Introduction & Scope
Overview of our privacy commitments as an ISO 9001:2015 certified HR and EOR provider in Nepal.
Welcome to Sanchaya Services (“Sanchaya”, “we”, “us”, or “our”), operating via https://sanchayaservices.com. With over 15+ Years of leadership in Nepal's Human Resources landscape and our ISO 9001:2015 certification, we maintain the highest standards of data stewardship, confidentiality, and statutory compliance.
This Privacy Policy explains how Sanchaya collects, uses, discloses, and safeguards personal data when you interact with our website, utilize our Employer of Record (EOR) services, engage our payroll outsourcing solutions, apply for employment opportunities, or communicate with our HR advisory teams.
Information We Collect
Detailed categorization of personal, employment, financial, and technical data collected.
To deliver compliant workforce solutions and meet statutory obligations under Nepal's legal framework, we collect specific categories of information based on your relationship with us:
- Full legal name and aliases
- Citizenship Card Number / Passport Number
- PAN (Permanent Account Number)
- Date of birth and gender
- Government-issued identity documents
- Personal and professional email addresses
- Mobile and landline telephone numbers
- Permanent and temporary residential address
- Emergency contact details and relationship
- Curriculum Vitae (CV) & work history
- Educational degrees & professional certifications
- Background verification reports & references
- Performance assessments & employment contracts
- Bank account numbers & branch details for salary credit
- Social Security Fund (SSF) registration numbers
- Salary history, tax withholdings, & deductions
- Leave balances, allowances, & expense claims
How We Collect Your Data
Methods through which information is gathered, including direct submissions and corporate partners.
We gather data through several transparent channels:
Direct Engagement
When you submit job applications, fill out forms on our website, request EOR/payroll service quotes, or communicate with our recruitment consultants.
Corporate Client Onboarding
When multinational companies, INGOs, or local organizations engage Sanchaya as their Employer of Record (EOR) or payroll partner, transferring authorized workforce records for onboarding and compliance.
Verification & Background Checks
Through authorized third-party background verification agencies, prior employers, educational institutions, and public registries (with your prior consent).
Purpose of Processing & Legal Basis
Legitimate business, contractual, and legal grounds for processing personal information.
Sanchaya processes personal data strictly for legitimate operational purposes and to ensure full compliance with the Labor Act 2074 (2017), Labor Rules 2075, and Social Security Act of Nepal:
Employer of Record (EOR) & Staffing Management
Executing employment contracts, managing onboarding/offboarding, administering employee benefits, and providing workplace HR support.
Payroll & Statutory Tax Calculations
Processing monthly salary disbursements, calculating income tax withholdings according to Nepal Inland Revenue Department (IRD) slabs (2082/83), and filing Social Security Fund (SSF) contributions.
Recruitment & Talent Placement
Matching candidate profiles with open positions across corporate clients, INGOs, IT firms, and multinational companies in Nepal.
Audit & ISO Quality Standards Compliance
Maintaining rigorous internal quality records as mandated by ISO 9001:2015 quality management certifications.
Information Sharing & Disclosures
Strict guidelines on authorized disclosures to government bodies, clients, and banking partners.
We share personal data exclusively under the following authorized circumstances:
- Government & Statutory Bodies: Mandatory filings with the Social Security Fund (SSF), Inland Revenue Department (IRD), Ministry of Labour, Employment and Social Security, and Department of Labour Nepal.
- Client Organizations (for EOR/Deputed Employees): Essential work history, performance metrics, and attendance records shared with the hiring company managing the day-to-day work assignment.
- Banking & Insurance Partners: Licensed commercial banks in Nepal for direct electronic fund transfers (salary disbursement) and medical/accidental insurance providers.
Data Security & ISO 9001:2015 Standards
Technical and organizational safeguards implemented to protect against unauthorized access.
As an ISO 9001:2015 certified organization, security is embedded into our operational workflows. We maintain multi-layered administrative, physical, and technical safeguards:
Encryption
TLS 1.3 in transit & AES-256 bit encryption at rest for digital records.
Access Controls
Strict Role-Based Access Controls (RBAC) limited to authorized compliance personnel.
ISO Audits
Regular internal and third-party audit cycles verifying information security hygiene.
Data Retention Policy
Timelines for retaining records in compliance with statutory audit obligations of Nepal.
We retain personal data only for as long as required to fulfill the purposes outlined in this policy or as mandated by statutory legislation in Nepal:
| Category of Data | Retention Period | Primary Legal / Operational Rationale |
|---|---|---|
| Payroll & Tax Records | 7 Years | Inland Revenue Department (IRD) audit compliance |
| Employment Contracts & SSF | Duration + 5 Years | Nepal Labor Act 2074 & Social Security Act requirements |
| Unsuccessful Candidate CVs | 2 Years | Future job matching (with candidate consent) |
| General Inquiries & Messages | 1 Year | Customer service resolution & tracking |
Your Privacy Rights & Choices
Rights regarding access, correction, deletion, and data portability under applicable laws.
Subject to statutory limits under Nepal law, you hold the following privacy rights:
Right to Access
Request a copy of the personal information Sanchaya holds regarding your employment or application.
Right to Rectification
Request corrections to inaccurate, incomplete, or outdated personal or financial details.
Right to Erasure
Request deletion of your data where retention is not required by statutory tax or labor laws.
Right to Object & Opt-Out
Unsubscribe from promotional HR newsletters or non-essential email notifications at any time.
To exercise any of these rights, please send an official request to our Privacy Officer at nepal@sanchayaservices.com.
Cookies & Website Analytics
Usage of essential session cookies and analytics tools on sanchayaservices.com.
Our website uses standard cookies and similar tracking technologies to enhance user experience, security, and performance.
Strictly Necessary Cookies
Required for core website navigation, security tokens, and responsive layout preferences.
Analytics Cookies
Help us analyze site visitor traffic, page popularities, and loading speeds to continuously refine our digital service experience.
International Data Transfers
Cross-border data protection protocols for multinational clients and remote teams.
For multinational corporations using Sanchaya as an Employer of Record (EOR) in Nepal, workforce reporting data may be accessed securely by client entity headquarters overseas.
All international transfers are executed under strict Data Processing Agreements (DPAs) and robust encryption standards, ensuring cross-border protection complies with both Nepal regulations and global data privacy standards.
Policy Updates
How notifications and version history for privacy policy updates are handled.
Sanchaya Services reserves the right to modify or update this Privacy Policy periodically to reflect shifts in statutory Nepal laws, regulatory directives from the Department of Labour, or operational enhancements.
Any modifications will become effective upon publishing the revised policy with an updated “Last Modified” date at the top of this document.
Contact Information & Data Protection Officer
Direct contact details for privacy inquiries, data access requests, or compliance concerns.
If you have questions, concerns, or requests regarding this Privacy Policy or Sanchaya's data handling practices, please contact our dedicated Data Protection & Compliance Officer:
Sanchaya Staffing Services Pvt. Ltd.
Data Protection & Legal Compliance Office