Privacy Policy

Hynex AI Labs(“Hynex”, “we”, “us”) is an AI marketing agency and IT training institute based at B.P Chowk, Itahari, Koshi Province, Nepal. We operate the website at https://hynex.ai and are the data controller responsible for the personal information described in this policy.

We handle personal information in line with the Individual Privacy Act, 2075 (2018) of Nepal and its Regulation, 2077 (2020). Where visitors are in the European Economic Area or the United Kingdom, we also apply the standards of the GDPR/UK GDPR to the information we hold about them.

We collect only what we need to answer enquiries and deliver our services.

Information you give us

• Enquiry and enrolment details — your name, phone number, the course or service you are interested in, and anything you write in the message field of our contact form.
• Direct contact — the contents of calls, emails, WhatsApp or social media messages you send us, along with the phone number or address you send them from.
• Student records — if you enrol, the information needed to register you in a batch, track attendance and project work, and issue your certificate.
• Client information — for marketing engagements, business contact details, billing information, and any access we are given to your accounts and platforms under a signed agreement.

Information collected automatically

• Server and hosting logs — our hosting provider records standard technical data such as your IP address, browser type and version, device type, the pages you request, referring URL and timestamp. These logs are used for security, abuse prevention and diagnosing faults.
• Embedded content — pages that embed Google Maps load content directly from Google, which receives your IP address and may set its own cookies. See Cookies below.

What we do not collect

We do not ask for or knowingly collect sensitive personal information such as caste or ethnicity, religious belief, political affiliation, biometric data, or health records. Please do not include such details in enquiry messages. We also do not collect payment card details through this website — course fees are paid in person or through a separately agreed payment channel.

• To respond to your enquiry and advise you on the right course, batch or service.
• To register you in a course, communicate schedule and batch changes, assess project work and issue certificates.
• To deliver, support and invoice the marketing services you have engaged us for.
• To send you information about batches, courses or offers where you have asked us to — you can opt out at any time by replying or telling us to stop.
• To keep the website working, secure and free of abuse, and to understand which pages are useful in aggregate.
• To meet our legal, tax and accounting obligations in Nepal.

We do not sell your personal information, and we do not share it with third parties for their own marketing.

Where the GDPR/UK GDPR applies, we rely on: consent for optional marketing messages and non-essential cookies; performance of a contract for delivering courses and client services and for steps taken at your request before a contract; legitimate interests for responding to enquiries, keeping our site secure and improving what we offer; and legal obligation for tax and record-keeping duties. Where we rely on consent, you can withdraw it at any time without affecting processing already carried out.

This website does not set advertising or profiling cookies of its own, and we do not currently run an analytics tracker on it.

Some pages embed a Google Maps frame so you can find our institute. When that frame loads, Google receives your IP address and may set cookies on your device under its own privacy policy. You can block this by disabling third-party cookies in your browser, though the map will then not display.

If we later add analytics or advertising measurement tools — for example to measure a campaign — we will update this policy and, where required, ask for your consent before those tools run.

We share personal information only where it is necessary, and only with parties bound to protect it:

• Hosting and infrastructure providers who run this website and store its logs on our behalf.
• Communication and business tools — email, messaging and spreadsheet/CRM tools our counsellors use to follow up on enquiries and manage student records.
• Google, for the embedded map described above.
• Professional advisers and authorities, where we are required to disclose information by law, court order, or a lawful request from a government authority in Nepal.

If our business is ever restructured, merged or transferred, personal information may transfer with it — subject to the protections in this policy.

Enquiries that do not lead to enrolment are kept for up to 24 months so we can pick up the conversation if you return. Student records are kept for as long as you are enrolled and for a further 5 years afterwards, so we can verify certificates and meet record-keeping duties. Client and billing records are kept for the period required by Nepali tax law. Server logs are kept for a short period — typically no more than 12 months — for security and diagnostics. When a retention period ends, we delete the information or irreversibly anonymise it.

The site is served over HTTPS. Access to enquiry and student records is limited to the staff who need it, protected by individual accounts and strong authentication, and reviewed when someone leaves. No system is perfectly secure, so we cannot guarantee absolute security — but if a breach affects your personal information and creates a real risk to you, we will notify you and the relevant authority without undue delay.

Subject to applicable law, you can ask us to:

• Confirm what personal information we hold about you, and give you a copy.
• Correct information that is inaccurate or incomplete.
• Delete information we no longer have a lawful reason to keep, or restrict how we use it while a concern is resolved.
• Object to processing we carry out on the basis of legitimate interests.
• Withdraw a consent you previously gave, including for marketing messages.
• Receive certain information in a portable, machine-readable format where that right applies.

Write to info@hynex.ai and we will respond within 30 days. We may need to verify your identity first. If you are unhappy with our response, you may complain to the relevant data protection authority — in Nepal, the National Human Rights Commission, or in the EEA/UK, your local supervisory authority.

Our courses are open to school and college students, and applicants under 18 may enrol with the consent of a parent or guardian. We collect only what is needed to register and support the student. We do not knowingly collect information from children under 13 through this website. If you believe a child has given us information without the required consent, contact us and we will delete it.

We are based in Nepal, but some of the hosting and communication providers we use store data on servers outside Nepal. Where information is transferred internationally, we choose providers that offer recognised safeguards — such as standard contractual clauses or an equivalent contractual commitment — and we keep the transfer limited to what the service requires.

We may update this policy as our services, tools or legal obligations change. The revised version takes effect when posted here, and the “last updated” date at the top will change. If a change materially affects how we use information you have already given us, we will tell you directly where we can.

For any privacy question, request or complaint: