Information We Collect

When you register for an event, apply for a fellowship or volunteer opportunity, submit a session proposal, join an initiative, or contact Youth IGF Nepal, we may collect the following information:

• Full name
• Email address
• Phone number
• Age or date of birth
• Gender
• Organisation or institution
• Designation or area of study
• Province, district, city, and country
• Accessibility, dietary, or other participation requirements
• Photograph, biography, and professional or social media profiles
• Responses submitted through registration and application forms

We collect only the information reasonably necessary to organise, administer, evaluate, and deliver our programmes.

How We Use Your Information

We may use the information you provide to:

• Manage registrations, applications, and participant selection
• Coordinate event, fellowship, volunteer, and programme logistics
• Communicate confirmations, schedules, updates, and opportunities
• Provide accessibility, dietary, travel, or other requested support
• Prepare participant lists, certificates, badges, and event materials
• Recognise fellows, speakers, volunteers, organisers, and participants
• Evaluate our programmes and prepare internal or donor reports
• Maintain the safety, integrity, and proper administration of our activities
• Contact you about future Youth IGF Nepal activities when you have agreed to receive such communications

We will not use your information for purposes unrelated to Youth IGF Nepal’s activities without an appropriate reason or your consent.

Forms, Online Platforms, and Service Providers

Youth IGF Nepal may use third-party platforms such as Google Forms for registrations and applications, Zoom or similar services for online sessions, and email or communication platforms for programme coordination.

When you use these services, your information may also be processed according to the privacy policies and terms of the relevant service provider. We share only the information necessary to operate the specific activity or service.

Youth IGF Nepal does not sell, rent, or trade participants’ personal information.

Photography, Video, and Recording

Youth IGF Nepal events may be photographed, livestreamed, or recorded for documentation, reporting, public communication, and the promotion of youth participation in Internet governance.

Participants will be informed through the relevant registration form, event notice, or announcement when photography or recording is expected. Where an individual is to be prominently featured, interviewed, or publicly recognised, we will seek appropriate consent.

Anyone who has concerns about appearing in photographs or recordings may inform the organising team before or during the event. We will make reasonable efforts to respect such requests.

Public Recognition

With appropriate notice or consent, Youth IGF Nepal may publish selected information about fellows, speakers, volunteers, award recipients, organisers, or other contributors.

This information may include a person’s name, photograph, biography, organisation, contribution, or participation in a particular initiative.

We will not publicly disclose sensitive personal information without explicit consent.

Participants Under 18

Some Youth IGF Nepal events may be open to participants under 18 years of age. For these activities, we collect only the information necessary to support registration, safety, logistics, and participation.

Where appropriate, we may require the consent or contact details of a parent, guardian, school, or responsible adult. Parents and guardians are encouraged to remain involved and may contact us with questions about how a young participant’s information is collected or used.

Programmes restricted to applicants aged 18 or above will clearly state this requirement in their application materials.

Data Sharing

We may share limited information with event partners, venues, service providers, facilitators, selection committees, sponsors, or supporting organisations where necessary to deliver a particular programme.

Information will be limited to what is reasonably required for the relevant purpose. We may also disclose information when required by applicable law or when necessary to protect the safety and rights of participants or organisers.

Data Retention and Security

We retain personal information only for as long as reasonably necessary to complete the relevant programme, meet reporting or administrative requirements, resolve concerns, or fulfil legal obligations.

We take reasonable organisational and technical measures to protect personal information from unauthorised access, loss, misuse, alteration, or disclosure. However, no online platform or electronic storage method can be guaranteed to be completely secure.

Your Information, Your Control

You may contact us to:

• Ask what personal information we hold about you
• Request correction of inaccurate or incomplete information
• Withdraw consent where processing is based on consent
• Opt out of future programme communications
• Request deletion of your information

Some information may need to be retained for legal, financial, safeguarding, reporting, or legitimate programme-completion purposes.

To make a request, email sec@yigf.org.np.

Changes to This Policy

Youth IGF Nepal may update this Privacy Policy periodically to reflect changes in our programmes, technologies, or responsibilities. The updated version will be published on our website with the date of the latest revision.