Privacy Policy - National Pabsan

Effective Date: August 17, 2026
Last Updated: August 17, 2026
Version: 1.0

1. Introduction and Commitment

National Pabsan (“we,” “our,” “us,” “the Organization”) is a national network of schools operating under the .org.np domain. We are committed to protecting the privacy and security of all individuals who interact with us—whether you are a student, teacher, parent, school administrator, volunteer, or visitor to our website.

This Privacy Policy outlines our practices regarding the collection, use, storage, sharing, and protection of your personal information. It applies to all activities conducted by National Pabsan, including:

Our official website (www.nationalpabsan.org.np)
Mobile applications (if applicable)
Social media platforms
Email communications and newsletters
Event registrations and program participation
Membership and school affiliation processes
Any other interactions with our Organization

By accessing our website, registering for our programs, or providing us with your information, you acknowledge that you have read, understood, and agree to the practices described in this Privacy Policy. If you do not agree with any part of this policy, please refrain from using our services and website.

We operate in compliance with the Constitution of Nepal, the Electronic Transactions Act (ETA) 2063, and other applicable data protection laws and international best practices, including the General Data Protection Regulation (GDPR) principles where applicable.

2. Scope of This Privacy Policy

This Privacy Policy covers:

All users of our website and services, including visitors, members, school representatives, students, parents, and general public.
All data collected online through our digital platforms and offline through physical forms, event participation, and direct communications.
All activities conducted by National Pabsan, including but not limited to academic programs, sports tournaments, workshops, seminars, community outreach, and administrative functions.

This policy does not apply to third-party websites, applications, or services that may be linked to or from our website. We encourage you to review the privacy policies of those third parties independently.

3. Information We Collect

We collect various types of information to effectively manage our organization, serve our member schools, and communicate with our stakeholders. The categories of information we collect include:

A. Personal Identification Information

This includes data that can directly or indirectly identify you:

Full name (including any previous names or aliases)
Date of birth
Gender
Nationality and citizenship details
Government-issued identification numbers (where required for official purposes)
Photographs and images (for events, publications, or identification)
Biometric data (only in exceptional cases with explicit consent)

B. Contact Information

Email address (personal and institutional)
Phone numbers (mobile, landline, and emergency contacts)
Physical address (home, school, and office addresses)
Social media handles (if provided)

C. Professional and Educational Information

School or institution name and address
Designation, role, or position (e.g., Principal, Teacher, Student, Administrator)
Academic records, grades, and achievements
Professional qualifications, certifications, and training history
Membership status and history with National Pabsan

D. Financial Information (Limited)

Payment details for event registrations, memberships, or donations (processed through secure third-party gateways; we do not store full payment card details)
Sponsorship and funding information (for institutional partners)
Invoices and transaction histories

E. Technical and Usage Data

When you visit our website, we automatically collect:

IP address and geolocation data (country/city level)
Browser type, version, and language preferences
Operating system and device information (type, model, screen resolution)
Pages visited, time spent on each page, and navigation paths
Click-through rates, scroll depth, and interaction patterns
Referring website URLs and search engine queries that led you to our site
Date and time of access
Cookies and similar tracking technologies (detailed in Section 8)

F. Communication Data

Records of emails, messages, and correspondence with us
Feedback, survey responses, and testimonials provided by you
Call recordings (if applicable and with prior consent)

G. Sensitive Personal Information (Special Categories)

We do not intentionally collect sensitive personal information such as:

Racial or ethnic origin
Political opinions, religious or philosophical beliefs
Trade union membership
Genetic or health data
Sexual orientation

If such information is inadvertently provided (e.g., in open text fields), it will be treated with heightened confidentiality and deleted or anonymized where possible.

4. How We Collect Your Information

We collect information through various channels and methods:

A. Directly from You (Voluntary Submission)

When you fill out registration forms (online or physical)
When you subscribe to our newsletters or alerts
When you register for events, workshops, or tournaments
When you apply for membership or school affiliation
When you submit inquiries, feedback, or complaints
When you participate in surveys, polls, or research activities
When you interact with us on social media platforms
When you provide documents (e.g., ID proof, academic certificates)

B. Automatically (Through Technology)

Via cookies and similar tracking technologies
Through website analytics tools (e.g., Google Analytics, Matomo)
Via log files and server monitoring systems
Through pixel tags, web beacons, and embedded scripts
Through device fingerprinting (in limited cases)

C. From Third Parties

From member schools or affiliated institutions sharing data for coordination purposes
From event partners, sponsors, or collaborators
From publicly available sources (e.g., school directories, government databases)
From social media platforms (if you interact with our pages or use social login)

D. Through Observation

During events, meetings, and programs (photographs, video recordings)
Through public interactions at conferences, workshops, or seminars

5. Legal Basis for Processing Your Information

We process your personal information based on one or more of the following legal grounds:

A. Consent

You have given explicit consent for specific purposes (e.g., subscribing to newsletters, photo usage)
You can withdraw your consent at any time by contacting us

B. Contractual Necessity

Processing is necessary for the performance of a contract or agreement (e.g., membership, event registration, partnership agreements)

C. Legitimate Interests

Processing is in our legitimate interests, provided these do not override your rights and freedoms. These interests include:
Managing and improving our organization and services
Communicating with stakeholders and members
Ensuring security and preventing fraud
Conducting research and analysis
Promoting the activities and achievements of National Pabsan

D. Legal Obligation

Processing is required to comply with legal obligations, such as tax reporting, regulatory compliance, or court orders

E. Vital Interests

Processing is necessary to protect the vital interests of an individual (e.g., emergency situations)

6. How We Use Your Information

We use your information for the following purposes, all aligned with our organizational mission:

A. Organizational Management

Processing school registrations, memberships, and renewals
Managing affiliations, partnerships, and collaborative agreements
Maintaining accurate records of member schools and stakeholders
Facilitating communication between the organization and its members

B. Program and Event Coordination

Organizing and managing academic programs, sports tournaments, workshops, and seminars
Registering participants, processing payments, and issuing certificates
Sending event-related updates, schedules, and reminders
Managing volunteers and staff for events

C. Communication and Engagement

Sending newsletters, announcements, and organizational updates
Responding to inquiries, feedback, and support requests
Sharing achievements, success stories, and organizational news
Conducting surveys to gather feedback and improve services

D. Resource Provision

Sharing educational materials, manuals, and guides with teachers and students
Providing access to student resources, scholarships, and competition opportunities
Publishing reports, publications, and research findings

E. Website Improvement

Analyzing usage trends and user behavior to enhance website functionality
Personalizing user experience and content recommendations
Optimizing website performance and load times
Monitoring and ensuring the security of our digital platforms

F. Security and Compliance

Detecting, preventing, and addressing technical issues or security breaches
Enforcing our terms of service and other policies
Complying with legal, regulatory, and audit requirements
Protecting the rights, property, and safety of National Pabsan and its stakeholders

G. Marketing and Promotion (with Consent)

Sending promotional communications about our programs and events (only with explicit consent)
Using photographs and testimonials for promotional materials (only with explicit consent)

7. How We Share Your Information

We value your trust and do not sell, rent, or trade your personal information to third parties for marketing purposes. However, we may share your information in the following circumstances:

A. With Member Schools and Affiliated Institutions

To facilitate coordination, collaboration, and joint programs
To share relevant information about student participation, achievements, and activities
To manage inter-school tournaments, competitions, and academic events

B. With Service Providers and Partners

We engage trusted third-party service providers to assist us in various functions, including:

Website hosting and maintenance
Email delivery and communication platforms
Payment processing (via secure, PCI-compliant gateways)
Analytics and performance monitoring
Event management and ticketing services
Cloud storage and data backup services

All service providers are bound by strict confidentiality and data protection agreements and are authorized to use your information only for the specific services they provide to us.

C. For Legal and Regulatory Compliance

We may disclose your information if required to do so by law, regulation, legal process, or governmental request. This includes:

Complying with court orders, subpoenas, or legal proceedings
Responding to requests from regulatory authorities
Enforcing our terms of service or other agreements
Protecting the rights, property, or safety of National Pabsan, our members, or the public

D. In Organizational Transfers

In the event of a merger, restructuring, acquisition, or transfer of assets, your information may be transferred to the successor entity. We will notify you of any such change and provide options regarding your data.

E. With Your Explicit Consent

We may share your information with other parties if you have given us explicit consent to do so (e.g., sharing contact details with event sponsors or partners).

F. Aggregated and Anonymized Data

We may share aggregated, anonymized, or de-identified data that does not identify you individually for research, analysis, or public reporting purposes.

8. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your browsing experience, analyze site usage, and improve our services. This section provides detailed information about our use of these technologies.

A. What Are Cookies?

Cookies are small text files that are stored on your device (computer, tablet, or smartphone) when you visit a website. They help us recognize your device and remember your preferences, enabling a more personalized and efficient experience.

B. Types of Cookies We Use

Cookie Type	Purpose	Examples
Essential Cookies	Necessary for basic website functionality, security, and accessibility. Without these, the site may not function properly.	Session identifiers, CSRF tokens, login status
Performance & Analytics Cookies	Help us understand how visitors interact with our website, track usage patterns, and improve performance.	Google Analytics, heatmaps, user engagement metrics
Preference Cookies	Remember your choices and settings (e.g., language, region, display preferences).	Language selection, theme preferences
Functionality Cookies	Enable enhanced features such as video playback, social media integration, and personalized content.	Embedded videos, social sharing buttons
Marketing & Advertising Cookies	Used to deliver relevant advertisements and track campaign effectiveness (only with explicit consent).	Retargeting pixels, ad network cookies

C. Third-Party Cookies

We may allow third-party service providers to place cookies on your device for analytics, advertising, or social media integration. These include:

Google Analytics (for traffic analysis)
Facebook Pixel (for social media integration and campaign tracking)
YouTube (for embedded videos)
Social media plugins (Facebook, Twitter, Instagram)

D. Your Cookie Choices

You can manage and control cookies through your browser settings:

Most browsers allow you to block, delete, or disable cookies
You can set your browser to notify you when a cookie is being placed
Disabling cookies may affect certain features and functionality of our website

For more information, visit the help section of your browser or www.allaboutcookies.org.

E. Other Tracking Technologies

In addition to cookies, we may use:

Web Beacons: Small transparent images used to track email opens and website interactions
Pixel Tags: Embedded code snippets that track user behavior and conversions
Local Storage: Storing data locally on your device for improved performance

9. Data Security Measures

The security of your personal information is a top priority for National Pabsan. We implement a comprehensive set of technical, administrative, and physical safeguards to protect your data from unauthorized access, alteration, disclosure, or destruction.

A. Technical Measures

Encryption: All data transmitted between your device and our servers is encrypted using Secure Sockets Layer (SSL) / Transport Layer Security (TLS) protocols.
Firewalls: Advanced firewalls protect our servers from unauthorized network access.
Secure Hosting: Our website is hosted on secure, ISO-certified servers with regular security updates and patches.
Access Controls: Role-based access controls ensure that only authorized personnel can access sensitive data.
Malware Protection: Regular scanning and monitoring for malware, viruses, and other threats.
Data Backup: Regular automated backups with encrypted storage to prevent data loss.

B. Administrative Measures

Data Protection Policies: Clear internal policies governing data handling, access, and retention.
Staff Training: Regular training programs for staff on data protection, privacy, and security best practices.
Third-Party Audits: Periodic security audits and vulnerability assessments conducted by independent professionals.
Incident Response Plan: A documented plan to detect, respond to, and recover from security incidents or data breaches.

C. Physical Measures

Secure Premises: Physical access controls at our offices, including restricted areas and surveillance systems.
Protected Devices: All organization devices (laptops, desktops, mobile devices) are password-protected and encrypted.
Document Security: Physical records and documents are stored in locked, access-controlled cabinets.

D. Limitations

Despite our best efforts, no data transmission or storage system can be guaranteed to be 100% secure. We cannot ensure or warrant the absolute security of any information you transmit to us. By using our services, you acknowledge this inherent risk and accept it.

10. Data Retention Policy

We retain your personal information only for as long as necessary to fulfill the purposes for which it was collected, or as required by law, regulation, or organizational policies.

A. Retention Periods

Type of Data	Retention Period	Justification
Membership Records	Duration of membership + 5 years	Administrative, legal, and historical purposes
Event Registration Data	Up to 3 years after event completion	Follow-up, reporting, and archival
Financial Records	7 years (as per tax regulations)	Legal and audit compliance
Communication Records	2 years	Service improvement and reference
Website Analytics Data	Up to 26 months (Google Analytics default)	Performance analysis and improvement
Photographs and Videos	Perpetual (with consent)	Historical archive and organizational promotion

B. Data Deletion and Anonymization

Once the retention period expires, we will:

Securely delete or destroy your personal information
Anonymize or aggregate data for statistical or research purposes
Remove your information from all active systems and backups

C. Your Right to Request Deletion

You may request the deletion of your personal information at any time (subject to legal obligations). We will respond to such requests within 30 days and take appropriate action.

11. Your Rights and Choices

We respect your rights regarding your personal information. Depending on your jurisdiction, you may have the following rights:

A. Right to Access

You have the right to request a copy of the personal information we hold about you. This includes information about:

What data we process
Why we process it
Who we share it with
How long we retain it

B. Right to Rectification

If your information is inaccurate or incomplete, you have the right to request corrections or updates.

C. Right to Erasure (Right to be Forgotten)

You can request the deletion of your personal information when:

It is no longer needed for the purposes for which it was collected
You withdraw your consent (where consent is the legal basis)
You object to processing and there is no overriding legitimate interest
The data has been unlawfully processed
Deletion is required by law

D. Right to Restrict Processing

You can request that we limit the processing of your data in certain circumstances, such as:

While we verify the accuracy of your data
If the processing is unlawful but you prefer restriction over deletion
If we no longer need the data but you require it for legal claims

E. Right to Data Portability

You have the right to receive your data in a structured, commonly used, and machine-readable format and have it transferred to another controller where technically feasible.

F. Right to Object

You can object to processing based on legitimate interests, direct marketing, or processing for scientific/historical research.

G. Right to Withdraw Consent

Where processing is based on your consent, you can withdraw it at any time. Withdrawal does not affect the lawfulness of processing before withdrawal.

H. Right to Lodge a Complaint

If you believe your rights have been violated, you have the right to lodge a complaint with the relevant data protection authority in your jurisdiction.

I. How to Exercise Your Rights

To exercise any of these rights, please contact us using the details provided in Section 16. We will respond to your request within 30 days. We may need to verify your identity before processing your request.

J. Fees

We will provide access and fulfill your rights free of charge. However, we may charge a reasonable fee for excessive, repetitive, or manifestly unfounded requests.

12. Children’s Privacy

National Pabsan is committed to protecting the privacy of children, especially those under the age of 13.

A. Parental Consent

We do not knowingly collect personal information from children under 13 without verifiable parental consent. If we discover that we have inadvertently collected such information, we will delete it promptly.

B. Exceptions

We may collect limited information from children (name, school, age) for event participation or educational activities, but only with:

Parental or guardian consent
School authorization
For legitimate educational or organizational purposes

C. Rights of Parents/Guardians

Parents or guardians have the right to:

Review their child’s personal information
Request deletion or correction of their child’s data
Withdraw consent for collection and use of their child’s data

Please contact us if you have concerns about your child’s data.

13. International Data Transfers

National Pabsan operates primarily in Nepal. However, we may use service providers or platforms located in other countries (e.g., email services, analytics tools, cloud hosting). This may involve the transfer of your data across international borders.

A. Where Data Is Transferred

Data may be transferred to:

India (for hosting and backup services)
United States (for analytics, email, and cloud services)
European Union (for certain software services)

B. Data Transfer Safeguards

When transferring data internationally, we ensure:

The receiving country provides an adequate level of protection
Standard Contractual Clauses (SCCs) are in place with service providers
Compliance with applicable data protection laws
Your data receives the same level of protection as within Nepal

C. Your Consent

By using our website and services, you consent to the transfer of your data to countries outside Nepal, recognizing that data protection standards may differ.

14. Third-Party Links and Services

Our website may contain links to third-party websites, applications, or services that are not operated or controlled by National Pabsan. These include:

Member school websites
Government portals (Ministry of Education, etc.)
Social media platforms (Facebook, Twitter, Instagram, YouTube)
Event ticketing and registration platforms
Payment gateways

A. Disclaimer

We are not responsible for the privacy practices, policies, or content of any third-party sites. The inclusion of any link does not imply our endorsement or affiliation.

B. Recommendation

We encourage you to review the privacy policies and terms of service of any third-party sites you visit or use, as they may differ from ours.

15. Social Media and Public Interactions

When you interact with National Pabsan on social media platforms (Facebook, Twitter, Instagram, LinkedIn, YouTube), please be aware that:

A. Public Information

Any information you post publicly (comments, photos, messages) may be visible to other users and the general public. We recommend that you do not share sensitive personal information in public forums.

B. Privacy Settings

We encourage you to review and adjust your privacy settings on social media platforms to control who can see your information.

C. Our Use of Social Media

We may use social media to:

Share organizational news and updates
Promote events and programs
Engage with our community and stakeholders
Respond to inquiries and messages

Our interactions on social media are governed by this Privacy Policy and the terms of service of the respective platforms.

16. Updates and Changes to This Policy

We may update this Privacy Policy from time to time to reflect:

Changes in legal or regulatory requirements
New organizational practices or services
Technological advancements and emerging risks
Stakeholder feedback and best practices

A. Notification

We will notify you of significant changes by:

Posting the updated policy on our website with a new “Last Updated” date
Sending an email notification to our subscribers and members (for substantial changes)
Displaying a prominent notice on our homepage

B. Review

We encourage you to review this page periodically to stay informed about how we protect your privacy.

C. Effective Date

The revised policy becomes effective on the date specified at the top of this document. Your continued use of our services after the changes indicates your acceptance of the updated policy.

17. Contact Us

If you have any questions, concerns, requests, or feedback regarding this Privacy Policy, our data practices, or how we handle your information, please do not hesitate to reach out to us.

A. Primary Contact

Data Protection Officer / Privacy Inquiries
National Pabsan
[Insert Full Office Address]
[Insert City, District, Province, Nepal]
Email: privacy@nationalpabsan.org.np (or insert dedicated email)
Phone: [Insert Primary Contact Number]
Website: www.nationalpabsan.org.np

B. General Inquiries

For general inquiries not related to privacy:
Email: info@nationalpabsan.org.np
Phone: [Insert General Contact Number]

C. Response Time

We aim to respond to all privacy-related inquiries within 30 days. For urgent matters, please indicate this in your communication.

D. Grievance Redressal

If you are not satisfied with our response, you have the right to escalate your concern to the appropriate data protection authority or regulatory body in your jurisdiction.

18. Additional Information for Specific Jurisdictions

A. For Users in Nepal

We comply with the Constitution of Nepal and the Electronic Transactions Act (ETA) 2063. Your data is processed in accordance with Nepali laws, and you have the right to seek redress through the appropriate legal channels in Nepal.

B. For Users in the European Union (GDPR)

If you are in the EU, we comply with the General Data Protection Regulation (GDPR). Our data processing activities are based on the legal grounds outlined in Section 5. You have additional rights as described in Section 11. For any GDPR-related concerns, please contact our Data Protection Officer.

C. For Users in the United States

If you are in the U.S., we comply with applicable state and federal privacy laws. While we operate from Nepal, we ensure adequate protections for your data when transferred internationally.

D. For Users in Other Jurisdictions

We respect the privacy laws of all countries where our stakeholders reside. If you believe your data protection rights are not being honored, please contact us.

19. Definitions and Key Terms

For clarity, the following terms used in this policy have the meanings described below:

Term	Definition
Personal Information	Any data that can identify an individual, directly or indirectly.
Processing	Any operation performed on personal data, including collection, storage, use, sharing, and deletion.
Data Controller	National Pabsan, which determines the purposes and means of processing.
Data Processor	A third party that processes data on behalf of National Pabsan.
Consent	Freely given, specific, informed, and unambiguous agreement to process personal data.
Cookie	A small text file stored on your device by a website.
Sensitive Personal Data	Special categories of data requiring higher protection (e.g., health, race, religion).

20. Acceptance of This Privacy Policy

By using our website, registering for our events, applying for membership, or otherwise providing us with your personal information, you acknowledge that you have read, understood, and agree to the practices described in this Privacy Policy.

If you do not agree with any part of this policy, please do not use our website or services.

Thank you for taking the time to read our Privacy Policy. Your privacy and trust are important to us, and we are committed to protecting your information with the highest standards of care and integrity.

This Privacy Policy was last updated on August 17, 2026. For any questions, please contact us at central@nationalpabsan.org.np.