Privacy Policy

Gantabya (“Gantabya,” “we,” “us,” or “our”) respects your privacy and is committed to protecting the personal information you share with us. This Privacy Policy explains how we collect, use, store, and disclose your information when you visit our website, submit an inquiry, book a counselling session, attend an event, or use our study abroad services.

By using our website or providing your personal information to us, you acknowledge that you have read and understood this Privacy Policy.

1. Information We Collect

We may collect the following types of information:

Personal Information

This may include:

• Full name
• Date of birth
• Gender, where required for an application
• Address and nationality
• Phone number and email address
• Parent or guardian details
• Passport and citizenship information
• Emergency contact details

Academic Information

This may include:

• Academic qualifications
• Transcripts, certificates, and mark sheets
• English-language or other test scores
• Study history and academic gaps
• Preferred destination, institution, course, and intake
• Scholarship and funding preferences

Financial and Sponsorship Information

Where necessary for admission, visa, or financial assessment purposes, we may collect:

• Sponsor information
• Bank statements
• Income or employment documents
• Tax-related documents
• Property valuation or financial-support documents
• Payment and transaction records

We do not normally store complete debit-card, credit-card, mobile-wallet, or online-banking credentials. Payments made through third-party payment providers may be governed by the provider’s own privacy policy.

Immigration and Application Information

This may include:

• Passport copies
• Visa history
• Previous visa refusals
• Immigration correspondence
• Statements of purpose
• Recommendation letters
• Offer letters and enrolment documents
• Medical, insurance, police-clearance, or biometric-related information where required

Website and Technical Information

When you use our website, we may automatically collect:

• IP address
• Browser and device information
• Pages visited
• Referring website
• Time spent on the website
• Form interactions
• Cookie and analytics information

2. How We Collect Information

We may collect information when you:

• Submit an online inquiry form
• Book a counselling session
• Contact us by phone, email, WhatsApp, social media, or another communication channel
• Visit our office
• Attend our seminars, fairs, events, or preparation classes
• Apply to an institution through us
• Submit documents for admission or visa assistance
• Subscribe to newsletters or marketing updates
• Make a payment for our services
• Provide information through an authorized parent, guardian, sponsor, or representative

We may also receive relevant information from educational institutions, testing organizations, visa service providers, government authorities, authorized partners, or other organizations involved in your application.

3. How We Use Your Information

We may use your information to:

• Respond to your inquiries
• Understand your study goals and eligibility
• Provide education counselling
• Recommend courses, institutions, and destinations
• Assist with admission applications
• Communicate with universities, colleges, schools, and education providers
• Support scholarship and financial-document preparation
• Provide general visa-documentation guidance
• Register you for tests, classes, events, or appointments
• Track and update the progress of your application
• Process service payments and maintain financial records
• Verify documents and prevent fraud or misrepresentation
• Meet legal, regulatory, audit, and record-keeping requirements
• Improve our website, services, counselling process, and customer support
• Send service-related notices and application updates
• Send promotional information where you have provided consent or where permitted by law

We will use your information only for legitimate and relevant purposes connected with the services you request.

4. Sharing Your Information

To provide study abroad services, we may share relevant information with:

• Universities, colleges, schools, and education providers
• Authorized admission representatives and application platforms
• Embassies, immigration authorities, and visa application centres
• Language-testing and examination organizations
• Insurance, accommodation, travel, medical, and financial-service providers selected or approved by you
• Payment gateways and banking partners
• Technology, website-hosting, CRM, email, cloud-storage, and communication-service providers
• Professional advisers, auditors, legal representatives, or regulatory authorities
• Our affiliated offices, authorized agents, or service partners

We share only the information reasonably required for the relevant service.

We do not sell or rent your personal information to third parties for their independent commercial use.

5. International Transfer of Information

Study abroad applications usually require information to be sent outside Nepal. Your documents and personal information may therefore be transferred to and processed in countries where your selected institution, education partner, embassy, immigration authority, or technology provider is located.

The privacy and data-protection rules of those countries may differ from the laws of Nepal. By requesting international education or visa-support services, you authorize us to make transfers reasonably necessary to process your request.

6. Document Security

We use reasonable administrative, physical, and technical measures to protect your personal information against:

• Unauthorized access
• Loss or misuse
• Accidental disclosure
• Alteration
• Destruction
• Fraudulent use

Access to student information is restricted to authorized staff and service providers who require it for legitimate work purposes.

However, no website, email system, messaging platform, cloud service, or electronic storage method can be guaranteed to be completely secure. You should avoid sending highly sensitive documents through unsecured or unofficial communication channels.

7. Accuracy and Authenticity of Information

You are responsible for ensuring that all information and documents provided to us are accurate, complete, authentic, and up to date.

You must immediately inform us if:

• Your contact information changes
• Your academic, financial, or immigration circumstances change
• A submitted document contains an error
• You become aware that any information provided is incomplete or inaccurate

We may refuse, suspend, or discontinue services where we reasonably suspect forged documents, false statements, concealment of material facts, or other misrepresentation.

8. Retention of Information

We retain personal information only for as long as reasonably necessary to:

• Provide the requested service
• Complete an admission or visa-related process
• Respond to complaints or disputes
• Maintain business and financial records
• Meet legal, regulatory, contractual, and audit requirements

Once information is no longer required, we may securely delete, anonymize, or archive it in accordance with our internal record-retention practices and applicable laws.

9. Cookies and Analytics

Our website may use cookies and similar technologies to:

• Keep the website functioning correctly
• Remember user preferences
• Understand website traffic and visitor behaviour
• Improve website performance
• Measure advertising and campaign effectiveness
• Prevent spam and security threats

Some cookies may be provided by third-party services such as analytics, maps, embedded videos, social-media platforms, advertising tools, or online forms.

You may restrict or disable cookies through your browser settings. However, certain website features may not function properly after cookies are disabled.

10. Marketing Communications

With your consent, we may send information about:

• Study destinations
• Admission intakes
• Scholarships
• Events and education fairs
• Test-preparation classes
• Application deadlines
• New services and promotional campaigns

You may unsubscribe from non-essential marketing communications at any time by using the unsubscribe option or contacting us directly.

Unsubscribing from marketing messages will not stop essential communications related to an active application or service.

11. Third-Party Links

Our website may contain links to universities, government portals, payment providers, social-media platforms, accommodation providers, or other third-party websites.

We do not control and are not responsible for the privacy practices, accuracy, content, availability, or security of third-party websites. You should review their privacy policies before submitting information to them.

12. Information About Minors

Some students seeking education services may be under 18 years of age.

Where appropriate, we may request consent or authorization from a parent or legal guardian before collecting, using, or submitting a minor’s personal information.

Parents and guardians are responsible for ensuring that information provided on behalf of a minor is accurate and that they have the authority to provide it.

13. Your Rights

Subject to applicable laws and legitimate record-keeping requirements, you may request to:

• Access the personal information we hold about you
• Correct inaccurate or incomplete information
• Update your contact preferences
• Withdraw consent for optional processing
• Stop receiving marketing communications
• Request deletion of information that is no longer required
• Ask how your information has been used or shared

Some information may not be deleted immediately where it is required for an ongoing application, contractual obligation, legal requirement, dispute, fraud-prevention process, or financial record.

14. Changes to This Privacy Policy

We may update this Privacy Policy when our services, technology, operational practices, or legal requirements change.

The updated version will be published on this page with a revised “Last Updated” date. Continued use of our website or services after an update indicates acknowledgement of the revised policy.

15. Contact Us

For questions, corrections, complaints, or requests concerning your personal information, contact:

Gantabya
Legal name: [Registered Company Name]
Address: [Office Address, Nepal]
Email: [Official Email Address]
Phone: [Official Phone Number]
Website: [Website URL]