Privacy Policy
At Nepal Trip Services ("we," "us," "our"), we respect your privacy and take care of your personal information. This Privacy Policy explains what information we collect, why we collect it, how we use it, who we share it with, and the choices you have. It applies when you visit our website, contact us, or book a trip or service with us.
By using our website or booking with us, you agree to the practices described here. If you do not agree, please do not use our website or services.
1. Information We Collect
We collect only the information we need to plan and run your trip.
Information you give us
- Contact details: name, email address, phone or WhatsApp number, home country
- Travel details: trip dates, flight details, accommodation preferences, group members
- Identity details: passport number, nationality, date of birth and passport photo, which are needed for permits, flights and hotel check-in
- Emergency contact: name and phone number of a person we can contact if needed
- Health and dietary information: medical conditions, allergies, medication, dietary needs and fitness level, which help us plan safely
- Insurance details: your travel insurance provider and policy information
- Payment information: details needed to process your payment, such as the name on your card or your bank transfer record
- Messages and reviews: anything you send us by email, form, chat or review
Information collected automatically
- Website data: IP address, browser type, device type, pages viewed, time spent and the website you came from
- Cookies: small files stored on your device (see Section 7)
Photos and videos
- During trips, we may take photos or videos that include you (see Section 8).
2. How We Use Your Information
We use your information to:
- Book and run your trip: confirm bookings, arrange transport, flights, hotels, guides and permits
- Keep you safe: plan around your health needs, contact your emergency person and coordinate rescue or medical help
- Process payments: collect deposits and balances and send invoices and receipts
- Communicate with you: reply to inquiries, send itineraries, pre-trip guidance and updates
- Improve our services: understand how our website and trips are used and make them better
- Market our trips: send you news, offers or travel ideas, if you agree to receive them
- Meet legal duties: follow Nepali laws, tax rules and government requirements
3. Why We Are Allowed to Use Your Information
We use your information only when we have a good reason, such as:
- To carry out our agreement with you, which means delivering the trip you booked
- Your consent, for example when you subscribe to our newsletter or share health details
- Legal obligations, such as permit and tax records
- Legitimate interests, such as keeping our website secure and improving our services, where this does not override your rights
You may withdraw your consent at any time (see Section 10).
4. Who We Share Your Information With
We do not sell your personal information. We share it only with people and organizations that need it to deliver your trip, and only the information they need:
- Our guides and trip staff who are directly involved in your trip
- Hotels, lodges and transport providers
- Airlines for domestic and international bookings
- Government offices and park authorities that issue permits and registrations
- Payment providers and banks that process your payments
- Insurance, rescue and medical providers, in an emergency
- Website and email service providers that help us run our business, under privacy and security obligations
- Authorities or courts, when required by law or to protect rights and safety
Some of these providers may be located outside your country. We share your data with them only as needed for your trip.
5. International Transfers
We are based in Nepal, but you may live elsewhere, and some of our service providers may be in other countries. This means your information may be transferred to, stored in or accessed from countries that have different data protection laws than your own. We take reasonable steps to protect your information wherever it is handled.
6. How We Protect Your Information
We take reasonable technical and practical steps to protect your information from loss, misuse, unauthorized access and disclosure. These include:
- Limiting access to personal data to staff who need it
- Using secure payment methods and trusted service providers
- Keeping passport and health information only as long as needed
- Training our team to handle personal data carefully
No website, email or storage system is 100% secure. We cannot guarantee absolute security, but we will act quickly to address any problem and, where required, will notify you and the authorities.
7. Cookies and Website Tracking
Our website uses cookies and similar tools to make the site work, remember your preferences and understand how visitors use it.
- Essential cookies: needed for the website to function
- Analytics cookies: help us see which pages are popular and how to improve them
- Marketing cookies: help show you relevant information, where used
You can accept or refuse cookies through our cookie banner (where shown) or your browser settings. Blocking some cookies may affect how the website works. Our website may also contain links to other sites, such as social media or booking partners. We are not responsible for their privacy practices, so please read their policies.
8. Photos and Videos
We may take photos or videos during your trip and use them on our website, social media and marketing materials. If you do not want to appear in them, please tell us in writing before your trip starts. We will respect your choice. If you later want a photo of you removed from our channels, contact us and we will remove it within a reasonable time.
9. How Long We Keep Your Information
We keep your information only as long as we need it for the purposes in this policy, or as long as the law requires.
| Type of information | How long we keep it |
|---|---|
| Booking, invoice and payment records | As required by tax and accounting laws |
| Passport and permit details | Only as long as needed for your trip and legal requirements, then deleted or securely stored |
| Health and emergency contact details | Until your trip is complete and any follow-up or claim is settled |
| Marketing contacts | Until you unsubscribe or ask us to stop |
| Website analytics | For a limited period, usually in anonymous or summary form |
When we no longer need your information, we delete it or make it anonymous.
10. Your Rights and Choices
You have control over your personal information. Depending on where you live, you may have the right to:
- Access: ask for a copy of the information we hold about you
- Correct: ask us to fix anything that is wrong or incomplete
- Delete: ask us to delete your information, unless we must keep it by law
- Restrict or object: ask us to limit how we use your information
- Withdraw consent: stop us using information based on your consent, at any time
- Opt out of marketing: use the "unsubscribe" link in our emails or contact us
- Data portability: ask for your information in a common format, where applicable
- Complain: contact your local data protection authority if you are unhappy with how we handle your information
To use any of these rights, please contact us using the details at the end of this policy. We may need to confirm your identity first, and we will respond within a reasonable time, usually within 30 days.
If you are in the European Economic Area, the United Kingdom or another region with data protection laws such as GDPR, you have the rights those laws provide.
11. Children's Privacy
Our website and services are intended for adults. We collect information about children only when a parent or guardian books a trip for them, and only what is needed to plan and run the trip safely. If you believe a child has given us personal information without a parent's permission, please contact us and we will delete it.
12. Marketing Messages
With your permission, we may send you travel news, trip ideas or offers by email, WhatsApp or other channels. You can stop these messages at any time by using the "unsubscribe" link or by contacting us. We will still send you essential messages about your booking, such as confirmations and safety information.
13. Changes to This Privacy Policy
We may update this policy from time to time to reflect changes in our services, technology or the law. The latest version will always be on our website with the "Last Updated" date at the top. If we make significant changes, we will let you know by email or a notice on our website.
14. Contact Us
If you have any questions about this Privacy Policy or want to use your privacy rights, please contact us:
- Email: info@nepaltripservices.com
- Phone / WhatsApp: +977-9828696557
- Address: Keshar Mahal Marg - Thamel, Kathmandu, Nepal
- Website: https://www.nepaltripservices.com/
By using our website or booking a trip with Nepal Trip Services, you confirm that you have read and understood this Privacy Policy. Thank you for trusting us with your information. We will always handle it with care.
