Privacy Policy

1 What We Collect

When you use this portal, we collect information that helps us manage your academic journey:

• ✓Personal Details: Your name, date of birth, nationality, photo, and citizenship or passport info.
• ✓Contact Info: Email, phone number, and mailing address so we can stay in touch.
• ✓Academic Records: Your qualifications, research proposals, dissertation progress, supervisor assignments, and exam results.
• ✓Payment Info: Fee records and receipts. We do not store any credit/debit card numbers on our servers.
• ✓Usage Data: Basic technical info like your browser type and IP address to keep the system running smoothly.

2 How We Use It

We only use your information for things directly related to your Ph.D. programme:

• Managing your enrolment, coursework, fees, and academic progress.
• Sending you important notices, deadlines, and university announcements.
• Giving you access to the Learning Management System (LMS) and library.
• Issuing ID cards, receipts, and official documents.
• Creating anonymised reports for university planning (your individual data is never shared in these).

3 Who Can See Your Data

We do not sell or share your information with advertisers or marketing companies. Your data is only accessible to:

• University staff who need it for academic or administrative purposes (e.g., your supervisor, exam office).
• Government or regulatory bodies when legally required (e.g., UGC Nepal).
• Payment service providers like eSewa, solely to process your fee transactions.

4 How We Protect Your Data

We take reasonable steps to keep your information safe:

• All connections use HTTPS encryption.
• Passwords are securely hashed — even we cannot see them.
• Access to the system is role-based, so people only see what they need to.
• We use CSRF tokens and session management to prevent unauthorized access.

💡 Tip: Please keep your login credentials private and log out when using shared computers.

5 Cookies

We only use essential cookies to keep you logged in while using the portal. We don't use any tracking, analytics, or advertising cookies. Your session automatically expires after 120 minutes of inactivity.

6 How Long We Keep Your Data

Your academic records are kept for the duration of your programme and for 10 years after completion, as required by university and accreditation policies. Financial records follow Nepali fiscal regulations.

7 Your Rights

You can always:

• Ask to see what personal information we have about you.
• Request corrections if anything is wrong or outdated.
• Ask us to delete data that's no longer needed.
• Request a copy of your data in a portable format.

Just email us at [email protected] and we'll be happy to help.

8 International Scholars

If you're joining us from outside Nepal — welcome! Please be aware that your data is stored on servers in Nepal. By using this system, you agree to that arrangement.

9 Updates to This Policy

We may update this policy from time to time. When we do, we'll update the "Last Updated" date above. We encourage you to check back occasionally.