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HamroFitness

Privacy Policy

How Encode Nepal Pvt. Ltd. collects, uses and protects personal information shared through the HamroFitness website.

Last updated: 7 October 2026

This Privacy Policy explains what personal information we collect when you visit the HamroFitness website or send us a request through it, why we collect it, and the choices you have. We handle personal information in line with Nepal's Individual Privacy Act, 2075 (2018) and the Electronic Transactions Act, 2063 (2008).

1. Who we are

HamroFitness is gym management software, biometric attendance and door access control for gyms, provided by Encode Nepal Pvt. Ltd., Kupondole-Jwagal, Lalitpur, Nepal. In this policy, "we", "us" and "our" mean Encode Nepal Pvt. Ltd.. We are responsible for the personal information collected through this website.

2. What this policy covers

This policy covers this marketing website only: the pages you read, the demo and contact forms, and our own visit statistics.

It does not cover the information gyms store inside the HamroFitness software, such as member profiles, attendance records, fingerprints or face templates, payments and staff accounts. For that information the gym is responsible for its members' data, and our handling of it is governed by the service agreement between the gym and Encode Nepal Pvt. Ltd.. If you are a gym member with a question about your data, please contact your gym first.

3. Information we collect

Information you give us

When you book a demo or send a message through our forms, we collect:

  • Your name and phone number (required)
  • Gym name and city (required for demo requests, optional for contact messages)
  • Email address (optional)
  • Number of members at your gym (optional, demo requests only)
  • Your message (optional)
  • The page you sent the form from, and the date and time of your request

If you call us, email us or message us on WhatsApp, we receive the phone number, email address or WhatsApp profile you use and whatever you choose to tell us.

Information collected automatically

We run our own simple visit statistics so we can see which pages are useful and how people find us. For each page view or tracked action we record:

  • The page viewed and the time of the visit
  • The website you came from (only its domain name, such as google.com) and any campaign tags in the link (utm_source, utm_medium, utm_campaign)
  • Your device type (mobile, tablet or desktop) and browser family (such as Chrome or Safari)
  • Your approximate country and city, which our hosting provider works out from your connection
  • Actions such as clicking a phone, WhatsApp or email link, clicking a main button, starting to fill in a form, and submitting a form
  • A random visit ID that groups the pages viewed in one browser tab session

We do not store your IP address in our statistics, we do not use cookies for them, and we do not try to identify you from them. Visits from known bots are ignored. Like any website, our hosting provider processes your IP address to deliver pages to you and may keep it briefly in its technical logs for security and troubleshooting.

If we switch on Google Analytics or Microsoft Clarity (see section 6), those services collect additional information as described in the Cookie Policy.

4. Why we use your information

  • To respond to your request: to call or message you, arrange and give a demo, answer your questions and send you a quotation.
  • To tell you about HamroFitness: to follow up on your enquiry with relevant information about our software, hardware and offers. You can ask us to stop at any time.
  • To improve the website: to understand which pages and features are used, which campaigns bring visitors, and where people have trouble.
  • To keep the website secure: to prevent spam, abuse and misuse of our forms and systems.
  • To meet legal obligations: where Nepali law requires us to keep or disclose information.

We do not use your information for automated decisions that have legal or similarly significant effects on you.

5. Consent and legal basis

We collect personal information only with your consent or where it is needed for a purpose you have asked for. By submitting a form or contacting us, you agree that we may use the details you provide to respond to you and follow up about your enquiry. Our visit statistics do not identify you and are used for the legitimate purpose of running and improving the website. You can withdraw your consent at any time by contacting us (see section 14). Withdrawing consent does not affect anything we did before you withdrew it.

6. Who we share it with

We do not sell or rent your personal information, and we do not share it with other companies for their own marketing. We share it only with:

  • Our staff, who see your request in our website admin system. Access is limited to staff whose role requires it.
  • Hosting and infrastructure providers that run the website for us: Vercel (website hosting, file storage and the location data used in our statistics) and Supabase (the Postgres database where requests and statistics are stored). They process information on our behalf and under their own security and data protection terms.
  • Our own internal systems: we may forward demo and contact requests to Encode Nepal Pvt. Ltd.'s own sales or customer management system so our team can follow them up.
  • Optional analytics providers: if switched on, Google Analytics (Google LLC) and Microsoft Clarity (Microsoft Corporation) receive information about your visit directly from your browser.
  • Authorities, when Nepali law, a court order or a lawful request from a government authority requires it, or when needed to protect our rights, our users or the public.
  • A buyer or successor, if our business or part of it is sold, merged or reorganised, in which case this policy will continue to apply to your information.

Third-party services you choose to use

When you tap a WhatsApp link, WhatsApp (Meta) opens and handles your conversation under its own privacy policy. When you play a YouTube video in our gallery, it loads from YouTube's privacy-enhanced mode (youtube-nocookie.com), but YouTube (Google) still receives information about your viewing under its own privacy policy. We only record that a WhatsApp, phone or email link was clicked, not the content of your call or conversation.

7. Where your information is stored

Our hosting, database and analytics providers operate servers around the world, so your information may be stored or processed outside Nepal. When this happens we use reputable providers that protect data with industry-standard security, and we share only what is needed for the purposes in this policy.

8. How long we keep it

  • Demo and contact requests: for as long as needed to handle your enquiry and follow up, and for up to 24 months after our last contact with you. If you become a customer, the details become part of your customer record and are kept under your service agreement.
  • Visit statistics: for up to 26 months, after which they are deleted or kept only as totals that cannot be linked to a visit.
  • Optional Google Analytics and Microsoft Clarity data: for the retention period set in those services, which we keep at or below their standard settings.

We may keep information longer where Nepali law requires it or where it is needed to resolve a dispute.

9. How we protect it

The website is served only over encrypted HTTPS connections, and the connection between the website and the database is encrypted. Requests and statistics can be viewed only by signed-in staff whose role allows it, staff accounts are locked after repeated failed sign-in attempts, and only our administrators can delete records. No system is completely secure, but we take reasonable technical and organisational steps to protect your information against loss, misuse and unauthorised access, and we will act promptly if we learn of a security problem.

10. Your rights

Subject to Nepali law, you can ask us to:

  • Access the personal information we hold about you
  • Correct information that is wrong or incomplete
  • Delete your information when we no longer need it or you withdraw consent
  • Stop contacting you about HamroFitness
  • Withdraw your consent to our use of your information

To make a request, contact us using the details in section 14. We may need to confirm your identity first, for example by calling the phone number you gave us. We will respond within a reasonable time and normally within 30 days. If we cannot meet your request, for example because the law requires us to keep the information, we will explain why.

11. Marketing

We contact you only about the enquiry you sent and about HamroFitness products and services. If you no longer want to hear from us, tell the person who contacts you, or email or call us, and we will stop.

12. Children

This website is meant for gym owners, managers and businesses. It is not directed at children under 18, and we do not knowingly collect personal information from them. If you believe a child has sent us their details, contact us and we will delete them.

13. Changes to this policy

We may update this policy when our website, services or the law change. The "Last updated" date at the top shows when it was last revised. If we make a significant change to how we use personal information, we will make it clear on this page.

14. Contact us

For questions about this policy or your personal information, contact:

See also our Terms & Conditions and Cookie Policy.