Overview & Information We Collect
Best Treks Nepal Pvt. Ltd. ("we," "our," or "the Company") operates licensed mountaineering, trekking, and eco-tourism expeditions in Nepal (Govt. Registration #1482 / Department of Tourism). This Privacy Policy explains our practices regarding the collection, handling, and storage of personal information when you use our website or book an expedition with us.
To deliver safe, compliant, and seamless high-altitude trekking logistics, we collect the following categories of information:
- Contact & Identification Data: Full legal name, nationality, email address, WhatsApp/mobile telephone numbers, and residential address.
- Travel & Logistics Details: Arrival/departure dates, flight numbers, dietary requirements, and room preferences.
- Official Permit Documents: Passport bio-page copies, passport numbers, expiry dates, and passport-size photographs required by the Government of Nepal.
- Health & Altitude Fitness Records: Relevant high-altitude medical history, asthma, allergies, or chronic conditions to enable emergency Sherpa evacuation planning.
How We Use Your Information (Permits & Mountain Flights)
Operating expeditions in Nepal's protected national parks and restricted frontiers requires formal coordination with government ministries and civil aviation authorities. Your data is used exclusively for the following operational needs:
| Data Type | Purpose & Authority | Retention Period |
|---|---|---|
| Passport Bio-Data | Department of Immigration (Restricted Area Permits for Manaslu, Mustang, Dolpo) & TIMS Clearance. | Duration of trip + 90 days legal archive |
| Full Legal Name | Lukla, Pokhara, & Jomsom Domestic Flight Ticket issuance (CAAN). | Until flight completion |
| Medical / Insurance | Helicopter rescue dispatch clearance (HRA & Insurance providers). | Duration of expedition |
Passport & Sensitive Health Information Protection
Passport files and medical records are classified as Restricted Confidential within our agency. All uploaded documents are encrypted using AES-256 encryption at rest and transferred via TLS 1.3 encrypted connections.
Access is restricted strictly to authorized permit dispatch officers and the appointed Lead Expedition Guide. Unencrypted document sharing via unsecured public channels is prohibited by company compliance protocols.
Payment Security & 15% Deposit Processing
Best Treks Nepal does NOT store or retain credit card CVV codes or complete card numbers on our internal web servers.
- Credit / Debit Card Deposits: Processed directly via PCI-DSS Level 1 certified international payment gateways with 256-bit SSL encryption.
- Direct SWIFT Bank Wires: Handled directly through institutional banking channels (Standard Chartered / Himalayan Bank Kathmandu HQ).
- Cash On Arrival: Receipts and currency declaration vouchers are issued directly at our Thamel headquarters upon arrival.
Third-Party Data Sharing & Operational Disclosures
We never sell, rent, or trade your personal information. Disclosures are limited strictly to certified logistics partners required to execute your trek safely:
- Nepal Tourism Board (NTB) & TAAN: For issuance of Trekkers' Information Management System (TIMS) cards.
- Sagarmatha / Annapurna / Langtang National Park Checkposts: For entry permits and environmental conservation logs.
- Domestic Aviation Carriers: Tara Air, Summit Air, and Sita Air for scheduled mountain flight manifests.
- Emergency Air Rescue Services: Helicopter charter operators and mountain physicians in the event of acute altitude sickness (AMS) or trauma evacuation.
Data Retention & Right to Erasure
We retain personal data only as long as necessary to fulfill the trip itinerary, comply with tax laws of Nepal, and maintain legal liability records.
Following trip completion, travelers may request complete deletion of their passport files and personal archives by writing to privacy@besttreksnepal.com. Requests are executed within 14 business days.
Cookies & Analytics
Our website uses technical cookies to ensure the proper functioning of the Quick Booking engine, remember currency preferences, and gather anonymized traffic analytics (e.g. page loading speeds, device resolutions).
You can disable non-essential cookies at any time through your web browser settings without losing access to trek itineraries and guides.
International Travelers' Privacy Rights (GDPR & CCPA)
If you reside in the European Union (EU), United Kingdom, Switzerland, Canada, or California, you enjoy legal rights under GDPR and CCPA regulations, including:
- Right of Access: Request a full copy of the personal data held about you.
- Right to Rectification: Request correction of inaccurate contact or passport records.
- Right to Data Portability: Receive your booking archives in a structured, machine-readable format.
- Right to Object: Opt-out of non-essential informational newsletters and updates at any time.
Data Protection Officer & Inquiries
If you have any questions about this Privacy Policy, wish to exercise your data protection rights, or need assistance with your personal records, please reach our Data Protection Officer:
Need Assistance With Your Data?
Contact our dedicated Data Privacy Desk directly. We respond to all formal data inquiries within 24 hours.