Membership Management Policy

Preamble

This Membership Management Policy ('Policy') is published by Samidha FinTech Private Limited in compliance with the Information Technology Act, 2000, the Digital Personal Data Protection Act, 2023, the Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011, and applicable provisions of the Consumer Protection Act, 2019. This Policy governs membership management services provided by the SAMIDHA platform on behalf of registered organisations.

1. Introduction

Samidha FinTech Private Limited ('SAMIDHA', 'We', 'Us', or 'Our'), incorporated under the Companies Act, 2013 with CIN U62010MR2026PTC474997 and registered in Maharashtra, India, operates the digital donation and membership management platform at / ('Platform').

In addition to donation management, SAMIDHA provides digital membership management services to registered organisations ('Member Organisations') including NGOs, professional associations, service organisations, educational institutions, and Seva Sansthas. These services enable organisations to digitally manage member registrations, collect membership contributions, issue membership certificates, renew memberships, and maintain member engagement records.

This Policy sets out the terms, obligations, and rights governing membership management services on the Platform. It applies to all Member Organisations using SAMIDHA's membership module and to all individuals who register as members through the Platform ('Members'). By registering as a member or by using the membership management module, you confirm that you have read, understood, and agreed to this Policy.

2. Definitions

"Member Organisation" means any NGO, professional association, service organisation, educational institution, or registered body using SAMIDHA's membership management module.
"Member" means any individual, corporate entity, or institution that registers for membership with a Member Organisation through the Platform.
"Membership Contribution" means the fee, subscription amount, or periodic payment made by a Member to a Member Organisation in consideration of membership benefits, as distinct from a voluntary donation.
"Membership Certificate" means the digital certificate issued by SAMIDHA on behalf of a Member Organisation upon successful registration or renewal.
"Membership Term" means the period for which membership is active, as defined by the Member Organisation.
"Renewal" means the process by which an existing Member extends their membership for a subsequent Membership Term.
"1Pay" means the authorised payment gateway partner of SAMIDHA at https://www.1pay.in.
"Platform" means the SAMIDHA digital platform accessible at /.
"DPDP Act" means the Digital Personal Data Protection Act, 2023.
"Personal Data" has the meaning assigned under the DPDP Act, 2023.

3. Scope and Applicability

This Policy applies to:

All Member Organisations registered on the Platform who use the membership management module.
All individuals, corporate entities, and institutions registering as Members through the Platform.
All Membership Contributions processed through the Platform via 1Pay.
All membership-related communications, certificates, and records maintained by SAMIDHA on behalf of Member Organisations.
Membership management features including registration, contribution collection, renewal, certificate issuance, and member engagement.

This Policy is to be read alongside SAMIDHA's Privacy Policy, Terms and Conditions, Refund Policy, and Security Policy, all of which continue to apply to membership-related activities.

4. Nature of Membership Management Services

SAMIDHA provides a technology platform for membership administration on behalf of Member Organisations. SAMIDHA's role in membership management is that of a technology service provider and platform facilitator. SAMIDHA does not:

Determine membership eligibility criteria, which remain the sole responsibility of each Member Organisation.
Define membership benefits, entitlements, or privileges, which are set by each Member Organisation.
Act as agent, trustee, or legal representative of any Member Organisation in relation to its members.
Guarantee the delivery of membership benefits or services promised by Member Organisations.
Verify the accuracy of membership benefit descriptions published by Member Organisations.

The membership relationship, including all rights, benefits, and obligations, exists solely between the Member and the Member Organisation. SAMIDHA's obligations are limited to providing reliable, secure, and compliant technology infrastructure for membership management.

5. Member Organisation Eligibility and Onboarding

An organisation may use SAMIDHA's membership management module if it is registered on the Platform and has completed SAMIDHA's NGO and Organisation Verification Process as described in the NGO Verification Policy at /ngo-verification-policy.

In addition to standard onboarding requirements, Member Organisations seeking to use the membership module must provide:

Membership structure details — categories of membership, fees, and terms for each category.
Description of membership benefits and entitlements for each category.
Authorisation from the governing body (board resolution or equivalent) to collect membership contributions digitally.

6. Member Registration

Members register through the Member Organisation's membership form on the Platform, providing the information required by that organisation. SAMIDHA reserves the right to request supporting documentation to verify member information provided on behalf of Member Organisations.

7. Membership Certificate, Verification and Bulk Registration

7.3 Membership Certificate. Upon successful registration and payment, SAMIDHA will issue a digital Membership Certificate on behalf of the Member Organisation. The certificate will contain:

Member's name as provided during registration.
Membership category and unique membership number.
Date of registration and membership expiry date (for time-bound memberships).
Name and details of the Member Organisation.
Digital reference number for verification.

Physical membership cards, if required by the Member Organisation, are the responsibility of the Member Organisation and are not provided by SAMIDHA.

7.4 Bulk and Offline Registration. Member Organisations may upload bulk member registrations through the Platform's administrative interface, subject to data format requirements and quality controls prescribed by SAMIDHA. All bulk registrations are subject to this Policy.

8. Membership Contributions

8.1 Nature of Membership Contributions. Membership Contributions are fees paid in consideration of membership in an organisation and associated benefits. Membership Contributions are distinct from voluntary donations:

Membership Contributions are payments for a contractual relationship with defined benefits.
Membership Contributions are generally not eligible for 80G tax deductions under the Income Tax Act, 1961, as they constitute a payment for services/benefits rather than a charitable donation, unless the Member Organisation's 80G certificate expressly covers membership contributions. Members are advised to confirm eligibility with their tax advisor and the Member Organisation.
Voluntary donations made through the Platform remain governed by SAMIDHA's Donation and Refund Policies and may separately qualify for 80G benefits.

8.2 Payment Processing. All Membership Contributions are processed exclusively through 1Pay (https://www.1pay.in) in compliance with applicable RBI guidelines. Supported payment methods include UPI, Credit and Debit Cards (Visa, Mastercard, RuPay), Net Banking, IMPS / NEFT / RTGS, QR Code Payments, and other RBI-approved digital payment methods enabled by 1Pay. SAMIDHA does not store full card numbers, CVV, or authentication credentials. Payment security is governed by 1Pay's PCI DSS-compliant infrastructure.

8.3 Contribution Settlement. Membership Contributions collected through the Platform are settled to the Member Organisation's designated bank account as per the settlement cycle agreed between SAMIDHA and the Member Organisation, net of applicable platform service fees. Settlement timelines are subject to 1Pay's settlement procedures and applicable banking regulations.

8.4 Platform Service Fees. SAMIDHA charges Member Organisations a platform service fee for membership management services as per the applicable service agreement. Applicable fees are disclosed to Member Organisations prior to onboarding and are not charged directly to Members unless expressly agreed and disclosed.

8.5 GST and Taxation. Platform service fees charged by SAMIDHA to Member Organisations attract Goods and Services Tax (GST) as applicable under the Central Goods and Services Tax Act, 2017. Member Organisations are responsible for their own tax obligations in relation to membership contributions received. Members are advised to consult their tax advisors regarding the deductibility of Membership Contributions.

9. Membership Renewal

9.1 Renewal Notifications. SAMIDHA will send automated renewal reminders to Members on behalf of Member Organisations through the Platform's communication module via email, SMS, and WhatsApp (where enabled), approximately thirty (30) days, fifteen (15) days, and seven (7) days before membership expiry.

9.2 Renewal Process. Members may renew their membership through the Platform by logging into their Platform account or clicking the renewal link in the reminder notification; confirming or updating their registration details; selecting the renewal period and membership category; making the applicable renewal Membership Contribution via 1Pay; and receiving an updated digital Membership Certificate upon successful payment.

9.3 Auto-Renewal. Where a Member Organisation enables auto-renewal and a Member provides express consent, SAMIDHA may facilitate auto-renewal of membership at the expiry of the Membership Term. Members will be notified at least fifteen (15) days in advance of any auto-renewal charge. Members may cancel auto-renewal at any time through their Platform account or by written notice to SAMIDHA before the renewal date.

9.4 Lapsed Memberships. Where a Member fails to renew before the expiry of the Membership Term, the membership will lapse automatically. The Member Organisation may set a grace period during which renewal is permitted without re-registration. After the grace period, re-registration as a new member may be required, subject to the Member Organisation's policies.

10. Membership Contribution Refund Policy

Refunds of Membership Contributions are governed by both this Policy and SAMIDHA's Refund Policy at /refund-policy. The following specific provisions apply to Membership Contributions.

10.1 Refundable Circumstances:

Duplicate payment: Where a Member is charged more than once for the same membership registration or renewal due to technical error, SAMIDHA will verify with 1Pay and initiate a refund for the duplicate amount within seven (7) to ten (10) working days.
Failed transaction with successful debit: Where a debit has occurred but membership has not been registered on the Platform, SAMIDHA will investigate and either activate the membership or initiate a refund within seven (7) to ten (10) working days.
Technical failure: Where a contribution cannot be processed due to a Platform or gateway failure and a debit has occurred, SAMIDHA will initiate a refund within five (5) to seven (7) working days of confirmation.
Member Organisation dissolution or de-listing: Where a Member Organisation ceases operations or is de-listed from the Platform after a membership contribution is collected but before the membership term commences, SAMIDHA will initiate a pro-rata refund within fourteen (14) working days.

10.2 Non-Refundable Circumstances:

A Member decides to cancel or discontinue membership after successful registration and activation.
A Member is dissatisfied with the benefits or services of the Member Organisation.
The Member Organisation changes or discontinues certain benefits during the membership term.
The refund request is made more than thirty (30) days after the transaction date.
Membership was utilised, even partially, during the term.

10.3 Partial Refunds. Pro-rata refunds for unused periods of annual membership may be considered at SAMIDHA's discretion in exceptional circumstances, subject to written request to refunds@samidhadonor.in and approval by the Member Organisation.

10.4 Refund Contact. Email: refunds@samidhadonor.in. Subject: 'Membership Contribution Refund — [Transaction Reference] — [Organisation Name]'. Required: Transaction date, amount, reference number, membership category, and reason. Platform: /support. Acknowledgement: Within 2 working days. Decision: Within 7–14 working days.

11. Member Data Management and Privacy

11.1 Personal Data Collected. In connection with membership management, SAMIDHA collects and processes the following personal data on behalf of Member Organisations:

Full name, email address, mobile number, and postal address.
Date of birth (where required by the Member Organisation for membership eligibility).
Professional qualifications, designation, or institutional affiliation (where required for professional associations).
Membership category, membership number, registration date, and expiry date.
Payment transaction reference details.
Communication preferences and notification history.
Additional fields as configured by the Member Organisation in their membership form.

11.2 Data Fiduciary and Processor Relationship. For membership data, the Member Organisation is the primary Data Fiduciary and SAMIDHA acts as a Data Processor, processing personal data on behalf of the Member Organisation for the purposes of membership administration. SAMIDHA processes such data strictly in accordance with its Privacy Policy, this Policy, and applicable data processing agreements with Member Organisations.

11.3 Purpose of Data Processing. Membership personal data is processed exclusively for: processing and confirming membership registrations and renewals; issuing digital Membership Certificates; processing Membership Contributions and payment reconciliation; sending renewal reminders, membership notifications, and impact communications; maintaining membership records and audit trails on behalf of Member Organisations; responding to member queries and grievances; and compliance with applicable legal and regulatory requirements.

11.4 Data Sharing. Membership personal data is shared with the Member Organisation (for whom the data is collected and maintained); 1Pay (for the limited purpose of processing Membership Contributions); communication service providers (for delivery of email, SMS, and WhatsApp notifications); and government and regulatory authorities (as required by law). SAMIDHA does not share, sell, or commercially exploit membership personal data for any purpose other than those described above.

11.5 Data Retention. Active membership records are retained for the duration of membership and for a minimum of three (3) years after expiry or cancellation. Payment transaction records are retained for a minimum of seven (7) years as required under the Income Tax Act, 1961. Upon written request from a Member and subject to legal retention requirements, SAMIDHA will delete or anonymise personal data in accordance with the DPDP Act, 2023.

11.6 Member Rights. Members have the right to: access a summary of their personal data held on the Platform; request correction of inaccurate or incomplete data; request deletion of personal data subject to legal retention obligations; withdraw consent for non-essential processing such as marketing communications; and lodge a grievance with SAMIDHA's Grievance Officer or the Data Protection Board of India. To exercise rights, please contact privacy@samidhadonor.in.

12. Membership Communication

SAMIDHA may send the following communications to Members on behalf of Member Organisations:

Registration confirmation and digital Membership Certificate.
Renewal reminders (30 days, 15 days, and 7 days before expiry).
Payment receipts and transaction confirmations.
Impact updates, programme announcements, and newsletters (where opted-in).
Membership benefit notifications and event invitations.
Compliance-related communications (e.g., KYC update requests).

Members may opt out of non-essential communications (newsletters, event invitations) at any time through their Platform account or by clicking the unsubscribe link in emails. Transactional communications (receipts, renewal reminders, certificates) cannot be opted out of as they are necessary for membership administration.

13. Member Organisation Obligations

Member Organisations using SAMIDHA's membership management module are obligated to:

Provide accurate and current information about membership categories, benefits, and fees on the Platform.
Honour all membership benefits and entitlements described on the Platform to registered Members.
Notify SAMIDHA of any change in membership structure, fees, or benefits at least thirty (30) days in advance.
Ensure that membership contribution collection is authorised under the organisation's constitution, by-laws, or governing documents.
Comply with all applicable laws in connection with membership management, including the Income Tax Act, the Companies Act, and state-specific laws governing trusts and societies.
Not use membership data provided through SAMIDHA for any purpose other than legitimate membership administration.
Maintain the confidentiality of member records and not share member data with third parties without member consent or legal authority.
Inform SAMIDHA immediately of any change in bank account, authorised signatory, or organisational registration status.
Comply with SAMIDHA's NGO Verification Policy, Terms and Conditions, and all applicable Platform policies.

14. Suspension and Termination of Membership Services

14.1 Termination by Member Organisation. A Member Organisation may discontinue use of SAMIDHA's membership management module by providing thirty (30) days' written notice to SAMIDHA. Upon termination: active memberships will be honoured for their remaining term unless the Member Organisation makes alternative arrangements; membership contribution settlement will be completed for amounts already collected; member data will be made available to the Member Organisation for download within fourteen (14) days of termination; and SAMIDHA will retain data for the minimum statutory period.

14.2 Suspension by SAMIDHA. SAMIDHA may suspend a Member Organisation's membership management services if the Member Organisation violates SAMIDHA's Terms and Conditions or this Policy; false or fraudulent information is submitted; membership contributions are misappropriated or misused; the organisation's legal registration is cancelled or lapses; or required by court order or regulatory authority.

14.3 Member Account Termination. A Member may request deletion of their Platform account by writing to privacy@samidhadonor.in. Active membership records will be retained for the statutory period as described in Section 11.5. Deletion of the Platform account does not automatically cancel membership with the Member Organisation.

15. Limitation of Liability

To the fullest extent permitted by applicable Indian law, SAMIDHA's liability in connection with membership management services is limited as follows:

SAMIDHA is not liable for failure of a Member Organisation to deliver membership benefits or to honour membership entitlements.
SAMIDHA is not liable for losses arising from a Member Organisation's insolvency, dissolution, or regulatory action.
SAMIDHA is not liable for indirect, incidental, consequential, or punitive damages arising from membership management services.
SAMIDHA's aggregate liability in connection with any claim relating to membership management shall not exceed the Membership Contribution amount paid in respect of the specific transaction giving rise to the claim.

This limitation does not exclude SAMIDHA's liability for fraud, wilful misconduct, or liability that cannot be excluded under applicable Indian law.

16. Intellectual Property

Digital Membership Certificates generated by SAMIDHA, the Platform's membership management interface, and associated technology are the intellectual property of Samidha FinTech Private Limited. Member Organisations may use the membership certificate design and Platform interface solely for the purpose of their membership management activities on the Platform and may not reproduce, modify, or commercially exploit SAMIDHA's intellectual property without prior written consent.

17. Grievance Redressal

Members or Member Organisations with grievances relating to membership management services may contact SAMIDHA's Grievance Officer — SAMIDHA Platform, Samidha FinTech Private Limited.

Email: grievance@samidhadonor.in

Platform: /grievance

Address: Maharashtra, India. Response Time: Within thirty (30) days of receipt of written grievance.

If the grievance is not resolved to the member's satisfaction within thirty (30) days, the member may escalate the matter to the Data Protection Board of India (for data-related grievances) or to the appropriate consumer forum under the Consumer Protection Act, 2019.

18. Dispute Resolution and Governing Law

Any dispute arising from or in connection with this Policy shall first be subject to good-faith negotiation for thirty (30) days. Unresolved disputes shall be referred to arbitration under the Arbitration and Conciliation Act, 1996, before a sole arbitrator mutually appointed, with seat and venue in Mumbai, Maharashtra, India, conducted in English. The arbitral award shall be final and binding.

This Policy shall be governed by and construed in accordance with the laws of India. The courts of Mumbai, Maharashtra, India shall have exclusive jurisdiction subject to the arbitration clause above.

19. Amendments

SAMIDHA may update this Policy from time to time to reflect changes in law, Platform features, or operational practices. Material changes will be notified to Member Organisations and registered Members via email or Platform notice at least fifteen (15) days prior to the effective date of the change. Continued use of the membership management module after the effective date constitutes acceptance of the revised Policy.