Privacy Policy

Last updated: July 8, 2026

[Trekking Company Name] (“we,” “us,” or “our”) respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store, disclose, and protect your information when you visit [Website URL], contact us, submit an inquiry, or book a trek, tour, expedition, accommodation, transportation, or related travel service.

By using our website or providing your personal information, you acknowledge the practices described in this Privacy Policy.

1. Information We Collect

We may collect the following types of information.

Personal and contact information

This may include:

Full name
Email address
Phone number
Home address
Country of residence
Nationality
Date of birth
Gender, where required for permits or reservations
Preferred method of communication

Booking and travel information

When you inquire about or book a trip, we may collect:

Selected trek, tour, or travel package
Preferred travel dates
Number of travelers
Arrival and departure information
Flight details
Hotel and accommodation preferences
Room preferences
Transportation requirements
Dietary requirements
Equipment or porter requirements
Special requests

Passport and permit information

Some trekking routes, climbing expeditions, flights, national parks, conservation areas, or restricted regions may require identity documents and permits.

We may therefore collect:

Passport number
Passport copy
Passport issue and expiry dates
Citizenship details
Passport-sized photographs
Visa information
Trekking or climbing permit information

We collect this information only when it is necessary to arrange your trip or comply with legal and administrative requirements.

Health and safety information

Trekking and adventure travel may involve physical activity, altitude, remote locations, and other risks. To help us organize a safe and suitable trip, we may request information about:

Medical conditions relevant to the trip
Allergies
Dietary restrictions
Current medication
Physical limitations
Previous high-altitude experience
Travel insurance
Emergency contact details

Please provide only health information that is relevant to your safety and participation in the trip.

Payment information

When you make a payment, we may collect:

Billing name and address
Payment amount
Transaction reference
Payment status
Bank-transfer information
Limited payment confirmation details

Online payments may be processed by third-party payment providers. We generally do not directly store complete credit-card or debit-card numbers.

Communications

We may keep records of communications you send to us through:

Contact forms
Email
Telephone
WhatsApp or other messaging applications
Social-media platforms
Booking forms
Customer-support requests

Website and technical information

When you visit our website, certain information may be collected automatically, including:

IP address
Browser type
Device type
Operating system
Approximate location
Referring website
Pages viewed
Time spent on the website
Date and time of access
Website interactions
Cookie identifiers

2. How We Collect Information

We may collect information:

Directly from you when you contact us or make a booking
Through website forms and account registrations
Through email, telephone, or messaging applications
From another traveler making a group booking on your behalf
From travel agents or business partners
From payment providers
From cookies and website analytics
From publicly available sources where appropriate

When you provide information about another traveler, you confirm that you have permission to share that person’s information with us.

3. How We Use Your Information

We may use your personal information to:

Respond to inquiries
Recommend suitable trips or itineraries
Prepare quotations and customized travel plans
Confirm and manage bookings
Arrange permits and official travel documents
Reserve hotels, lodges, flights, transport, guides, porters, and other services
Process and verify payments
Communicate trip updates and important travel information
Coordinate emergency assistance
Assess whether a trip may be suitable for a traveler
Provide customer support
Improve our website and services
Prevent fraud and protect website security
Maintain accounting, tax, and business records
Comply with legal and regulatory obligations
Resolve complaints and disputes
Send marketing messages where you have agreed to receive them

We will not use sensitive health or passport information for unrelated advertising purposes.

4. Legal Grounds for Processing

Where applicable data-protection laws require a lawful basis, we may process your information because:

It is necessary to provide a quotation or perform a booking contract
You have given your consent
We must comply with a legal obligation
Processing is necessary to protect your vital interests or safety
We have a legitimate business interest, such as improving services, preventing fraud, or responding to inquiries

You may withdraw your consent at any time where consent is the basis for processing. Withdrawal will not affect processing that occurred before consent was withdrawn.

5. How We Share Your Information

We may share relevant information with trusted third parties when necessary to arrange or operate your trip.

These parties may include:

Trekking guides and tour leaders
Porters and field staff
Hotels, lodges, and guesthouses
Airlines and helicopter operators
Vehicle and transportation providers
Trekking and climbing permit authorities
National park and conservation-area authorities
Immigration or government authorities
Travel agents and local partners
Equipment-rental providers
Insurance and emergency-rescue providers
Banks and payment processors
Website hosting and technology providers
Accountants, auditors, and legal advisers

We aim to share only the information reasonably required for the relevant service.

We may also disclose information where required by law, court order, government authority, or to protect the safety, rights, and property of our travelers, employees, company, or others.

We do not sell or rent your personal information to third parties.

6. International Data Transfers

Our travelers, suppliers, technology providers, and business partners may be located in different countries.

As a result, your information may be transferred to or processed in a country outside your country of residence. Data-protection standards may differ between countries.

Where required, we take reasonable steps to ensure that appropriate safeguards are used for international transfers of personal information.

7. Cookies and Similar Technologies

Our website may use cookies and similar technologies.

Cookies are small files stored on your device that help websites operate, remember preferences, analyze usage, and improve user experience.

We may use:

Essential cookies

These cookies are required for basic website functions, security, form submissions, and booking features.

Preference cookies

These cookies remember choices such as language, location, or display preferences.

Analytics cookies

These cookies help us understand how visitors use the website, which pages are viewed, and how website performance can be improved.

Marketing cookies

With your permission where required, these cookies may help us measure advertising performance or show relevant promotions.

You can control cookies through our cookie-consent tool or your browser settings. Blocking some cookies may affect certain website functions.

8. Analytics and Third-Party Services

We may use third-party tools such as website analytics, maps, embedded videos, social-media plugins, live chat, weather services, payment gateways, or booking systems.

These third parties may collect information according to their own privacy policies. We encourage you to review the policies of any third-party service you use.

9. Marketing Communications

We may send newsletters, travel offers, trekking updates, or promotional information when:

You have subscribed to receive them
You have requested information about our services
Applicable law otherwise permits us to contact you

You may unsubscribe at any time by:

Clicking the unsubscribe link in an email
Contacting us at [Privacy Email Address]
Asking us through the communication channel used

Even after unsubscribing from marketing, you may continue to receive essential messages concerning an existing inquiry or booking.

10. Data Retention

We retain personal information only for as long as reasonably necessary for the purposes described in this Privacy Policy.

The retention period may depend on:

The status and duration of your booking
Permit and travel requirements
Customer-support needs
Accounting and tax requirements
Insurance and safety obligations
Contractual obligations
Possible legal claims
Applicable laws and regulations

Passport copies, health information, and other sensitive documents will be deleted, anonymized, or securely archived when they are no longer reasonably required, subject to legal and operational requirements.

11. Data Security

We use reasonable administrative, technical, and organizational measures to protect personal information against:

Unauthorized access
Loss or theft
Misuse
Alteration
Disclosure
Accidental destruction

These measures may include access controls, secure passwords, software updates, backups, limited staff access, and secure communication or storage systems.

However, no internet transmission or electronic storage system can be guaranteed to be completely secure.

12. Your Privacy Rights

Depending on your location and applicable law, you may have the right to:

Ask what personal information we hold about you
Request a copy of your information
Correct inaccurate or incomplete information
Request deletion of your information
Restrict how your information is used
Object to certain processing
Withdraw consent
Request transfer of information in a commonly used format
Opt out of direct marketing
Submit a complaint to an appropriate data-protection authority

Some rights may be limited where we must retain information for legal, contractual, accounting, safety, or fraud-prevention reasons.

To exercise a privacy right, contact us at [Privacy Email Address]. We may need to verify your identity before processing your request.

13. Children’s Privacy

Our website and trekking services are not intended to collect personal information directly from children without the involvement of a parent or legal guardian.

Where a child participates in a trip, we may collect necessary booking, passport, permit, health, and safety information from the child’s parent, guardian, or authorized group organizer.

14. Emergency Situations

During a trek, tour, or expedition, we may use or share relevant personal, medical, insurance, passport, and emergency-contact information where reasonably necessary to:

Protect your health or safety
Arrange medical assistance
Organize evacuation or rescue
Contact your insurer
Contact your emergency representative
Cooperate with hospitals, rescue teams, authorities, guides, or transport providers

15. Photographs and Testimonials

We may take photographs or videos during trips for operational, safety, memory-sharing, or promotional purposes.

Where appropriate, we will request permission before using identifiable photographs, videos, reviews, or testimonials for marketing purposes.

You may contact us if you want us to stop using an identifiable image or testimonial, subject to practical and legal limitations.

16. Third-Party Links

Our website may contain links to websites operated by other organizations.

We are not responsible for the privacy practices, security, or content of third-party websites. You should review their privacy policies before providing personal information.

17. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in our services, technologies, business practices, or legal obligations.

The updated version will be posted on this page with a revised “Last updated” date. Significant changes may also be communicated through the website or by email where appropriate.

18. Contact Us

For questions, requests, or concerns relating to this Privacy Policy or your personal information, contact:

[Trekking Company Name]

Website: [Website URL]
Email: [Privacy Email Address]
Phone: [Phone Number]
Address: [Business Address, City, Nepal]
Company registration number: [Registration Number, if applicable]

You may also contact us if you believe your information has been handled incorrectly. We will review your concern and respond as reasonably required under applicable law.