1. Introduction

Welcome to Trek Me Nepal Pvt. Ltd. ("Trek Me Nepal," "we," "our," or "us"). We respect your privacy and are committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, store, and safeguard your personal data when you visit our website, communicate with us, or book our trekking, climbing, expedition, cultural, and adventure travel services.

As an international trekking company serving travelers from around the world, including the European Union (EU), United Kingdom (UK), United States (US), Canada, Australia, and other countries, we strive to process personal information responsibly and in accordance with applicable privacy laws.

By using our website or booking our services, you acknowledge that you have read and understood this Privacy Policy.

2. Company Information

Trek Me Nepal Pvt. Ltd.

Registered Office: Kathmandu, Nepal

Website: https://trekmenepal.com

Email: [email protected]

Contact no.: +977 01-5922899

Phone: +977-9767657039

3. Scope

This Privacy Policy applies to:

• Visitors to our website

• Individuals making travel inquiries

• Customers booking our tours

• Trekking and expedition participants

• Newsletter subscribers

• Business partners

• Job applicants

• Individuals communicating with us through email, social media, messaging applications, or telephone

This Policy applies regardless of the device used to access our services.

4. Information We Collect

Depending on your interaction with us, we may collect the following categories of information.

Personal Identification Information

• Full name

• Date of birth

• Nationality

• Passport information

• Visa details (where required)

• Gender (if voluntarily provided)

• Emergency contact information

• Postal address

• Billing address

• Email address

• Telephone number

Booking Information

When you reserve a trek or tour, we may collect:

• Tour selections

• Travel dates

• Group information

• Flight information

• Accommodation preferences

• Dietary requirements

• Special requests

• Equipment rental requirements

Technical Information

When using our website, we automatically collect:

• IP address

• Browser type

• Operating system

• Device information

• Language settings

• Pages visited

• Referral URLs

• Session duration

• Website interactions

• Cookie identifiers

Communication Information

We may collect:

• Emails

• Contact form submissions

• Live chat conversations

• WhatsApp or messaging communications

• Phone call records where legally permitted

5. Special Categories of Personal Data (Sensitive Information)

Adventure travel often requires collecting certain health-related information for safety purposes.

With your explicit consent, we may collect:

• Medical conditions

• Allergies

• Dietary restrictions

• Medications

• Physical limitations

• Blood group (where necessary)

• Emergency evacuation information

• Travel insurance information

• Fitness-related information

• Emergency medical contacts

We only collect information that is reasonably necessary for:

• Your safety

• Emergency response

• Trek planning

• Permit processing

• Insurance coordination

• Medical evacuation when required

We do not use health information for marketing purposes.

6. Booking Information

To organize your trip, we may collect documentation required by government authorities or travel providers, including:

• Passport copies

• Passport photographs

• Visa documentation

• Travel itineraries

• Insurance certificates

• Emergency contact details

• Permit application information

These documents may be shared only with relevant government authorities, airlines, hotels, trekking agencies, national parks, conservation areas, or other authorized entities when required for your trip.

7. Payment Information

Payments may be processed through secure third-party payment providers.

Depending on your payment method, we may collect:

• Transaction identifiers

• Payment confirmations

• Billing information

• Deposit records

• Invoice information

We do not store complete credit card numbers on our servers.

Payment processing is handled by certified payment providers that maintain their own privacy and security standards.

8. Trekking & Health Information

Because trekking involves inherent risks, we may process information necessary to protect your health and safety.

This may include:

• High altitude medical history

• Previous trekking experience

• Physical fitness information

• Emergency rescue requirements

• Helicopter evacuation coordination

• Medical treatment coordination

• Incident reports

This information may be shared with:

• Trek leaders

• Licensed guides

• Rescue providers

• Hospitals

• Insurance companies

• Government rescue authorities

Only where reasonably necessary.

9. Cookies and Similar Technologies

Our website uses cookies and similar technologies to improve your browsing experience.

Cookies may include:

• Essential cookies

• Functional cookies

• Analytics cookies

• Marketing cookies

Cookies help us:

• Remember preferences

• Improve website performance

• Analyze visitor behavior

• Prevent fraud

• Measure advertising effectiveness

You may disable cookies through your browser settings, although certain website functions may no longer operate correctly.

10. Analytics

We may use analytics services including:

• Google Analytics

• Google Search Console

• Meta Pixel

• Microsoft Clarity

• Other website performance tools

These services help us understand:

• Website traffic

• Popular pages

• User interactions

• Conversion rates

• Technical performance

Analytics providers may process certain technical information according to their own privacy policies.

11. Marketing Communications

With your consent, we may send:

• Trek updates

• Promotional offers

• Seasonal discounts

• Blog updates

• Newsletter content

• Company announcements

You may unsubscribe at any time using the unsubscribe link or by contacting us.

We do not sell your personal information to advertisers.

12. Legal Basis for Processing

Depending on your location, we process personal information under one or more legal bases:

• Your consent

• Performance of a contract

• Compliance with legal obligations

• Protection of vital interests

• Legitimate business interests

13. How We Use Your Information

We use personal information to:

• Process bookings

• Arrange permits

• Organize trekking logistics

• Confirm reservations

• Provide customer support

• Respond to inquiries

• Improve our services

• Ensure participant safety

• Comply with legal obligations

• Prevent fraud

• Process refunds

• Conduct business operations

• Send marketing communications where permitted

14. Sharing Your Information

We may share personal information with trusted service providers, including:

• Government authorities

• National park authorities

• Permit offices

• Hotels

• Airlines

• Transportation providers

• Trekking guides

• Rescue providers

• Insurance companies

• Payment processors

• IT service providers

• Website hosting companies

• Cloud storage providers

• Marketing service providers

• Legal advisors

• Accountants

• Regulatory authorities

Each recipient receives only the information necessary for their services.

We do not sell personal information.

15. International Transfers

As an international travel company, personal information may be transferred to countries outside your country of residence.

These transfers may occur when coordinating:

• Flights

• Hotels

• International payment providers

• Insurance companies

• Cloud hosting services

• Booking platforms

• Travel partners

Where required by applicable law, we implement appropriate safeguards for international transfers.

16. Data Retention

We retain personal information only as long as necessary for:

• Trip management

• Legal compliance

• Tax obligations

• Accounting requirements

• Insurance claims

• Dispute resolution

• Business recordkeeping

Retention periods vary depending on legal and operational requirements.

When information is no longer required, it is securely deleted or anonymized.

17. Security

We implement reasonable technical and organizational safeguards, including:

• SSL encryption

• Secure hosting

• Access controls

• Password protection

• Firewalls

• Staff confidentiality obligations

• Regular software updates

• Malware protection

• Backup systems

While we strive to protect your information, no method of internet transmission or electronic storage is completely secure.

18. Your Privacy Rights

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

• Access your personal information

• Correct inaccurate information

• Delete personal information

• Restrict processing

• Object to processing

• Withdraw consent

• Receive copies of your information

• Request data portability

• Lodge complaints with a supervisory authority

We will respond to applicable requests within the timeframe required by law.

19. Additional Rights for EU & UK Residents

If you are located in the European Economic Area (EEA) or the United Kingdom, you may have rights under the General Data Protection Regulation (GDPR) and the UK GDPR, including:

• Right of access

• Right to rectification

• Right to erasure

• Right to restrict processing

• Right to data portability

• Right to object

• Right to withdraw consent

• Right to lodge a complaint with your local data protection authority

20. Additional Rights for U.S. Residents

Residents of certain U.S. states may have privacy rights under applicable state laws, including the right to:

• Know what information is collected

• Request deletion

• Correct inaccurate information

• Access personal information

• Opt out of certain data processing where applicable

Where required by law, we will honor such requests.

21. Additional Rights for Canadian Residents

If you reside in Canada, we process personal information in accordance with applicable Canadian privacy legislation, including PIPEDA where applicable.

Canadian residents may request access to or correction of their personal information.

22. Children's Privacy

Our services are not directed toward children under the age of 16 without the involvement of a parent or legal guardian.

Where travel involves minors, personal information will generally be provided by a parent, guardian, or authorized group organizer.

If we become aware that personal information has been collected from a child in violation of applicable law, we will take reasonable steps to delete such information.

23. Third-Party Links

Our website may contain links to third-party websites.

We are not responsible for the privacy practices, content, or security of external websites.

Users are encouraged to review the privacy policies of those websites separately.

24. Automated Decision-Making

We do not make decisions that produce legal or similarly significant effects based solely on automated processing.

Booking decisions, customer service, and travel arrangements involve human review.

25. Changes to this Privacy Policy

We may update this Privacy Policy periodically to reflect:

• Legal changes

• Regulatory developments

• Operational improvements

• Technology updates

• Changes to our services

The updated version will always display the revised effective date.

Material changes may also be communicated through our website or by email where appropriate.

26. Contact Information

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:

Email: [email protected]
Contact no.: +977 01-5922899
Phone: +977-9767657039

27. Complaints

If you believe your personal information has been handled improperly, we encourage you to contact us first so we may attempt to resolve your concerns promptly.

If applicable under your local law, you may also have the right to lodge a complaint with your national or regional data protection authority or other competent regulatory body.

We are committed to cooperating with legitimate privacy inquiries and resolving complaints in a fair and timely manner.