This Privacy Policy describes how Abroad Education Consultancy Services Pvt. Ltd. ("AECS", "we", "us") collects and handles personal information through the website https://aecsnepal.com ("the Site") and through directly-linked communication channels (WhatsApp, phone, email, our Bagbazar office). We have written it in plain language; if anything is unclear, please contact us — the details are at the end.

1. Information we collect

We collect personal information in four ways:

• Information you submit to our forms. When you fill in the exam-booking form (/exam-booking) or the contact form (/contact-us), we collect your full name, phone number, email address, the exam or service you are interested in, your preferred date / time slot if you provided one, and any message you typed.
• Information from the free English diagnostic test. If you take our optional English diagnostic (/diagnostic), we collect the registration details you enter — full name, phone number, email address, the class you are interested in, your target score or goal, your education level and the purpose of the test — together with your answers and the indicative CEFR result the test produces. Unlike the booking and contact forms, these entries are stored in a secured database so an AECS counsellor can follow up with placement guidance. The result is indicative only — it is not an official IELTS, PTE or Duolingo score.
• Information from direct messages. If you reach us on WhatsApp, by phone or by email, we receive whatever information you share — typically your name, phone or email, and the substance of your enquiry.
• Information collected automatically. Our hosting provider (Himalayan Host) keeps standard server access logs for security and operational reasons — these record your IP address, the page you visited, the timestamp, the referring URL, and your browser's user-agent string. The Site itself does not run analytics cookies, advertising trackers or profiling pixels.

2. Why we collect it (purposes & legal basis)

We use the information above to:

• Respond to your enquiry, book an exam slot or counselling session, confirm a payment, or otherwise deliver the service you asked for.
• Send follow-up reminders relating to an active enquiry (e.g. a slot confirmation, an exam-day reminder, or a missing-document nudge).
• Improve the quality of our counselling and course delivery — for example by understanding what questions students most commonly ask.
• Comply with legitimate accounting, tax and legal-record obligations under Nepali law.
• Maintain the security of the Site itself — including filtering automated submissions via a hidden honeypot field and short-term, server-side rate limiting, as described below.

Our legal basis for processing your information is your consent (you chose to contact us), the necessity of taking pre-contractual steps before delivering a service you have requested, and our legitimate interests in running an honest, well-documented education consultancy.

3. What we don't do

We do not sell, rent, lease or trade your personal information to third parties. We do not place advertising cookies on the Site. We do not build a marketing-profile dossier about visitors. We do not share your details with universities or partner test centres without your knowledge — when we forward your name to a university or to a test centre, it is part of an application or booking you have asked us to progress.

4. Third-party processors

A small number of third-party services help us run the Site:

• Himalayan Host (DirectAdmin shared hosting). The Site is hosted on Himalayan Host's infrastructure in Kathmandu. Standard server access logs are retained as described in section 1.
• SMTP email delivery (PHPMailer). Form submissions are transmitted from our server to the AECS inbox via authenticated SMTP using PHPMailer. The email travels to the AECS counsellor who handles your enquiry; copies are retained in the AECS inbox.
• Google Maps. The map / directions link on our contact page opens Google Maps in a new tab. If you click through, Google's privacy policy applies to your interaction with the map.
• Social-media platforms. Links to our Facebook, Instagram and TikTok presence open external profiles — once you land there, the relevant platform's privacy policy governs.

5. Cookies

The Site itself does not set tracking, analytics or advertising cookies. Our forms use no third-party CAPTCHA, so no challenge cookie is set when you submit. If you interact with an embedded or linked third-party service (universities, partner test administrators, Google Maps, our social-media profiles), the cookies set by those services are governed by their own policies.

6. How long we keep your information

Form submissions, free diagnostic-test submissions, and direct enquiry messages are retained for the duration of the active conversation, plus the period in which a reasonable follow-up is expected. In practice this typically means 24 months from the last interaction. Counselling notes that form part of an active visa or university application are retained for the duration of that application plus 7 years, to satisfy our accounting and dispute-resolution obligations under Nepali law.

Server access logs are retained for up to 90 days by Himalayan Host. Our form rate-limiter stores only a one-way hash of your IP address for at most one hour, after which it expires automatically.

You can ask us to delete your information at any time — see section 8 below.

7. Security

We protect your information with reasonable, industry-standard controls — HTTPS (TLS) encryption across the Site enforced via HTTP Strict Transport Security; a hidden honeypot field plus server-side per-IP rate limiting on every form to discourage abuse; authenticated SMTP for email delivery; access to the AECS inbox restricted to counsellors who need it for their role; server-side input validation and length limits to prevent injection. No system can be perfectly secure, but we take steps that match the sensitivity of the information you share.

8. Your rights

You can write to us at info@aecsnepal.com to:

• Access a copy of the personal information we hold about you.
• Correct information that is inaccurate or out of date.
• Delete your information — except in cases where we need to retain it to comply with an accounting, tax or legal obligation.
• Object to any specific use of your information, or withdraw consent you previously gave.
• Complain to us about how we have handled your information.

We will respond to verified requests within a reasonable timeframe — typically within 30 days. To verify a request, we may ask you to confirm details only the original sender would know.

9. Children's privacy

The Site is aimed at students aged 16 and older preparing for English-language tests and study-abroad applications. We do not knowingly collect personal information from children under 13. If you are a parent or guardian and become aware that a child under 13 has submitted information through the Site, please contact us and we will delete it.

10. International transfers

Our primary infrastructure (Himalayan Host) is located in Nepal. Some of the third-party services we embed or link to — Google Maps, the social platforms — operate globally and may process limited technical signals outside Nepal. In each case the processor maintains its own privacy and cross-border-transfer framework as published on its own site.

11. Changes to this Policy

We may update this Privacy Policy from time to time. The "Last updated" date below records the most recent revision. When we make a material change, we will refresh the date and, where reasonable, draw attention to the change. Continued use of the Site after a revision constitutes acceptance of the revised Policy.

12. Contact us

Questions, requests under section 8, or complaints about how AECS handles your information should be addressed to:

Abroad Education Consultancy Services Pvt. Ltd.
Adwait Marga, Purano Buspark, Bagbazar, Kathmandu
Email: info@aecsnepal.com
Phone: +977 970-451-8337

Last updated · 2026-05-23