Privacy Policy

Introduction

SafalVisa values your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, store, share, and safeguard the data you provide when using our marketplace platform.

By using SafalVisa’s website and services, you consent to this Privacy Policy and our Terms & Conditions.

If you do not agree, please do not use our platform.

1. Who We Are

Safal Visa Pvt. Ltd. operates SafalVisa, a marketplace platform that connects Users (individuals seeking study abroad, work visa, training, and consultation services) with Institutions (licensed education consultancies, manpower agencies, and visa processing agencies in Nepal).

We are an intermediary marketplace only. We connect you with Institutions. The Institutions provide the actual visa consultation and processing services.

We do NOT collect detailed visa processing data — that is handled directly between you and the Institution.

2. Information We Collect

2.1 What SafalVisa Collects (Minimal Data)

From Users

Full name, email address, phone number, WhatsApp number, which service or activity you are interested in (for example, “Study visa for Australia” or “Work visa for Canada”), the age confirmation checkbox response provided during registration, and the service-specific age confirmation checkbox response provided during booking.

From Institutions

Company name and registration details, PAN registration number, business address and contact information, services offered, authorised representative information, and bank account details (for payments).

Transaction Data (Both Users and Institutions)

Booking records (User, Institution, and service type), payment method chosen (online or cash), payment amount, transaction ID, payment confirmation, commission and service charge records, and refund requests and history.

Technical Data (Automatic Collection)

Browser type and version, device information (type, operating system), IP address and approximate location, pages visited and time spent, and cookies and tracking technologies.

2.2 What SafalVisa Does NOT Collect

We do NOT collect passport numbers or copies, educational transcripts or certificates, work experience details, language test scores (IELTS, TOEFL, etc.), financial documents (bank statements, proof of funds), family information for visa applications, photos or passport-size photographs, date of birth or exact age, or visa application documents.

This detailed information is collected and managed directly by the Institution you book with, not by SafalVisa. Check the Institution’s own privacy policy for how they handle this data.

3. How We Collect Information

Direct Collection

Registration forms (including the age confirmation checkbox), booking forms (including the service-specific age confirmation checkbox), payment processing, customer support interactions, and WhatsApp communications.

Automatic Collection

Cookies and website analytics, server logs, and mobile app usage (if applicable).

From Third Parties

Payment gateway confirmations (eSewa, Khalti) and Institutions (when they confirm bookings or report cash payments).

4. How We Use Your Information

To Provide Platform Services

Create and manage your account, process booking enquiries, connect you with Institutions, and facilitate communication between you and Institutions.

To Process Payments

Process online payments (eSewa, Khalti), track cash payment reports from Institutions, issue official bills and receipts via WhatsApp and email, calculate and collect service charges from Institutions, and handle refund requests.

To Communicate with You

Send booking confirmations, send official bills via WhatsApp (signed and dated), respond to support enquiries, send important platform updates, and send promotional offers (with consent — you can opt out).

To Improve Services

Analyse platform usage, fix technical issues, develop new features, and prevent fraud and abuse.

To Comply with Legal Obligations

Maintain records as required by Nepal tax law (7 years for payment records), respond to legal requests, and enforce our Terms & Conditions.

5. How We Share Your Information

5.1 With Institutions (When You Book)

What We Share

When you make a booking enquiry, we share your name, email, phone, which service you are interested in, and payment confirmation (when applicable).

The Institution then collects additional details directly from you (passport, education documents, etc.) and is responsible for verifying your age and eligibility in person during the free consultation.

5.2 With Users (About Institutions)

What Users Can See

Institution name, address, and contact information via in platform message tool; services offered; reviews and ratings; and success rates (if the Institution displays them).

What Users Cannot See

The Institution’s commission rate or success fee, and the Institution’s earnings or financial data.

5.3 With Payment Processors

For online payments, we share the transaction amount and payment details (handled by eSewa and Khalti). We do NOT store full credit or debit card numbers, CVV codes, or payment card details — these are handled entirely by the payment gateways.

5.4 With Service Providers

We may share data with website hosting providers, email service providers (for notifications), WhatsApp Business API (for official bills), analytics providers (Google Analytics), and customer support tools. All providers are contractually required to protect your data.

5.5 With Legal Authorities

We may disclose information when required by Nepal law, ordered by a court or legal process, requested by government authorities, or necessary to prevent fraud or illegal activity.

5.6 No Sale of Data

SafalVisa does not sell, rent, or trade your personal information to third parties for marketing or any other purpose.

5.7 Public Information

Publicly Visible on Platform

Institution names and services and reviews and ratings.

NOT Publicly Visible

User contact details, payment amounts, and personal information.

6. WhatsApp Communications

6.1 What We Send

By providing your WhatsApp number, you consent to receive the following:

Mandatory (Cannot Opt Out)

Official bills (signed and dated — legally valid), booking confirmations, payment confirmations, security alerts, and service changes or interruption notices.

Optional (Can Opt Out)

Promotional offers, platform updates, and tips and guides.

6.2 Importance of Correct WhatsApp Number

Provide a real and active WhatsApp number. We send official bills ONLY via WhatsApp. If your number is incorrect, you will not receive official bills, you will miss booking confirmations, and SafalVisa is not responsible for non-delivery.

6.3 How to Opt Out of Promotional Messages

Reply “STOP” to any promotional WhatsApp message, email contact@safalvisa.com with your number, or update preferences in your Dashboard. You cannot opt out of mandatory transaction and security-related messages.

7. Payment Data Protection

7.1 Online Payments

When you pay online, payment card details are handled by eSewa and Khalti (not by SafalVisa). We do NOT store card numbers or CVV codes. We receive only the transaction confirmation and ID. Payment gateway fees are covered within SafalVisa’s service charge — Users are not charged additional gateway fees.

7.2 Cash Payments

When you pay cash to an Institution, the Institution reports the payment to SafalVisa (required within 24 hours). We record the amount, date, booking ID, and payment confirmation. We do NOT handle physical cash. We track cash payments for commission calculation only.

7.3 Payment Record Retention

We keep payment records for the following periods: active transactions for the duration of service plus 6 months; completed transactions for 7 years (Nepal tax law requirement); and disputed transactions until resolved plus 1 year.

8. Data Security

8.1 How We Protect Your Data

Technical Security

SSL/TLS encryption for data transmission, encrypted storage for sensitive data, secure password hashing, firewall protection and intrusion detection, DDoS protection, and regular encrypted backups.

Access Controls

Staff access limited by role, multi-factor authentication for admin accounts, and regular security audits and logging.

Your Responsibility

Use a strong, unique password. Do not share your login credentials. Log out on shared devices. Report suspicious activity immediately.

8.2 Limitations

No system is 100% secure. We cannot guarantee absolute protection against hacking or unauthorised access, data breaches, or your own device security issues.

If a data breach occurs, we will notify affected users within 72 hours, take immediate action to secure systems, provide guidance on protecting yourself, and report to authorities as required.

9. Data Retention

9.1 How Long We Keep Data

Account information is retained until you delete your account plus 3 months (for legal compliance). Booking records are retained for the duration of service completion plus 2 years (for customer support). Payment records are retained for 7 years (Nepal tax law requirement). Communication logs are retained for 1 year (for customer support). Technical logs are retained for 90 days (for security).

9.2 Account Deletion

To delete your account, email contact@safalvisa.com with “Delete Account” in the subject line, verify your identity, and confirm deletion (this is irreversible). We process within 7 business days.

After deletion, your profile becomes inactive immediately, personal information is anonymised within 30 days, and payment records are kept for 7 years (legal requirement).

9.3 Inactive Accounts

Accounts inactive for 3 years may be marked as dormant, have personal information archived, and have access restricted until reactivation is requested.

10. Your Privacy Rights

10.1 Right to Access

You can request what data we hold about you, copies of your data, and how we use your data. Email contact@safalvisa.com with “Data Access Request”. We respond within 30 days.

10.2 Right to Correction

You can update your profile in the Dashboard or request corrections by emailing contact@safalvisa.com.

10.3 Right to Deletion

You can request deletion when data is no longer needed, you withdraw consent, or data was unlawfully processed. We may keep data if required by law (for example, 7-year payment records). Email contact@safalvisa.com with “Delete My Data”.

10.4 Right to Data Portability

You can request your data in CSV or JSON format. Email contact@safalvisa.com with “Data Portability Request”. We respond within 30 days.

10.5 Right to Object

You can object to direct marketing (opt out anytime), processing based on legitimate interests, or automated decision-making. Click “Unsubscribe” in emails, reply “STOP” to WhatsApp promotions, or email contact@safalvisa.com.

10.6 Right to Withdraw Consent

If processing is based on consent, you can withdraw at any time. Withdrawal does not affect past processing but may affect our ability to provide services. Email contact@safalvisa.com with “Withdraw Consent” and specify which consent you are withdrawing.

10.7 Right to Complain

If you believe we violated your privacy, contact us first at contact@safalvisa.com. If unsatisfied, you may complain to the Office of the Attorney General (Nepal), the Ministry of Communication and Information Technology, or the Consumer Protection Authority.

11. Cookies and Tracking

11.1 What Are Cookies

Small text files stored on your device to improve your experience.

11.2 Types of Cookies

Essential (Cannot Disable)

Login and session management, security and fraud prevention, and booking functionality.

Optional (Can Disable)

Analytics (Google Analytics), marketing (Facebook Pixel, Google Ads), and preferences (language, location).

11.3 Managing Cookies

You can control cookies through your browser settings. Chrome: Settings → Privacy → Cookies. Firefox: Settings → Privacy → Cookies. Safari: Preferences → Privacy → Cookies.

Effects of disabling: the site still works for browsing, but you cannot stay logged in and preferences are not saved.

11.4 Do Not Track

Some browsers have “Do Not Track” (DNT) signals. Currently there is no industry standard for responding to DNT signals, so we do not respond to them.

12. Age Requirements & Minors

12.1 Age Confirmation (Two Checkpoints)

SafalVisa requires age confirmation at two points:

At Registration

All Users confirm via a mandatory checkbox: “I am 18 years or older, or I have the consent of a legal guardian to use these services.” This is a general declaration alongside the Privacy Policy and Terms & Conditions checkboxes.

At Booking

All Users confirm via a mandatory checkbox: “I confirm that I meet the age requirements for this service.” This is a service-specific confirmation because different services have different age requirements.

SafalVisa records both confirmations but does not collect date of birth or verify exact age.

12.2 Age Requirements by Service Type

Work Visa, Tourist Visa & Family Immigration: 18+ Only

These services are strictly for users 18 years or older. Institutions are responsible for verifying age in person during the mandatory free consultation. Institutions must not provide these services to anyone under 18, regardless of parental consent.

Study Visa, Training, Test Preparation & Course Change: 16+ With Parental Consent

These services are available to users 16 years or older. Users aged 16–17 should attend the free consultation accompanied by their parent or legal guardian. The Institution verifies parental consent in person before sending a payment request.

Users Under 16

SafalVisa services are not intended for children under 16.

12.3 How Age Verification Works

SafalVisa does not collect date of birth or perform identity-based age verification. Instead, age verification relies on the registration checkbox (User self-declares general eligibility), the booking checkbox (User confirms they meet the age requirement for the specific service being booked), the mandatory free consultation (Institution meets the User face-to-face), and the Institution-initiated payment request (no payment happens without the Institution’s approval after meeting the User in person). This means Institutions are the primary point of age verification, not the platform.

12.4 If We Learn of Underage Use

If we discover a user under 16 has created an account, we will suspend the account and delete the data within 30 days. If we learn that an Institution provided work visa, tourist visa, or family immigration services to a user under 18, the Institution bears full responsibility. SafalVisa is not liable.

12.5 Minors Attending with Parents

Users aged 16–17 who attend the free consultation with their parent or guardian may use study visa, training, test preparation, and course change services. The Institution is responsible for confirming parental consent in person before proceeding. SafalVisa does not collect parental information — the Institution manages this directly as part of their client relationship.

12.6 No Data Collected from Children Under 16

SafalVisa does not knowingly collect personal information from children under 16. If we discover we have collected such information, we will delete it within 30 days and will not use or share it.

13. International Data Transfers

13.1 Data Location

Your data is stored on servers operated by our hosting providers. These servers may be located outside Nepal, in international data centres. We do not maintain physical servers in Nepal. Your data is stored with trusted international hosting providers.

13.2 Where Data May Be Stored

Because we use international hosting services, your data may be stored in the United States, Europe, Asia-Pacific regions, or other locations where our service providers operate. Services that may store data internationally include website and database hosting, email services, WhatsApp Business API, payment gateway services (eSewa, Khalti), analytics services (Google Analytics), and cloud backup services.

13.3 Safeguards for International Transfers

Legal Protections

Service providers comply with international data protection standards. Standard contractual clauses are in place with providers. Providers are contractually obligated to protect your data.

Technical Protections

Data is encrypted during transfer (SSL/TLS), encrypted at rest (in storage), protected by secure access controls, and subject to regular security audits.

Compliance

Processing complies with the Nepal Electronic Transaction Act, 2063. Providers must follow Nepal data protection requirements. We select reputable providers with strong security practices.

13.4 Why International Storage

We use international hosting because there are no reliable large-scale data centres in Nepal, international providers offer better security, reliability, and uptime, it is industry standard practice for Nepal-based web businesses, and it enables us to provide consistent, reliable service.

By using SafalVisa, you consent to international data storage.

14. Automated Decision-Making

14.1 Automated Decisions

We use automated systems for fraud detection (unusual payment patterns, multiple failed login attempts, suspicious booking behaviour) and personalisation (institution recommendations based on preferences, search results ranking).

14.2 Your Right to Object

You have the right to request human review of automated decisions, express your point of view, and contest the decision. Email contact@safalvisa.com with “Review Automated Decision” and include the decision reference (booking ID, etc.).

15. Changes to This Privacy Policy

15.1 Right to Modify

We may update this Privacy Policy to reflect changes in our practices, comply with new legal requirements, improve clarity and transparency, or add new services or features.

15.2 How We Notify You

We will notify you through one or more of these methods: email notification to registered users, WhatsApp notification, Dashboard announcement banner, or website banner notification. The method depends on the nature and importance of the changes.

15.3 Effective Date

Minor changes are effective immediately upon posting. Material changes take effect 30 days after notice. Continued use after 30 days constitutes acceptance.

The current version is always available at safalvisa.com/privacy-policy. Check the “Last Updated” date at the bottom.

16. Contact Us

16.1 Privacy Questions

Email: contact@safalvisa.com (Subject: “Privacy Inquiry”) WhatsApp: +977-9761424617 Website: https://safalvisa.com

Mailing Address: Safal Visa Pvt. Ltd. Lazimpat, Kathmandu, Nepal

16.2 Response Time

Simple requests: 7 business days. Complex requests: 30 days. Legal requests: as required by law.

17. Legal Basis for Processing

We process your data based on the following legal grounds:

Contract Performance

To provide booking services you requested, to process payments, and to connect you with Institutions.

Legal Obligation

Nepal tax law (7-year payment records), fraud prevention, and response to legal requests.

Legitimate Interests

Platform improvement, security and abuse prevention, and analytics.

Consent

Promotional marketing (can withdraw anytime) and cookies for analytics and advertising.

18. Compliance with Nepal Laws

18.1 Legal Framework

This policy complies with the Electronic Transaction Act, 2063 (2008), the Consumer Protection Act, 2075 (2018), the Right to Information Act, 2064 (2007), and Nepal Rastra Bank regulations.

18.2 Regulatory Authority

For privacy complaints in Nepal:

Office of the Attorney General Ramshahpath, Kathmandu Website: oag.gov.np

Ministry of Communication and Information Technology Singha Durbar, Kathmandu Website: mocit.gov.np

19. Important Reminders

19.1 SafalVisa is a Marketplace

SafalVisa collects only basic information: name, email, phone, WhatsApp, and service interest.

The Institution you book with collects passport details, educational documents, work history, language test scores, financial documents, photos, and visa application materials. Check the Institution’s privacy policy for how they handle this data.

19.2 Age Requirements

Work visa, tourist visa, and family immigration services are 18+ only. Study visa, training, test preparation, and course change services are available at 16+ with parental consent. SafalVisa is not for children under 16. Institutions verify age in person during the mandatory free consultation.

19.3 WhatsApp Number

Provide a real and active WhatsApp number. We send official bills ONLY via WhatsApp. An incorrect number means you will not receive bills.

19.4 Official Bills Only

System-generated receipts are NOT official bills. Only signed and dated bills sent via WhatsApp or email are legally valid.

19.5 Account Security

SafalVisa will NEVER ask for your password via email or WhatsApp, request your bank card PIN or CVV, or ask you to transfer money to personal accounts. Report suspicious activity immediately.

20. Your Consent

By using SafalVisa, you consent to collection of data as described, use of data for purposes outlined, sharing with Institutions and service providers, WhatsApp communications, cookies and tracking (unless disabled), international data storage, and this Privacy Policy and Terms & Conditions.

During registration, you confirmed via checkbox that you are 18 or older, or have the consent of a legal guardian. During booking, you confirmed via checkbox that you meet the age requirements for the specific service. You are responsible for the accuracy of both confirmations.

You can withdraw consent at any time by deleting your account, opting out of marketing, disabling cookies, or emailing us to withdraw specific consents.

21. Acknowledgement

By using SafalVisa, you acknowledge that you have read this Privacy Policy, you understand how we collect and use data, you consent to data processing as described, you confirmed your age eligibility via the registration checkbox and the booking checkbox, you understand your privacy rights, you can contact us with questions, Institutions collect additional data directly from you, your data may be stored internationally, and Institutions are responsible for verifying your age in person.

If you do not agree, please do not use SafalVisa.

END OF PRIVACY POLICY

Safal Visa Pvt. Ltd. Last Updated: March 2026

For privacy questions or to exercise your rights, contact us at contact@safalvisa.com or WhatsApp +977-9761424617.

This Privacy Policy should be read with our Terms & Conditions and Refund & Cancellation Policy.