Privacy Policy

Who we are

Welcome to Utkarsha Nepal (“we”, “our”, “us”). This Privacy Policy describes how we collect, use, disclose, and protect your personal information. We are a nonprofit organization based in Nepal, dedicated to empowering individuals and communities through volunteerism, education, social outreach, and humanitarian programs.

Our mission is rooted in trust, and the protection of your privacy is a cornerstone of that trust. This policy governs how we collect and process personal data from volunteers, donors, website visitors, social media followers, and any other individuals engaging with our services across platforms, whether online or offline.

We encourage you to read this policy thoroughly. By accessing our website, social media pages, participating in our events, or sharing your personal information with us, you consent to the practices outlined in this policy.

Scope of Policy

This Privacy Policy applies to:

            •          Visitors to our website and social media pages (Facebook, Instagram, and others)

            •          Individuals who interact with us digitally or in-person

            •          Donors, volunteers, members, or event attendees

            •          Anyone providing personal data via forms, messages, or participation in campaigns

            •          Email subscribers and newsletter recipients

            •          Users of third-party platforms we use (e.g., Microsoft Form, and other services)

Types of Data We Collect

We collect both personal and non-personal information. The data we collect depends on the nature of your interaction with us.

Non-Personal Data

This includes information that doesn’t directly identify you but helps improve our operations:

• Browser type and version
• IP address
• Device identifiers
• Website behavior (pages visited, time spent, links clicked)
• Geolocation data (when permitted)
• Referring URLs or links

Data from Third-Party Platforms

We may receive limited data from platforms such as:

• Facebook and Instagram or other social media (your public profile, comments, likes, messages)
• Microsoft/Google Forms or Sheets (event registrations, surveys, feedback)
• Email platforms (subscription details)

How We Collect Your Data

We collect data through various channels, including:

• Website forms (registration, donations, volunteering)
• Event sign-up sheets or digital RSVP links
• Social media messages, comments, tags, and interactions
• Email communications or newsletter signups
• Surveys, petitions, or campaign participation
• Mobile communications (SMS, WhatsApp, calls)
• Collaborations with partner organizations (upon your consent)
• Photographs and video recordings during public or private events

Purpose of Collecting Information

We collect your data to:

• Facilitate volunteer engagement and assignment
• Register participants for events, workshops, and outreach programs
• Process donations and send receipts or acknowledgments
• Send newsletters, updates, and invitations
• Understand our audience to improve our outreach
• Maintain accurate donor and volunteer records
• Promote transparency in our operations
• Publish stories of impact (with consent)
• Respond to inquiries or feedback
• Meet legal and audit requirements

Lawful Basis for Data Processing

We rely on the following lawful bases to collect and process your data:

• Consent: You voluntarily provide us data for specific purposes.
• Legitimate Interests: To manage our operations and improve community services.
• Contractual Necessity: For volunteer agreements, donations, or event participation.
• Legal Obligation: When the law requires us to retain records or report activities.

Use of Photo and Event Media

During our public events, photos and videos may be taken and shared on:

            •          Our official Facebook and Instagram pages

            •          Internal newsletters and project reports

            •          Donor or partner presentations

            •          Awareness campaigns

We will always seek consent before using close-up identifiable images of individuals, especially children, vulnerable groups, or sensitive locations.

If you find a photo of yourself that you wish to be removed, please email us at privacy@utkarshanepal.org.

Sharing Information

We do not sell or trade your personal information. However, we may share it with:

• Trusted service providers (e.g., website hosting, email delivery, payment processors)
• Partner organizations (when conducting joint events or initiatives, with consent)
• Regulatory or legal authorities (if required by law)
• Media houses or journalists (only with explicit permission)

All third parties we work with are expected to uphold strict confidentiality and use the data only for agreed purposes.

Security Measure

We implement the following security practices to protect your data:

            •          SSL encryption on all forms and website pages

            •          Password-protected databases and accounts

            •          Two-factor authentication for admin access

            •          Access control to sensitive files

            •          Regular data backup and audits

            •          Staff and volunteer training on data protection

Despite our efforts, no system is 100% secure. We encourage you to avoid sharing sensitive personal details via public platforms or unencrypted communication.

Data Retention

We retain personal data only for as long as necessary to fulfill the purposes described in this policy or comply with legal requirements.

Examples:

            •          Volunteer records: up to 5 years

            •          Donor records: up to 7 years (for audit and compliance)

            •          Event registration forms: 12–24 months

            •          Newsletter subscriptions: until you unsubscribe

After the retention period, data is securely deleted or anonymized.

For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

Your Rights Under This Policy

As a data subject, you have the following rights:

• Right to Access: You can request copies of your personal data.
• Right to Rectify: You may ask us to correct any inaccurate or incomplete data.
• Right to Erasure: You may request deletion of your data where applicable.
• Right to Object: You can object to data processing in certain circumstances.
• Right to Withdraw Consent: You can opt-out from communications or data collection.
• Right to Lodge Complaint: You may file a complaint with Nepal’s data protection authority if you believe your rights are violated.

To exercise your rights, please contact us via privacy@utkarshanepal.org or fill out a request form on our website (if available).

Use of Cookies

Cookies are small files stored on your browser when you visit a website.

We use cookies to:

            •          Improve user experience

            •          Track website traffic

            •          Remember your preferences

            •          Secure form submissions

You can disable cookies in your browser settings, but some features of our website may not function properly.here your data is sent

Email and Communication Preferences

If you sign up for our updates or newsletters, you’ll receive periodic communications from us regarding:

            •          Volunteer opportunities

            •          Impact stories

            •          Event invitations

            •          Donation campaigns

            •          Policy or organizational changes

You can opt-out at any time by clicking the “Unsubscribe” link in any email or contacting us directly.

Data from Children

Utkarsha Nepal does not knowingly collect personal information from individuals under the age of 18 without verified parental or guardian consent. If we become aware of such data, we will delete it immediately. For school-based programs or youth engagement, written permission from guardians is always required.

Third-Party Service

We use several third-party platforms for functionality and communication. These services may collect data according to their privacy policies:

• Google (Forms, Sheets, Gmail)
• Microsoft 365 (Word, Sheets, Outlook mails)
• Meta Platforms (Facebook, Instagram)
• Payment platforms (eSewa, Khalti, Fonepay, or others)

We recommend you read their privacy policies before engaging with their services through our platforms.

International Data Transfers

Though Utkarsha Nepal operates primarily in Nepal, your data may be processed or stored in countries outside of Nepal if we use international platforms (e.g., Google, Microsoft, Meta).

We ensure that such platforms are secure, reputable, and follow international data protection standards (e.g., GDPR, ISO 27001:2022 compliance).

Changes to this Policy

We may update this Privacy Policy periodically. If major changes are made, we will:

• Update the effective date
• Notify you via email (if applicable)
• Post a prominent notice on our website or social pages

We encourage you to review this policy periodically to stay informed of how we are protecting your data.

Contract Information

If you have any questions about this Privacy Policy or wish to submit a request, you may contact us at privacy@utkarshanepal.org

Language of Policy

This Privacy Policy is written in English. If translated into Nepali or other languages, the English version shall prevail in case of inconsistencies.

Acknowledgment

By interacting with Utkarsha Nepal—whether as a volunteer, donor, supporter, or online user—you acknowledge that you have read, understood, and agreed to the practices described in this Privacy Policy.