Hiking Friends Travel Nepal Pvt. Ltd.
Effective date: 18 August 2026
Website: https://hikingnepaltrek.com
1. Introduction
Hiking Friends Travel Nepal Pvt. Ltd. (“Hiking Friends”, “we”, “us”, or “our”) respects your privacy and is committed to protecting the personal information you share with us. This Privacy Policy explains how we collect, use, disclose, store, and safeguard your information when you visit our website https://hikingnepaltrek.com, submit a booking inquiry, sign up for our newsletter, communicate with us via email, WhatsApp, or other channels, or book and participate in any trek, tour, peak climb, expedition, wildlife safari, helicopter tour, or other travel service we provide across Nepal, Tibet, and Bhutan (collectively, our “Services”).
We are a Nepal-registered trekking and travel company with our principal office at Soaltee Dobato, Bafal, Kathmandu, Nepal (Tourism Office Licence No. 3331/081/082; Company Registration No. 330032/080/081; Nepal Mountaineering Association Resource Membership No. 1807).
Please read this Privacy Policy carefully. By accessing our website or using our Services, you acknowledge the practices described in this policy. If you do not agree with this policy, please do not use our website or Services.
2. Information We Collect
We collect information that you voluntarily provide to us, as well as certain information collected automatically when you visit our website.
2.1 Information You Provide Directly
We may collect the following categories of personal information from you:
Identity and Contact Information
- Full legal name (as shown on your passport)
- Email address
- Phone number and WhatsApp number
- Mailing/billing address
- Nationality
- Passport number and a copy of your passport (required for permits, visas, flights, and trekking registrations)
- Date of birth
- Gender
Booking and Travel Information
- Trip or itinerary requested or booked
- Preferred travel dates and group size
- Arrival/departure flight details
- Visa information
- Travel insurance details (provider, policy number, emergency contact)
- Emergency contact name, relationship, phone number, and email
Health and Special Requirements
- Medical conditions, allergies, physical limitations, or disabilities relevant to high-altitude trekking or travel
- Dietary requirements or restrictions
- Mobility or accessibility needs
- Religious or cultural requirements
- Next-of-kin information
Payment Information
- Payment method details (PayPal account information, bank transfer details). We do not store full credit/debit card numbers on our servers; card payments processed through PayPal or other gateways are handled by those providers under their own privacy policies.
- Billing and transaction records
Communications
- Messages sent to us via our website contact forms, email, WhatsApp, social media, or other channels
- Feedback, testimonials, reviews, or survey responses
- Call or message records for customer support and quality purposes
Marketing Preferences
- Newsletter subscription status and preferences
- Consent to receive promotional offers and updates
2.2 Information Collected Automatically
When you visit our website, we and our third-party service providers may automatically collect certain technical information, including:
- IP address
- Browser type and version
- Operating system and device type
- Referring website URLs, pages viewed, time spent on pages, click patterns, and exit pages
- Date and time of access
- General geographic location (country/city level) derived from your IP address
- Cookies and similar tracking technologies (see Section 8, “Cookies and Similar Technologies”)
2.3 Information from Third Parties
We may receive information about you from third parties, including:
- Travel agents or booking partners who refer you to us
- Payment processors (e.g., PayPal) who confirm payment status
- Your travel companions or the lead booker in your group who provide your details on your behalf
- Review platforms or social media sites where you interact with our brand
3. How We Use Your Information
We use your personal information for the following purposes, based on applicable legal grounds:
3.1 To Provide Our Travel Services (Contract Performance)
- Processing and confirming your booking and issuing Booking Confirmations
- Arranging trekking permits, national park entry fees, TIMS cards (Trekkers’ Information Management System), restricted-area permits, Tibet/ Bhutan visas, and other government-required documentation
- Booking accommodation, transportation, domestic flights, helicopter services, guides, porters, and other trip components with our local suppliers and partners
- Communicating with you before, during, and after your trip regarding itinerary details, logistics, updates, and emergency matters
- Processing payments, deposits, refunds, and cancellations
- Providing airport pickups and coordinating arrivals/departures
3.2 To Protect Vital Interests and Safety
- Sharing relevant medical, dietary, and emergency contact information with your guide, trek leader, local partners, medical/rescue services, and insurance providers in the event of an emergency, accident, altitude sickness, or other health or safety situation during your trip
- Verifying your identity and ensuring traveler safety, particularly on remote high-altitude treks and expeditions
3.3 Legal Compliance
- Complying with applicable laws, regulations, court orders, government requests, and legal processes in Nepal, Tibet, Bhutan, and other jurisdictions where we operate
- Maintaining records required by Nepal’s Department of Tourism, Department of Immigration, Nepal Tourism Board, national parks, and other regulatory authorities
- Complying with tax, accounting, and financial reporting obligations
- Enforcing our Terms and Conditions and other agreements
3.4 Legitimate Business Interests
- Responding to your inquiries and providing customer support
- Improving our website, services, itineraries, and customer experience
- Sending administrative messages, booking reminders, pre-trip briefings, and post-trip follow-ups
- Preventing fraud, unauthorized transactions, and security incidents
- Analyzing website usage and trends (using anonymized/aggregated data where possible)
- Displaying genuine testimonials and reviews on our website (with your consent where required)
3.5 With Your Consent
- Sending you our newsletter, promotional offers, new trip announcements, and travel tips by email (you may opt out at any time)
- Using cookies or analytics tools that require consent under applicable law
- Any other use for which we specifically request your consent
4. How We Share Your Information
We do not sell your personal information. We may share your information with the following categories of recipients, as necessary to operate our business and deliver our Services:
4.1 Service Providers and Business Partners
- Guides, porters, and trek leaders engaged for your trip
- Accommodation providers (teahouses, hotels, lodges, camps)
- Transportation companies (airlines, helicopter operators, private vehicles, bus companies)
- Local ground operators and destination management companies in Nepal, Tibet, and Bhutan
- Permit and visa processing agencies, and relevant government authorities (including Nepal’s Department of Immigration, Department of Tourism, national parks, and trekking regulators; tourism authorities in Tibet and Bhutan)
- Payment processors (e.g., PayPal, banks)
- Insurance and rescue/evacuation providers in the event of an emergency
- Website and email hosting providers, analytics providers, and IT service vendors
- Professional advisors such as accountants, lawyers, and auditors
These third parties are provided only with the personal information necessary to perform their specific functions, and we require them to protect your information in a manner consistent with this policy and applicable law.
4.2 Government and Regulatory Authorities
We may disclose your information to government agencies, immigration authorities, law enforcement, courts, or regulatory bodies in Nepal or abroad when required by law, regulation, or legal process, or when we believe in good faith that disclosure is necessary to:
- Comply with a legal obligation
- Protect our rights, property, or safety, or those of our travelers, staff, or the public
- Respond to a lawful request from public authorities, including for national security or law enforcement purposes
4.3 Lead Booker and Travel Companions
If you are named in a group booking, the lead booker (the person who made the reservation) and your traveling companions may receive information relating to the booking, including itinerary details and payment confirmations. If you are a lead booker, you confirm that you have the authority to provide personal information for other travelers in your group and have shared this Privacy Policy with them.
4.4 Business Transfers
In the event of a merger, acquisition, reorganization, sale of assets, or similar transaction, your information may be transferred as part of that transaction, subject to appropriate confidentiality and data protection safeguards.
4.5 With Your Consent
We may share your information in other circumstances if you have given us explicit consent (e.g., publishing a testimonial with your name and photo).
5. International Data Transfers
Our headquarters are in Nepal, and we provide travel services across Nepal, Tibet, and Bhutan. Your personal information may be transferred to, stored, and processed in countries other than your country of residence, including Nepal, India (for Tibet/ Bhutan visa processing), Bhutan, China (Tibet), and the countries where our service providers (such as PayPal, email hosts, or analytics platforms) operate their servers.
These countries may have data protection laws that differ from, and may be less protective than, the laws in your home country (including the GDPR for EEA residents, UK GDPR, or other regimes). By using our Services and providing your information, you consent to the transfer of your information to these countries as necessary to deliver your trip. We take reasonable steps to ensure that international transfers are governed by appropriate safeguards, such as contractual clauses, data processing agreements, and selecting reputable service providers.
Please note that when we share passport copies, visa information, and permit details with government authorities in Nepal, Tibet, or Bhutan, such disclosures are required by local law in order for you to enter protected areas, national parks, trekking regions, or foreign countries. These disclosures are a necessary part of our contract with you and a legal requirement for travel.
6. Data Retention
We retain your personal information for as long as necessary to fulfill the purposes for which it was collected, including:
- Booking and travel records: For the duration of the contractual relationship and for a period of 7 years after your trip ends, to comply with Nepal’s tax, accounting, and tourism record-keeping requirements, and to handle any post-trip inquiries, claims, or disputes.
- Passport copies and permit documentation: Retained only as long as necessary to obtain the required permits and visas. We will securely delete or return passport copies upon your written request after the trip, unless legal retention requirements apply.
- Marketing communications: Until you unsubscribe or request deletion; we periodically clean inactive subscriber lists.
- Website analytics and logs: Generally retained for up to 26 months, after which data is aggregated or anonymized.
- Communications and support messages: Retained for up to 3 years for customer service and dispute resolution purposes.
- Legal and financial records: Retained as required by applicable laws of Nepal and any relevant jurisdictions.
When personal information is no longer needed, we will securely delete, anonymize, or destroy it in accordance with applicable law.
7. Data Security
We take the security of your personal information seriously and implement appropriate technical, physical, and organizational measures to protect it against unauthorized access, disclosure, alteration, or destruction. These measures include:
- Use of HTTPS/SSL encryption for our website and data transmitted through contact/booking forms
- Secure password practices and limited access to personal information on a need-to-know basis among our staff
- Use of reputable, PCI-compliant payment processors (e.g., PayPal) so that your payment card details are not stored on our systems
- Secure storage of physical documents (passport copies, visa forms) in locked facilities
- Regular updates to our website, plugins, and hosting environment
However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your personal information, we cannot guarantee absolute security. Please do not send sensitive credit card details or payment card numbers by email or WhatsApp; always use our approved payment methods.
8. Cookies and Similar Technologies
Our website uses cookies and similar technologies to enhance your browsing experience, analyze site traffic, and understand usage patterns.
What are cookies?
Cookies are small text files placed on your device when you visit a website. They allow the website to recognize your device, remember your preferences, and provide core functionality.
Types of cookies we use:
- Strictly necessary cookies: Required for the website to function, such as security and session management.
- Functional cookies: Remember your preferences (e.g., language) and improve your experience.
- Analytics/performance cookies: Help us understand how visitors use our website (e.g., through Google Analytics or similar tools), so we can improve content and performance. These may collect anonymized information about pages visited, time on site, and referring URLs.
- Third-party cookies: Embedded content (such as Google Maps, YouTube videos, WhatsApp widget, Facebook/Instagram links, or other social media plugins) may set their own cookies. We do not control these third parties; please review their privacy policies separately.
Your choices:
Most web browsers allow you to control cookies through their settings. You can block or delete cookies; however, doing so may prevent certain features of our website from functioning correctly. You will be presented with a cookie consent banner on your first visit, where you can accept or decline non-essential cookies.
9. Third-Party Links and Services
Our website contains links to third-party websites, services, and platforms, including but not limited to:
- PayPal (for payments)
- Google Maps (for location information)
- WhatsApp (for messaging)
- YouTube (for embedded videos)
- Facebook, Instagram, and other social media platforms
- External review websites and partner sites
We are not responsible for the privacy practices, content, or policies of these third-party sites. We encourage you to review the privacy policy of each website you visit after leaving our site.
10. Children’s Privacy
Our Services are general travel services and are not directed to children under the age of 13. We do not knowingly collect personal information from children under 13 without verifiable parental consent. Travelers under 18 must be accompanied by a parent, legal guardian, or responsible adult authorized in writing, as stated in our Terms and Conditions. If you believe we have inadvertently collected information from a child under 13, please contact us immediately at info@hikingnepaltrek.com and we will promptly delete it.
11. Your Data Protection Rights
Depending on your country of residence and applicable laws (including the EU GDPR, UK GDPR, California’s CCPA/CPRA, and other data protection regimes), you may have some or all of the following rights regarding your personal information:
- Access: The right to request a copy of the personal information we hold about you.
- Rectification: The right to request correction of inaccurate or incomplete information.
- Erasure (“Right to be forgotten”): The right to request deletion of your personal information, subject to legal retention obligations.
- Restriction of processing: The right to request that we restrict processing of your information in certain circumstances.
- Data portability: The right to request a machine-readable copy of information you provided to us, for transfer to another controller (where applicable).
- Objection: The right to object to processing based on our legitimate interests, or to processing for direct marketing purposes.
- Withdrawal of consent: Where processing is based on consent, you may withdraw consent at any time. Withdrawal does not affect the lawfulness of processing performed before withdrawal.
- Lodge a complaint: You have the right to lodge a complaint with your local data protection authority if you are dissatisfied with how we handle your personal information.
To exercise any of these rights, please contact us using the details in Section 14 below. We will respond to valid requests within 30 days, or as required by applicable law. We may need to verify your identity before fulfilling your request to protect your privacy and security.
Please note that certain information is necessary for us to provide our Services. If you choose not to provide information required for booking, permits, or safety purposes, we may be unable to confirm or deliver your trip.
12. Marketing Communications
If you have subscribed to our newsletter or opted in to receive marketing communications, we may send you emails about new trips, special offers, travel guides, seasonal recommendations, and company updates.
You may opt out of marketing emails at any time by:
- Clicking the “unsubscribe” link at the bottom of any marketing email
- Emailing us at info@hikingnepaltrek.com with the subject line “Unsubscribe”
Even after you opt out of marketing communications, we will continue to send you administrative and service-related messages (e.g., booking confirmations, pre-trip briefings, safety notices, payment reminders, post-trip follow-ups).
13. Special Note for High-Altitude and Remote Travel
Because our Services include trekking, peak climbing, and expeditions in remote, high-altitude environments (including Everest, Annapurna, Manaslu, Kanchenjunga, Langtang, Upper Mustang, Dolpo, and similar regions in Nepal, Tibet, and Bhutan), we may collect and share sensitive personal information — including medical conditions, emergency contact details, insurance information, and passport data — with guides, rescue services, local authorities, and medical providers in order to ensure your health, safety, and proper permit compliance. This sharing is essential to your safety and is a necessary part of the travel services you have requested. In an emergency, we may share relevant information without prior consent if we believe it is necessary to protect your vital interests or the interests of others.
14. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy, our data practices, or wish to exercise your rights, please contact us at:
Hiking Friends Travel Nepal Pvt. Ltd.
- Address: Soaltee Dobato, Bafal, Kathmandu, Nepal
- Email: info@hikingnepaltrek.com
- WhatsApp / Phone: +977 9767930218
- Website: https://hikingnepaltrek.com
- Google Maps: Find us on Google Maps
For data protection inquiries, please include “Privacy” in the subject line of your email.
15. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, technologies, or business operations. When we make changes, we will revise the “Effective date” at the top of this policy and, where appropriate, notify you by email or through a prominent notice on our website. We encourage you to review this policy periodically. Your continued use of our website or Services after any changes constitutes your acceptance of the updated policy. For material changes that affect how we use previously collected information, we will seek your consent where required by law.
Last updated: 18 August 2026
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