Privacy Policy

1. Scope

This Policy explains how Geosutra collects, uses, shares, and protects information when you use our environmental-intelligence platform, websites, and services, and when we carry out field and consulting work.

2. Information we collect

• Account & contact data: name, organisation, role, email, phone, login credentials.
• Usage data: how you use the platform (log data, device/browser info, IP address, cookies).
• Project & field data you provide: boundaries, field records, survey responses, photos, GPS points.
• Community survey data: where we run CFUG/household surveys, we may collect personal details of respondents with their consent, for the agreed research/monitoring purpose.
• Spatial/imagery data: drone and satellite imagery, which can incidentally capture people or property.

3. Sensitive & special data

• Personal data is processed only as needed and per the Privacy Act, 2075.
• Sensitive species/location data may be restricted or generalised to protect biodiversity.
• Children: we don't knowingly collect children's data except in supervised educational programmes with appropriate consent.

4. How we use information

• To provide, operate, and improve the Services and dashboards.
• To produce maps, analytics, and carbon/risk/MRV outputs for clients.
• To build aggregated, de-identified environmental datasets — without identifying individuals.
• To communicate with you, provide support, and meet legal/contractual obligations.
• For research and reporting, in line with consents and agreements.

5. Legal basis

We process data on the basis of: your consent; performance of a contract/subscription; legitimate interests in running and improving the Services; and legal obligations.

6. Sharing

We share data only: with your organisation's authorised users; with service providers (e.g. cloud hosting, KoboToolbox/ODK) under confidentiality; with clients/donors as agreed for a project; with authorities where legally required; and in aggregated/de-identified form for the platform and research. We do not sell personal data. Community data is shared only within the limits agreed with the community.

7. Drone/imagery & privacy

When flying drones, we follow CAAN rules and minimise capture of identifiable individuals/private property; we blur or restrict such content where appropriate, and obtain permissions for sensitive sites.

8. International transfers

If data is hosted or processed outside Nepal (e.g. cloud servers), we use providers with adequate safeguards and contractual protections.

9. Retention

We keep data only as long as needed for the purpose, your subscription, and legal requirements, then delete or de-identify it. On account closure, you can export your content for 30 days.

10. Your rights

Subject to the Privacy Act, 2075, you may request to access, correct, or delete your personal data, withdraw consent, or object to certain processing. Contact geo.sutra3d@gmail.com. Community participants may withdraw their survey data per the consent terms.

11. Security

We use reasonable technical and organisational measures (access controls, encryption in transit, backups). No system is perfectly secure; we'll notify affected users and authorities of serious breaches as required by law.

12. Cookies

Our website/platform uses essential and analytics cookies. You can control non-essential cookies in your browser settings.

13. Changes

We'll post updates here with a new effective date and notify account holders of material changes.

14. Contact / complaints

Questions or complaints: geo.sutra3d@gmail.com, Geosutra Pvt. Ltd., Kathmandu, Nepal. You may also contact the relevant authority under the Privacy Act, 2075.