Privacy and Cookie Policy

Effective Date: 13 January 2016
Last Updated: 01 February 2026

Nepal Hiking Company (“the Company,” “we,” “us,” or “our”) respects your privacy and values your trust. This Privacy and Cookie Policy explains how we collect, use, store, share, and protect your personal information when you visit our website, contact us, request information, or book a trip with us.

This policy also explains how we use cookies and similar technologies on our website.

By using our website or providing your personal information to us, you agree to the practices described in this Privacy and Cookie Policy.

1. Who We Are

Company Name: Nepal Hiking Company
Legal Entity Name: Nepal Hiking Company Pvt Ltd
Registered Address: Thamel, Kathmandu, Nepal
Email: info@hikinginnepal.com

If you have any questions about this Privacy and Cookie Policy or how we handle your personal data, please contact us using the details above.

2. Scope of This Policy

This Privacy and Cookie Policy applies to:

visitors to our website,
travelers who inquire about our trips,
customers who book services with us,
people who contact us by email, phone, WhatsApp, social media, or website form,
people who subscribe to our newsletters or marketing updates,
people who join promotions, surveys, reviews, or feedback activities.

This policy applies only to Nepal Hiking Company and its own website and direct services. It does not apply to third-party websites, third-party booking platforms, payment gateways, airlines, hotels, or other external services that may link to or from our website.

3. What Personal Information We Collect

We may collect personal information that helps us identify you, communicate with you, plan your trip, process your booking, and deliver our services safely and properly.

Depending on your inquiry or booking, we may collect:

3.1 Basic identity and contact information

full name
email address
phone number
WhatsApp number
postal address
country of residence
emergency contact details

3.2 Travel and booking information

trip preferences
travel dates
destination choices
number of travelers
accommodation preferences
room-sharing details
airport and flight details
special requests related to your trip

3.3 Identification and travel document information

passport details
passport copy if required for permits, flights, visas, or border formalities
date of birth
nationality
visa-related information where needed

3.4 Health and safety information

dietary requirements
food allergies
medical conditions relevant to your trip
mobility limitations
altitude-related concerns
travel insurance details
emergency medical contact information

We only ask for health information when it is relevant to trip planning, safety, permits, or emergency support.

3.5 Payment-related information

billing details
transaction reference details
payment confirmations

We do not store your full credit or debit card details on our own servers unless clearly stated and lawfully secured through an approved payment process.

3.6 Communication and marketing information

inquiry history
customer service messages
reviews and testimonials you submit
survey responses
newsletter preferences
marketing opt-in or opt-out status

3.7 Technical and website usage information

When you use our website, we may automatically collect limited technical information such as:

IP address
browser type
device type
pages visited
referral source
date and time of access
approximate geographic location
interactions with our site content

4. How We Collect Your Information

We collect personal information in several ways.

4.1 Information you give us directly

You may provide information to us when you:

fill out an inquiry form
request a trip quotation
book a trip
send us an email
contact us by phone or WhatsApp
contact us through social media
subscribe to our newsletter
submit a review or testimonial
join a survey, promotion, or campaign
ask for visa, permit, flight, or transport support

4.2 Information collected during trip planning and booking

When you book a trip, we may collect additional information needed to:

confirm your reservation
arrange permits
issue tickets
book hotels or lodges
arrange transport
manage dietary or medical needs
coordinate emergency support if required

4.3 Information from third parties

We may receive information from:

your travel agent
your group organizer
booking partners
payment service providers
airlines or transport providers
local partners and suppliers
marketing or analytics services

We only use such information where it is relevant to your inquiry, booking, trip operation, legal compliance, or customer support.

4.4 Information collected automatically

Like most websites, we may automatically collect certain technical data using cookies, analytics tools, server logs, and similar technologies.

5. How We Use Your Personal Information

We use your personal information to run our business, communicate with you, and deliver travel services safely and efficiently.

We may use your information for the following purposes:

5.1 To respond to inquiries

We use your contact details and trip interests to:

send quotations
answer questions
provide travel advice
suggest suitable trips or services

5.2 To process and manage bookings

We use your information to:

confirm reservations
prepare invoices and confirmations
arrange domestic or international services
prepare trip documents
coordinate pre-trip and on-trip logistics

5.3 To operate trips safely

For trekking, climbing, tours, and adventure travel, we may use relevant information to:

manage dietary requirements
handle allergy-related needs
respond to medical or mobility issues
share necessary details with guides, hotels, transport providers, or emergency contacts where needed for safety

5.4 To arrange permits, visas, and official requirements

Certain trips require us to submit personal information to:

national park or conservation offices
trekking permit authorities
aviation providers
border or immigration officials
local or foreign government bodies
partner operators in Nepal, Tibet, Bhutan, or other destinations

5.5 To provide extra services you request

If you ask us to arrange flights, hotel stays, car transfers, visas, sightseeing, or other extra services, we may share relevant information with those service providers to complete your request.

5.6 To send service updates and customer care messages

We may use your information to send:

booking confirmations
trip updates
schedule changes
weather or operational notices
payment reminders
emergency contact messages
post-trip follow-up

5.7 To improve our website and services

We may use website usage data and customer feedback to:

improve site performance
understand visitor behavior
improve content and trip pages
improve our customer service and operational systems

5.8 To send marketing communications

If you subscribe or otherwise allow us to contact you for marketing, we may send:

newsletters
trip offers
seasonal promotions
travel updates
content we believe may interest you

You may opt out of marketing communications at any time.

5.9 To support advertising and remarketing

We may use cookies and similar tools for online advertising, audience building, and remarketing on platforms such as search engines and social media, where permitted by law.

6. Legal Basis for Processing Personal Data

Where applicable, we process your personal information on one or more of the following grounds:

your consent
performance of a contract or pre-contract steps
compliance with legal obligations
protection of vital interests in emergencies
our legitimate business interests, provided your rights do not override those interests

These legitimate interests may include customer service, trip administration, fraud prevention, internal recordkeeping, website performance, and responsible marketing.

7. When We Share Your Information

We do not sell your personal information. We do not trade your personal information for profit.

We may share your personal information only when reasonably necessary for operating your trip, complying with legal requirements, supporting your safety, or running our website and business.

We may share your information with:

7.1 Internal staff and operational teams

Our office team, guides, leaders, and authorized staff may access relevant information for booking management, trip operation, customer support, and emergency response.

7.2 Travel and hospitality suppliers

We may share relevant information with:

hotels and lodges
airlines
transport providers
local operators
guides and porters
visa or permit processing partners
destination management providers
sightseeing or activity suppliers

7.3 Government offices and authorities

We may share personal information when required for:

permits
immigration formalities
visa support
national park or conservation entry
border crossing requirements
police registration
local compliance and tourism regulations

7.4 Emergency-related contacts

In the event of illness, injury, rescue, evacuation, or other emergency, we may share necessary details with:

medical providers
rescue operators
insurers
your emergency contact
local authorities
our local partners or guides

7.5 Payment and technology providers

We may share limited information with:

payment gateways
booking systems
email service providers
CRM systems
analytics providers
website hosting providers
security and fraud-prevention services

7.6 Marketing or research service providers

We may use trusted third-party service providers for:

email marketing
audience analysis
market research
survey tools
website analytics
online advertising

We require such providers to use the data only for the authorized purpose and to apply reasonable security safeguards.

8. International Data Transfers

Because we organize travel that may involve international service providers and cross-border travel arrangements, your personal information may be transferred outside your home country, including to Nepal and other countries involved in your trip.

Where possible, we take reasonable steps to ensure that such transfers happen only when necessary and that appropriate safeguards are in place. However, privacy protections may differ between countries.

9. Marketing Communications and Your Choices

You may choose whether to receive marketing emails from us.

If you subscribe to our newsletter or marketing messages, you may opt out at any time by:

clicking the unsubscribe link in the email, or
contacting us directly and asking to be removed from the mailing list.

Even if you opt out of marketing messages, we may still send service-related communications about a booking, payment, itinerary, or active travel arrangement.

10. Your Rights

Depending on the laws that apply to you, you may have the right to:

request access to the personal information we hold about you
request correction of inaccurate or incomplete information
request deletion of your data in certain situations
object to certain forms of processing
withdraw consent where processing relies on consent
request restriction of processing in certain cases
request transfer of your data where technically feasible
ask us not to use your information for direct marketing

To protect your privacy, we may need to verify your identity before responding to your request.

11. Access to and Correction of Your Information

If you believe the information we hold about you is inaccurate, incomplete, or outdated, please contact us and we will take reasonable steps to correct it.

You may also request a copy of the personal information we hold about you. In some cases, we may charge a reasonable administrative fee where permitted by law, especially for repeated or complex requests.

12. Data Retention

We keep your personal information only for as long as reasonably necessary for:

the purpose for which it was collected
booking and operational records
legal, accounting, and tax obligations
dispute resolution
safety and incident records
fraud prevention
legitimate business recordkeeping

When we no longer need your personal information, we will securely delete, anonymize, or archive it in accordance with applicable law and business needs.

13. Data Security

We take reasonable technical and organizational steps to protect your personal information from:

unauthorized access
misuse
loss
alteration
disclosure
destruction

These safeguards may include:

restricted staff access
password-protected systems
secure website technology
payment security controls
vendor access controls
internal handling procedures

However, no website, email system, cloud platform, or internet transmission method is completely secure. For that reason, we cannot guarantee absolute security.

14. Payment Security

When you make a payment through our website or an approved payment link, your transaction may be processed by an external payment gateway or financial service provider. We do not store full card information on our own servers unless expressly stated and lawfully protected.

You should always review the privacy and security terms of the payment provider you use.

15. Links to Other Websites

Our website may contain links to other websites, booking platforms, payment pages, social media platforms, or third-party resources.

Once you leave our website or interact with a third-party service, their privacy policy and terms will apply. We are not responsible for the privacy practices, content, or security of third-party websites.

Cookie Policy

16. What Are Cookies?

Cookies are small text files placed on your device when you visit a website. They help websites remember your preferences, improve user experience, understand site performance, and support certain features.

Cookies may be temporary or may remain on your device for a longer period, depending on the type of cookie and your browser settings.

17. How We Use Cookies

We may use cookies and similar technologies to:

help our website function properly
remember user settings and preferences
understand how visitors use the site
improve performance and content
measure traffic and visitor trends
support marketing and remarketing activities
maintain security and prevent abuse

18. Types of Cookies We May Use

18.1 Essential cookies

These cookies help the site function and may support:

page navigation
form submission
session management
security features

Without these cookies, some parts of the website may not work properly.

18.2 Performance and analytics cookies

These cookies help us understand:

which pages visitors use most
how users move through the site
where visitors come from
which content performs best
what technical issues users face

These cookies help us improve the site.

18.3 Functional cookies

These cookies remember choices such as:

language preference
contact form progress
saved preferences
past interactions

18.4 Advertising and remarketing cookies

These cookies may help us and our advertising partners:

show relevant ads
limit repeat advertising
measure campaign performance
build audience segments
support remarketing across platforms

18.5 Third-party cookies

Some third-party services embedded in or connected to our site may place cookies on your device. These may include:

analytics services
social media plugins
video providers
live chat tools
advertising networks
payment services

19. Session Cookies and Persistent Cookies

We may use:

Session cookies, which usually expire when you close your browser
Persistent cookies, which remain for a longer period unless deleted sooner

Session cookies may help maintain site performance and form activity during your visit. Persistent cookies may help remember preferences or support analytics and marketing.

20. Managing Cookies

You can control or disable cookies through your browser settings. Most browsers allow you to:

block all cookies
block third-party cookies
clear stored cookies
receive alerts before cookies are stored
browse in a privacy or incognito mode

Please note that blocking some cookies may affect how parts of the website function. Some forms, tools, or features may not work as intended.

21. Removing Cookies

If you previously accepted cookies and later want to remove them, you can usually do so through your browser history, privacy, or storage settings. Deleting cookies may sign you out of websites, remove saved preferences, and reset some browsing features.

22. Analytics and Advertising Tools

We may use third-party analytics and advertising tools to understand visitor behavior and improve our site and marketing. These services may collect information such as:

pages visited
time spent on pages
referral source
approximate location
browser and device details
interaction with ads or content

Where required by law, we will request your consent before using non-essential cookies or similar technologies.

23. Do Not Track

Some browsers offer a “Do Not Track” setting. Because there is no universal standard for how websites must respond, our website may not respond to all Do Not Track signals in a uniform way.

24. Children’s Privacy

Our website and services are not directed to children under 16 without parental or guardian involvement. We do not knowingly collect personal information from children in a way that violates applicable law.

If you believe a child has provided us with personal information without proper consent, please contact us and we will take reasonable steps to delete or restrict that data where appropriate.

25. Complaints and Privacy Concerns

If you believe your privacy has been affected or you want to raise a complaint about how we handle your personal information, please contact us in writing.

Privacy Contact / Data Protection Contact: Pradip Karki
Email: info@hikinginnepal.com

Please include:

your name
contact details
a clear description of your concern
any booking or inquiry reference number
supporting information if available

We will review your complaint and respond within a reasonable time.

26. Privacy Law and International Standards

We aim to handle personal information responsibly and in accordance with applicable privacy and data protection laws. Where relevant to our customers or business operations, we also consider widely recognized privacy principles and international data protection expectations.