1. About this notice
This Privacy Notice explains how personal information is collected and processed through the Nepal Immunization Monitoring Survey Web App, including its connected mobile survey, reporting, mapping, verification, and export functions (together, the “Service”). It applies whenever an authorized user accesses the Service or a person provides information for an approved survey.
The government body, health programme, office, or implementing partner that issues an account or directs a survey is responsible for determining why and how the relevant information is processed. That organization may provide an additional participant notice or consent form for a particular survey. If that notice differs from this general notice, the more specific survey notice applies to that activity.
2. Information we collect
The information collected depends on the user's role, the approved survey form, and the monitoring activity. It may include:
- Account and professional details: name, email address, telephone number, office or agency, assigned working area, municipality, user type, role, account status, and password in protected form.
- Survey and monitoring records: answers to survey questions, monitoring date, survey type, facility or session name, community or household details, comments, reasons, verification status, and associated record identifiers.
- Health and demographic details: vaccination and routine-immunization information and any caregiver, household, facility, or child information requested by an authorized survey.
- Location details: province, district, municipality, ward, tole, community or facility, and latitude and longitude when geographic capture is enabled.
- Files and media: images or documents uploaded as supporting evidence where an approved form permits them.
- Technical and activity details: IP address, browser or device information, preferred language, accessed URL, request method, date and time, login session, and a record of changes made by a user.
3. How we collect information
We collect information in the following ways:
- Directly from authorized users when they sign in, maintain their profile, complete forms, upload files, verify submissions, or contact an administrator.
- From survey participants or their representatives when an authorized collector records responses during an approved monitoring activity.
- From participating organizations when they create accounts, assign roles and locations, import approved records, or provide programme reference data.
- Automatically from the Service through session cookies, server logs, security records, and activity logs created during use.
- From a device when an authorized user permits the mobile or web service to capture a location, image, or document.
4. Sensitive personal information
Survey responses may contain health information, precise location data, or information about children and households. These details are treated as sensitive and must be collected only when required for an approved public-health purpose. We do not use sensitive information to infer characteristics for advertising, commercial profiling, or unrelated decision-making.
5. How we use personal information
Information is used to:
- authenticate users and administer roles and permissions;
- collect, validate, review, and manage authorized survey submissions;
- monitor routine immunization coverage and other approved public-health programmes;
- produce dashboards, maps, statistics, reports, and data exports;
- support programme planning, supervision, follow-up, evaluation, and research approved by the responsible organization;
- maintain data quality, identify duplicate or incomplete records, investigate errors, and prevent unauthorized use;
- communicate about accounts, password resets, exports, security, or administration;
- operate, secure, troubleshoot, test, and improve the Service; and
- meet applicable legal, audit, reporting, and public-health obligations.
Information is processed under the authority of the organization conducting the relevant monitoring activity and in accordance with its approved programme, public-health mandate, agreements, and applicable law. Depending on the activity, processing may be based on official or public-health functions, legal obligations, an agreement, legitimate programme needs, or consent. Where consent is required, survey staff must obtain it before collecting information.
8. External services and data location
Some application pages load software or map tiles from external providers, including content-delivery networks and mapping services such as OpenStreetMap, CARTO, or Mapbox. When those pages are opened, the provider may receive technical details such as the user's IP address, browser, and requested map area under its own privacy terms. The Service may also use a connected database service and approved email or hosting infrastructure.
A service provider may process information in a country other than the one where it was collected. Where this occurs, the responsible organization should require contractual, security, and access safeguards appropriate to the information and applicable law. External links are governed by the privacy practices of the linked service, not this notice.
9. How long we retain information
Personal information is kept in identifiable form only for as long as it is needed for the approved survey or programme, validation and follow-up, reporting, audit, security, dispute resolution, and applicable legal or records-management requirements. Retention periods may differ by survey, record type, and responsible organization.
When information is no longer required, it is securely deleted, anonymized, or archived with access restrictions. Deletion from active systems may not immediately remove information from protected backups, which are removed or overwritten according to the applicable backup schedule.
10. How we protect information
Reasonable administrative, technical, and organizational safeguards are used to protect information against accidental loss and unauthorized access, alteration, disclosure, or destruction. The application supports authenticated access, protected passwords, role-based permissions, activity logging, record verification, and controlled exports. Security measures are reviewed and adjusted according to risk and operational needs.
No electronic service can guarantee absolute security. Users must protect their passwords and devices, sign out of shared computers, and appropriately secure downloaded files and printed reports. Suspected loss, misuse, or unauthorized access must be reported to the responsible programme or system administrator immediately so that it can be investigated and addressed.
11. Your privacy rights
Depending on applicable law and the reason information is processed, an individual may ask to:
- confirm whether personal information is held and request access to it;
- correct inaccurate or incomplete information;
- request deletion, restriction, or objection to certain processing;
- receive an available copy of information in an appropriate format;
- withdraw consent where processing depends on consent; and
- make a complaint to the responsible organization or an applicable supervisory authority.
These rights are not absolute. A request may be limited where information must be retained to preserve survey integrity, protect another person, perform an authorized public-health function, or meet a legal obligation. Withdrawing consent does not affect processing that was lawful before withdrawal.
To protect personal information, the requester may be asked to verify their identity and provide enough information to locate the relevant record. An authorized representative may submit a request where permitted, but proof of authority and verification of the individual may be required. Requests should be answered within the period required by applicable law.
12. Children's personal information
Routine-immunization surveys may necessarily include information about children. Such information must be collected only by authorized personnel, for the approved public-health purpose, and with parent, guardian, or other permission when required by the survey protocol or applicable law. The Service is not intended for children to create accounts or submit personal information independently.
If information about a child appears to have been collected without required authorization, contact the organization that conducted the survey so it can investigate and, where appropriate, correct, restrict, or delete the record.
13. Changes to this notice
The current version of this notice applies whenever the Service is used. It may be updated when application features, programme practices, service providers, or legal requirements change. The updated notice will be posted with a revised effective date. Material changes may also be communicated in the Service or through the organization responsible for the survey.
14. How to contact us
For privacy questions, requests, complaints, or security reports, contact the programme or system administrator at the government body, health office, or implementing organization that provided the account or conducted the survey.
A request should include the requester's name and contact details, the survey name, the relevant date and location, and a clear description of the request. Do not send passwords or unnecessary health information by email. If the initial contact cannot resolve a complaint, ask for the matter to be referred to the responsible organization's privacy, safeguarding, or senior programme lead.