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Sahara Mind

Privacy Policy


Sahara Mind (“We”, “Us”, or “Our”) provides this Privacy Policy to outline how we collect, use, disclose, and protect your information when you use our mental health services.

At Sahara Mind, the privacy and confidentiality of your mental health information are our highest priority. We are deeply committed to protecting your privacy and ensuring the security of your sensitive personal and health-related data. This Privacy Policy applies to all information we collect—whether offline or through our therapy platforms, mobile apps, email, text messages, or other electronic communications related to our mental health services.

This Policy serves as an electronic contract that complies with Nepal's data protection laws, including the Individual Privacy Act, 2018 (“Privacy Act”) and the Individual Privacy Regulations 2020 (“Privacy Regulations”), as well as international standards such as the Health Insurance Portability and Accountability Act, 1966 (“HIPAA”) for the protection of health information and the General Data Protection Regulation (“GDPR”) for clients based in the European Union. The terms defined in the Privacy Act, HIPAA, and GDPR have the same meaning in this Policy. We enforce this Policy in the same manner as any other written contract between you and Sahara Mind.

You should read this Policy together with our platform’s Terms of Use. Your use of our platform and our handling of your personal data will be governed by this Policy, along with all applicable policies, notices, guidelines, additional terms, and disclaimers that we publish and share with you from time to time.


1. GENERAL 

By using our platform or website and voluntarily providing us with your data (personal and/or sensitive health information), either directly or through authorized third parties, you agree to our collection, use, and handling of your personal data as described in this Privacy Policy.

Your permission to access or continue using our websites and platform constitutes your explicit consent and acceptance of this Policy, including the processing of sensitive mental health data in compliance with applicable laws such as HIPAA, GDPR, and Nepal’s Individual Privacy Act.

If you do not agree with any part of this Policy, please do not use our services or provide your personal information. You have the right to withdraw your consent at any time, subject to legal or clinical record-keeping obligations.


2. DETAILED DESCRIPTION OF PERSONAL INFORMATION AND DATA 

2.1 Personal Information:
 
We collect personal information when you register for an “Account” and use the Services on Our platform. This may include your name, profile images, email address, phone number, government-issued identity verification documents, and financial details. We also collect personal details submitted during account creation, appointment scheduling, newsletter subscriptions, or when connecting third-party profiles to your registered account. Additionally, we collect information you provide about your mental health history, treatment goals, and any other data you choose to share to facilitate your care and support.


2.2 Personal Data Shared by third parties:

We may obtain your personal information from third-party service providers in accordance with their privacy policies. This data may include your username, profile picture, email address, publicly available information, or any other information that the third party is authorized to share with us. By creating an Account via a third-party service provider, you expressly consent to Our collection and use of such information according to this Policy.


2.3 Health and Medical Information

We collect your medical information such as:

• Medical history and current health conditions;

• Mental health assessments and treatment records;

• Session notes and therapy progress.


2.4 Payment Information:
 
Payments made are processed securely through Nepali payment service providers such as eSewa and Khalti, as well as through banks and financial institutions regulated by the Government of Nepal and Nepal Rastra Bank. We do not store your payment information on our servers. Instead, payment details including credit card information, debit card data, bank account numbers, and other financial information are collected and stored only by our trusted third-party payment gateways when you make financial transactions, contributions, or inquire about your payment status. By using our payment services, you acknowledge and agree that these third-party payment providers operate under their own terms of use and privacy policies, which govern the handling of your financial information during transactions. All the payment processing complies to maintain the confidentiality and security of your sensitive financial and health-related information.


2.5 Internet, Network or Device Data:
 
We may collect information regarding your interactions with Our platform, such as your IP address, browser type, pages visited in Our website. This data helps us enhance Our services and user experience. We may gather information from third parties, such as platform providers, about how Our website or Services are used on external platforms or devices. This includes location data (via devices or IP addresses, where permitted by law), activity details (such as content viewed, posted, or usage preferences), and technical data (such as device type, browser, or IP address) collected during interactions with Our websites, applications, or emails.


2.6 Communications:
 
By providing your contact details over the platform or any other mode, you consent to receive communication from us over email, messages, phone calls and/or any other communication channels you provide or accept.


2.7 Submission of forms:
 
Any personal data you submit through online forms in different sections of the platform is used solely for the intended purpose specific to that section. Depending on the form and activity, such data may be shared with or associated companies authorized third party service providers. By choosing such additional services/activities and submitting the forms, you consent and hereby authorize the sharing of respective personal data with third parties.


3. USE OF INFORMATION

In accordance with applicable laws and any available choices or controls We, or third parties authorized by us may use the personal and sensitive mental health data obtained via our platform, website, the information collected from you or your associated devices including the categories mentioned above. We utilize the collected information for the following purposes: 

  1. To facilitate secure transactions and manage payments related to mental health services;
  2. To communicate with you regarding your account, therapy sessions, appointments, and related services;
  3. To plan treatment accordingly;
  4. To comply with legal and regulatory obligations under the jurisdiction of the Government of Nepal and other applicable authorities;
  5. To improve, personalize, and optimize the functionality and user experience of our mental health platform;
  6. To provide, improve, and promote our mental health services and resources;
  7. To communicate about your account, therapy progress, into request feedback to enhance care quality;
  8. To send your targeted information about our services and related third party mental health offerings, with your consent where required;
  9. To customize your content and therapeutic experience based on your preferences and needs;
  10. To operate, understand, optimize, develop and improve our services through market research and analytics while ensuring data anonymization where applicable;
  11. To identify, diagnose, and fix technical issues, bugs, and errors on our platform;
  12. To audit platform interactions, including assessing the effectiveness and compliance of our communications and service delivery;
  13. To maintain security, prevent fraud, and ensure compliance with applicable laws and ethical standards in mental health care; and
  14. To create aggregated and/or anonymized data that doesn’t identify you personally, which We may use for any purpose and share with third parties, including academic institutions.


4. DISCLOSURE OF INFORMATION TO THIRD-PARTIES

  1. We do not sell, trade, or rent your personal information to third parties. However, certain categories of the information mentioned above may be shared for specific purposes necessary to provide and improve our services. We share your information with a therapist or mental health professional to facilitate your care and treatment. The service provider then controls your information in accordance with their own professional confidentiality obligations and privacy policies.

  2. Payment Processors: We might share information to different Digital Wallets including eSewa, Khalti, different payment service providers, payment service operators and Nepali banks to process transactions securely. We share the information you provide with relevant third parties to meet financial compliance needs, such as processing disbursements or issuing tax forms. To fulfil business disclosure obligations, We may also share your contact details in case a dispute arises.

  3. Regulatory Authorities: We may transfer, disclose, or retain your information for courts, law enforcement, government or public authorities, tax authorities, or authorized third parties when required or permitted by law and is necessary to: 

    (i) comply with legal obligations 
    (ii) respond to valid legal requests, such as court orders
    (iii) address claims made against Us
    (iv) assist with criminal investigations or suspected illegal activities that could cause harm or legal liability to you, Us, Our users, or the              public
    (v) enforce Our Terms of Service or policies
    (vi) safeguard the rights, property, or personal safety of Sahara Mind, its affiliates, employees, users, or the public.
     
    We process information to serve Our legitimate interests or those of others including site security, operating and enhancing Our business and platforms, addressing your inquiries, engaging in marketing efforts, processing payments, complying with legal obligations, preventing fraud, conducting analyses, enforcing Our Terms, managing business changes (such as sales or mergers), identifying users of Our Services, and generating anonymous data.

  4. Service Providers: We might share information to third-party service providers who assist in operating Our platform. We collect details of transactions made through the Services, including the recipient, payment date, and any rewards or benefits received.


5. DATA SECURITY

We implement safeguards as required by law to protect your personal information from unauthorized access, alteration, disclosure, or destruction. This includes the use of encryption technologies. We may share your personal information with third parties in various locations worldwide for the purposes outlined in this Policy. Regardless of where your information is transferred, stored, or processed, We implement measures to protect its privacy and ensure its security.

We implement legally required safeguards to secure your data against unauthorized access, loss, theft, reproduction, misuse, alteration, disclosure, or destruction. While we follow reasonable security practices, we cannot guarantee complete security for data you send to us, as data transmission over networks like mobile, Wi-Fi, or the internet has inherent risks. You agree to use our platform at your own risk.

As a registered user, you must keep your authentication details (e.g., OTPs or passwords) confidential to protect your account.

We will not be liable for any loss, damage, or misuse of data you provide or data gathered from your use of Our app to the fullest extent permitted by law.


6. DATA RETENTION AND DISPOSAL

We may collect and store any or all of the information you provide on the website which is hosted on a secure server and is certified. Information related to membership may be stored for up to a maximum of 10 years. Information collected through web-forms will only be stored for up to a maximum of 5 years after which it will be securely deleted from the online server. These forms include the following: 

  1. ‘Contact Us Form’
  2. ‘Member Contact Form’
  3. ‘Feedback Form’.


 7.  BREACH PROTOCOL 

In the event of a data breach involving personal or sensitive mental health information, we will;

  1. Immediately access and contain the breach to minimize harm.
  2. Notify affected individuals without undue delay within 72 hours of breach discovery.

          Inform relevant regulatory authorities, including Nepal’s data protection authorities and   HIPAA- covered entity regulators.

  1. Conduct a thorough investigation to determine the cause to prevent recurrence.
  2. Review and update security policies.


 8. CROSS-BORDER DATA TRANSFERS

Cross-border data transfers at Sahara Mind comply with all applicable laws to protect your sensitive mental health information. Client’s data may be transferred to and stored on computers outside state, province, region, or other governmental jurisdiction. Regardless of data location, it will be kept safe and protected in accordance with this policy. Upon the Client’s acceptance of Terms and Conditions and submission of private information, the Client shall be deemed to have consented to transfer such information.


9. SEPARATION OF CLIENT AND THERAPIST-GENERATED DATA

In the course of providing mental health services, we maintain two distinct categories of data:

  1. Client-Provided Data

​   This includes any personal, medical, and psychological information that you voluntarily share with us during consultations, assessments, or through forms.          You have full rights to:

  • Access and review this information;
  • Request corrections or updates;
  • Request deletion (subject to legal and professional retention requirements).

  2. Therapist-Generated Data

     This includes professional notes and psychotherapy notes and internal communications maintained by your therapist or our clinical team to guide treatment       and ensure continuity of care. These records are:

  • Considered the professional property of the therapist/organization;
  • Not typically shared in full with clients, unless required by law or clinical necessity;
  • Used strictly for your care and kept confidential under professional and legal standards.

Requests to access therapist notes will be carefully reviewed and may be granted partially if disclosure could risk harm or compromise therapeutic effectiveness. Such requests will be handled in line with applicable mental health laws and professional ethics.


10. YOUR RIGHTS 

You have the right to access, correct, or delete your personal information at any time. To exercise these rights, please contact us at support@saharamind.com

a.  Right to Know: You can request details about the types of personal information We have collected, the sources of that information, the purposes for collecting, sharing, or selling it, the categories of personal information sold or disclosed, and the third parties involved.

b.    Right to Access: You can request a copy of the personal information We have collected about you.

c.    Right to Deletion: You can request deletion of personal information We have collected from you.

d.   Right to Correction: You can request updates or corrections to inaccurate personal information We have collected about you.

e.   Non-discrimination: You have the right to exercise the above options without any discrimination.


11. CHILDREN’S PRIVACY 

Individuals under eighteen (18) years of age are prohibited from independently accessing Our Platform and Services. Registration and usage of Our Website, Application, Platform or Services by person under eighteen (18) years of age shall constitute to have occurred with parental consent and be presumed that parental consent has been duly obtained.


 12. COOKIES AND TRACKING TECHNOLOGIES

The Cookie & Other Tracking Technologies (“Cookie Policy”) outlines how We use cookies and other tracking technologies. This includes actions taken by Us, as well as by our trusted vendors and partners. We utilize cookies and similar technologies to enhance your browsing experience, analyze site traffic, and personalize content. You may manage your cookie preferences through your browser settings. When you visit a website, your internet browser may save small text files called cookies. These files store information about how you use Our Services and allow that data to be retrieved from your device. When our website sends a cookie to your device, our web server recognizes the device (but not the specific individual using it). By linking the cookie information with your account details (such as when you log in to our Services), We use it to understand how you interact with Our Services, ensure the proper functioning of the Site, enhance your user experience, and provide personalized features and content.

 

13.  CHANGES TO THIS PRIVACY POLICY

Sahara Mind reserves the right to update this Policy periodically to reflect changes in Our practices or legal requirements.  By continuing to use the Services following any changes or updates, you confirm that you have read and understood the changed or updated terms of the Policy. Your use of Platform shall be subject to the updated Policy.


14. COMPLIANCE WITH GOVERNMENT AND FINANCIAL REGULATIONS 

Sahara Mind operates in full compliance with the laws and regulations set forth by the Government of Nepal, Health Insurance Portability and Accountability Act (HIPAA) for clients in the United States, General Data Protection Regulation (GDPR) for clients in the European union. Where applicable, We adhere to the directives and financial regulations issued by the Nepal Rastra Bank, ensuring all financial transactions meet national standards. By using the Platform, you agree to the exclusive jurisdiction and venue of Nepal courts for any disputes related to our platform’s use, to the extent permitted by applicable laws. Platform use is prohibited in jurisdictions that do not uphold all provisions of these terms, including this clause.


However, the Company may be required to report information and/or take actions if required to do so by law and in good faith, without restriction:

  1. report or suspect abuse of a child or vulnerable adult;
  2. serious suicidal potential or harm to oneself;
  3. threatened harm to another person;
  4. court-ordered presentation of treatment;
  5. prevent, detect, mitigate, and investigate fraudulent or illegal activities related to our Services;
  6. violation of third-party rights;
  7. protect the rights, property or personal safety of our users or the general public;
  8. enforce our Terms and Policy. 


15. CONTACT INFORMATION

If you have any questions regarding this Privacy Policy, the website practices, or your interactions with the website, contact at: 

Name: Sahara Mind Pvt. Ltd.

Email id:

Number: 


By continuing to use Sahara Mind, you acknowledge and consent to the terms outlined in this Privacy Policy.