6.4 Website and Technology Providers
We may engage hosting providers, cloud-storage providers, email platforms, website developers, analytics providers, security providers, backup providers and other authorised processors that support the operation of the website and booking system.
These service providers are authorised to process personal data only for relevant service-related purposes and are expected to maintain appropriate confidentiality and security measures.
6.5 Professional Advisers and Authorities
We may disclose information to accountants, auditors, lawyers, insurers, regulators, courts, law-enforcement authorities or government agencies where:
- Required by law or legal process;
- Necessary to protect our legal rights;
- Necessary to investigate suspected fraud or security incidents; or
- Necessary to protect candidates, website users or the public.
6.6 Business Reorganisation
If DeFa undergoes a merger, acquisition, restructuring, financing or transfer of all or part of its operations, relevant personal data may be disclosed to advisers and potential or actual successors, subject to appropriate safeguards.
We do not sell or rent candidates’ personal data to third parties.
7. Cookies and Similar Technologies
Our website may use cookies, pixels, local storage and similar technologies.
A cookie is a small text file placed on your device when you visit a website.
7.1 Types of Cookies We May Use
Essential cookies:
Required for core website functions, security, form operation, session management, booking progression and payment processing.
Preference cookies:
Remember settings such as language, location, examination filters or cookie preferences.
Analytics cookies:
Help us understand how visitors use the website, which pages are visited and how website performance can be improved.
Functional or third-party cookies:
May be used when the website includes external services such as maps, embedded content, payment services or social-media features.
7.2 Managing Cookies
Where required, non-essential cookies will be used only after you provide consent. You can manage cookie preferences through the website’s cookie banner or your browser settings.
Blocking essential cookies may prevent parts of the website, booking form or payment process from functioning correctly.
Third-party providers may place their own cookies when you use embedded features or visit their services. Their cookies are governed by their respective privacy policies.
8. Analytics
We may use privacy-conscious website analytics or third-party analytics services to understand website traffic and improve functionality.
Analytics information may include page views, device information, approximate location, referral sources and interactions with website content. Where required by law, analytics technologies will be activated only after consent.
9. External Links and Embedded Services
The website may contain links to or embedded content from:
- Payment gateways;
- Maps and location services;
- Social-media platforms;
- Examination organisations;
- Examination centres; and
- Other third-party websites.
When you access a third-party service, that provider may collect information directly from you. DeFa is not responsible for the privacy, security or content practices of third-party websites. You should review their policies before providing personal data.
10. International Data Transfers
Some organisations and technical service providers involved in examination administration, hosting, communications, payments or support may process data outside India.
Where personal data is transferred internationally, we will take reasonable steps to ensure that the transfer is made for a lawful purpose and is subject to appropriate contractual, organisational or technical safeguards, as required by applicable law.
11. Data Retention
We retain personal data only for as long as reasonably necessary for the purposes for which it was collected, including:
- Completing the examination booking;
- Administering the examination;
- Providing candidate support;
- Maintaining accurate examination and payment records;
- Resolving disputes;
- Preventing fraud;
- Establishing or defending legal claims; and
- Complying with accounting, tax, contractual, regulatory or legal obligations.
Retention periods may differ according to the type of information and the requirements of examination organisations, centres, payment providers and applicable law.
When personal data is no longer required, we will take reasonable steps to delete, anonymise or securely dispose of it. Backup copies may remain for a limited period until they are overwritten or securely deleted.
12. Data Security
We use reasonable administrative, technical and organisational safeguards designed to protect personal data from:
- Unauthorised access;
- Accidental loss;
- Unlawful disclosure;
- Alteration;
- Misuse; and
- Destruction.
These measures may include access restrictions, password protection, secure connections, system monitoring, backups, file-validation controls and limited staff access.
No internet transmission or storage system is completely secure. Therefore, we cannot guarantee absolute security. Users should not send passwords, payment authentication details or unnecessary identification documents by ordinary email.
If we become aware of a personal-data breach, we will take appropriate steps and provide notifications where required by applicable law.
13. Children and Candidates Under 18
The website is not intended for unsupervised use by children.
If a candidate is under 18 years of age, the booking should be completed with the involvement and consent of a parent or lawful guardian where required. We may request information necessary to verify parental or guardian consent.
Parents or guardians may contact us regarding personal data submitted on behalf of a minor.
14. Your Privacy Rights
Subject to applicable law and any lawful exceptions, you may have the right to:
- Ask whether we process your personal data;
- Request a summary of personal data being processed;
- Request access to relevant personal data;
- Correct inaccurate or misleading information;
- Complete incomplete information;
- Update outdated information;
- Request deletion of personal data that is no longer required;
- Withdraw consent where consent is the basis of processing;
- Request information about parties with whom personal data has been shared;
- Raise a complaint or grievance; and
- Nominate another person to exercise applicable rights in the event of death or incapacity.
To make a privacy request, email telcexams@defa-agentur.de with the subject line “Privacy Request”.
Please include sufficient information to identify your booking and the nature of your request. We may request reasonable proof of identity before acting on a request to protect candidate information from unauthorised access.
Some information may need to be retained despite a deletion request where retention is required for examination administration, legal compliance, financial records, fraud prevention or legal claims.
15. Grievance Redressal
If you have a privacy concern or complaint, please contact:
Privacy and Grievance Contact
DeFa
Jyotir Bhavan, North Kalamassery
Old Eloor Bridge Road
Kalamassery, Kochi
Kerala – 683104, India
Email: telcexams@defa-agentur.de
Please use the subject line “Privacy Grievance” and provide details of the issue. We will review and respond within a reasonable period in accordance with applicable law.
If you are not satisfied with our response, you may use any further complaint or regulatory remedy available under applicable data-protection law.
16. User Responsibilities and Acceptable Use
When using the website, you agree to:
- Provide complete, current and accurate information;
- Submit only genuine identity and supporting documents;
- Use your own information or information you are lawfully authorised to provide;
- Review booking details before submission;
- Keep booking references and account or payment information secure;
- Avoid uploading malicious, unlawful or unrelated files;
- Not impersonate another person;
- Not attempt to gain unauthorised access to the website, booking records or administrative systems;
- Not interfere with the website’s security or operation;
- Not use automated tools to scrape, overload or misuse the website; and
- Notify us promptly if you believe that incorrect information has been submitted or your booking information has been compromised.
Providing false, misleading or fraudulent information may result in rejection or cancellation of a booking and may be reported to relevant authorities or examination organisations where appropriate.
17. Marketing Communications
We may send operational communications necessary for your booking, including confirmations, payment updates, reminders, schedule changes and examination instructions. These are service communications and may be necessary to administer your booking.
We will send promotional or marketing communications only where permitted by law or where appropriate consent has been obtained. You may unsubscribe from marketing communications using the link provided in the message or by contacting us.
Unsubscribing from marketing communications will not prevent you from receiving essential booking or examination-related messages.
18. Changes to This Privacy Policy
We may update this Privacy Policy to reflect changes in:
- Legal or regulatory requirements;
- Our booking process;
- Examination administration;
- Website functionality;
- Cookies or analytics tools;
- Payment services; or
- Our service providers.
The revised policy will be published on this page with an updated effective date. Material changes may also be communicated through the website or by email where appropriate.
You should review this page periodically to remain informed about how we process personal data.
19. Governing Law
This Privacy Policy is governed by the applicable laws of India, including the Digital Personal Data Protection Act, 2023 and applicable rules and regulations as brought into force.
Any dispute relating to this Privacy Policy will be subject to the jurisdiction of the competent courts and authorities in India, unless applicable law requires otherwise.
20. Contact Us
For questions about this Privacy Policy or the handling of your personal data, contact:
DeFa
Jyotir Bhavan
North Kalamassery
Old Eloor Bridge Road
Kalamassery, Kochi
Kerala – 683104
India
Email: telcexams@defa-agentur.de
Website: www.defatelc.com