Data Privacy Policy

Alliance Asia Nepal Private Limited

Introduction

Alliance Asia Nepal Private Limited ("the Company") is committed to safeguarding the privacy, confidentiality, and integrity of all data it collects, processes, and stores. As a development consulting firm, the Company regularly handles sensitive information relating to clients, partners, stakeholders, and employees.

This policy establishes a framework to ensure that data is managed responsibly, securely, and in compliance with applicable legal and ethical standards.

Scope of the Policy

This policy applies to:

All employees, consultants, interns, and contractors associated with the Company
All data collected through consulting engagements, research activities, and operational processes
All systems, devices, and platforms used for storing or processing data

Categories of Data Collected

The Company may collect and process the following categories of data:

Personal Data: Names, contact details, identification information
Professional Data: Job roles, organizational affiliations, stakeholder profiles
Project Data: Survey data, interview responses, research findings, and field reports
Financial Data: Payment records, invoices, and related financial documentation
Technical Data: Email correspondence, system access logs, and digital records

Purpose of Data Collection and Processing

Data is collected and processed for legitimate business purposes, including:

Delivering consulting, advisory, and research services
Conducting surveys, fieldwork, and stakeholder engagement activities
Managing client relationships and communication
Financial management, billing, and reporting
Compliance with contractual and legal obligations

Data Collection Methods

The Company collects data through:

Direct interactions (meetings, emails, phone communications)
Field research activities (surveys, interviews, focus group discussions)
Digital platforms, online forms, and communication tools
Project-related documentation and reporting processes

Principles of Data Use

The Company adheres to the following principles:

Data is collected lawfully, fairly, and transparently
Data is used strictly for specified and legitimate purposes
Only relevant and necessary data is collected (data minimization)
Data accuracy is maintained to the extent possible

Data Sharing and Disclosure

Data may be shared under controlled conditions:

With clients and project partners as required for project delivery
With regulatory or legal authorities when mandated
With authorized third-party service providers under confidentiality agreements

Data Security and Protection

The Company implements appropriate technical and organizational measures, including:

Password-protected systems and secure access controls
Role-based access to sensitive information
Secure storage of both digital and physical records
Basic encryption and cybersecurity safeguards where applicable

Data Retention and Disposal

Data is retained only for as long as necessary to fulfill its intended purpose, including:

Duration of project implementation
Legal, contractual, and regulatory requirements

Confidentiality Obligations

All personnel are required to:

Maintain strict confidentiality of all data and information
Sign Non-Disclosure Agreements (NDAs), where applicable
Refrain from unauthorized access, disclosure, or misuse of data

Rights of Data Subjects

Individuals whose data is collected have the right to:

Request access to their personal data
Request correction of inaccurate or incomplete information
Request deletion of data, subject to legal and contractual limitations

Legal and Regulatory Compliance

The Company complies with:

Applicable data protection laws and regulations of Nepal
Client- and donor-specific data protection requirements, where applicable

Data Breach and Incident Management

In the event of a data breach or security incident:

Immediate steps will be taken to contain and assess the breach
Internal investigations will be conducted
Affected stakeholders will be notified where necessary
Corrective and preventive measures will be implemented

Policy Review and Updates

This policy will be reviewed periodically to ensure relevance and effectiveness. Updates may be made in response to changes in legal requirements, operational practices, or technological advancements.

Contact Information

For any inquiries, concerns, or requests related to data privacy, please contact:

Alliance Asia Nepal Private Limited

Address: Jhamsikhel, Lalitpur, Nepal

Email: info@allianceasianepal.org.np

Phone: +977 9864152076

Acknowledgment

All employees, consultants, and associated personnel are required to:

Read and understand this policy
Comply fully with its provisions as part of their professional responsibilities