This Privacy Policy explains how Alpine Luxury Treks Pvt. Ltd. (“Alpine Luxury Treks”, “we”, “us”, “our”) collects, uses, shares, and protects your personal information when you use our website, contact us, or travel with us.
By using our website, submitting an enquiry, or making a booking, you agree to the terms of this Privacy Policy. If you disagree, please do not use our website or services.
WHO WE ARE
Alpine Luxury Treks Pvt. Ltd. is a Nepal-based travel company specialising in tailor-made journeys, treks, and pilgrimages in Nepal and selected Himalayan regions. We design and coordinate travel services in collaboration with a carefully selected network of partners.
For applicable data protection laws, Alpine Luxury Treks is the “data controller” of the personal information we collect and use.
SCOPE OF THIS POLICY
- This Privacy Policy applies to:
- Our website and any related domains we operate.
- Enquiries and communications by email, phone, messaging apps, or online forms;
- Travel bookings and travel services we arrange or operate.
This Policy does not apply to third-party websites, apps, or services that may be linked from our site. Those are governed by their own privacy policies, which we encourage you to review.
PERSONAL INFORMATION WE COLLECT
We collect different types of personal information depending on how you interact with us.
Information You Provide Directly
When you contact us, request a quotation, sign up for updates, or book a trip, we may collect:
- Your name, title, and contact details (email address, phone number, postal address).
- Date of birth, nationality, and passport details.
- Travel preferences, interests, and special requests.
- Health or dietary information relevant to your trip (for example, allergies, mobility needs, medical conditions, where you choose to provide this).
- Insurance details were relevant to your itinerary.
- Payment-related information (for example, proof of bank transfer). If card payments are processed via a third-party payment gateway, we do not store your full card details.
- Copies of documents you choose to provide (such as passport copies, visas, insurance certificates);
- Any other information you include in enquiry forms, emails, feedback, or reviews.
Information Collected Automatically
When you visit our website, we may automatically collect:
- IP address and approximate location.
- Device and browser type, operating system, and language settings.
- Pages visited, date and time of visits, time spent on each page, and clickstream data.
- Information collected through cookies and similar technologies (see Section 7).
Information from Third Parties
We may receive information about you from:
- Travel agents, advisors, or group organisers who act on your behalf.
- Family members, colleagues, or friends who include you in their booking.
- Our trusted local partners and suppliers (for example, booking confirmations or incident reports where relevant).
Where someone else provides us with your details, we assume they have your consent to do so.
HOW WE USE YOUR PERSONAL INFORMATION
We use your personal information for specific, lawful purposes, including:
To Provide Our Services
Responding to your enquiries and preparing tailored proposals.
- Creating, managing, and confirming your booking.
- Arranging flights, hotels, transport, guides, permits, and other travel services.
- Communicating with you before, during, and after your journey.
- Handling changes, cancellations, and on-trip support needs.
To Comply with Legal and Regulatory Obligations
- Processing data required for visas, permits, security, and border formalities.
- Meeting tax, accounting, record-keeping, and reporting requirements.
- Responding to lawful requests from public authorities or courts.
To Manage Our Relationship with You
- Sending pre-departure information and practical updates.
- Requesting feedback and reviews after your trip.
- Handling complaints, disputes, or claims.
For Marketing and Service Updates (Where Permitted)
- Sending curated news, trip updates, or offers we think may be relevant to you.
- Sharing travel inspiration and information aligned with your interests.
You can opt out of marketing communications at any time by using the “unsubscribe” link in our emails or by contacting us directly. Operational messages about your booking are not considered marketing and will continue as needed.
For Security, Risk Management, and Improvement
- Protecting our website, systems, and business against fraud, misuse, or unauthorised access.
- Monitoring website performance and user behaviour (on an aggregated basis) to improve design and content.
- Analysing how our services are used so we can refine itineraries and service quality.
LEGAL BASES FOR PROCESSING (WHERE APPLICABLE)
In some regions (such as the European Economic Area or the United Kingdom), we must identify the legal bases on which we process personal data. Depending on the context, we may rely on:
- Performance of a contract – where processing is necessary to create and deliver the travel services you have requested.
- Legal obligation – where we must process your data to meet legal or regulatory requirements (for example, tax, immigration, safety).
- Legitimate interests – where we have a reasonable business interest in processing your data (for example, to improve our services, ensure security, or manage risk) and your rights do not override such interests.
- Consent – particularly for certain types of marketing and for processing sensitive information (such as health details) where required.
Where processing is based on your consent, you may withdraw that consent at any time. This will not affect the lawfulness of any processing carried out before you withdrew consent.
HOW WE SHARE YOUR PERSONAL INFORMATION
We respect your privacy and only share your personal information where necessary and appropriate. We may share information with:
- Service providers involved in your travel arrangements, including airlines, hotels, transport companies, guides, local partners, and permit or visa authorities.
- Payment service providers and banks must process payments and protect against fraud.
- Professional advisors such as accountants, auditors, or legal counsel were required for our business.
- IT and system support providers who help us operate our website, communication tools, and booking systems, under appropriate confidentiality obligations.
- Public authorities, immigration and border agencies, or law enforcement, where we are legally required to do so, or where disclosure is necessary to protect your vital interests or those of others.
We do not sell your personal information to third parties.
As we are based in Nepal and work with partners worldwide, your personal data may be transferred to and processed in countries other than your country of residence. We take reasonable steps to ensure that appropriate safeguards are in place and that your data is treated securely and in accordance with this Privacy Policy.
COOKIES AND SIMILAR TECHNOLOGIES
Our website may use cookies and similar technologies to:
- Enable core website functions and security.
- Remember your preferences and improve your browsing experience.
- Please help us understand how visitors use our site so we can improve content and layout.
- Support basic analytics and, where used, limited marketing or performance tracking.
Cookies are small text files stored on your computer or mobile device. You can control or delete cookies through your browser settings. If you choose to turn off certain cookies, some features of our website may not function as intended.
Where required by law, we will display a cookie notice and, if applicable, obtain your consent for non-essential cookies.
DATA RETENTION
We retain your personal information only for as long as reasonably necessary to:
- Provide the services you have requested.
- Comply with legal, accounting, and regulatory requirements.
- Resolve disputes and enforce our agreements.
- Maintain records of our relationship with you.
Retention periods vary depending on the type of data and the context. For example:
- Booking and invoicing records may be retained for a specified period, as required by tax and accounting laws.
- Copies of passports, visa,s and permits may be retained only for as long as needed for the trip and any short legal retention period.
- Marketing contact details may be kept until you opt out or until they are no longer needed for the purpose for which they were collected.
When personal information is no longer required, we will securely delete it or anonymise it so that it can no longer be linked to you.
HOW WE PROTECT YOUR INFORMATION
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, misuse, or alteration. These measures may include:
- Limiting access to personal data to staff and partners who need it to perform their role.
- Using secure systems and communication channels where appropriate.
- Maintaining internal policies and staff awareness on confidentiality and data protection.
While we strive to protect your data, no method of transmission or storage can be guaranteed entirely secure. We aim to maintain a level of security commensurate with the nature of the information and the associated risks.
YOUR RIGHTS
Depending on your country of residence and applicable law, you may have certain rights in relation to your personal information, which can include:
- Right of access – to request a copy of the personal data we hold about you;
- Right to rectification – to ask us to correct inaccurate or incomplete information.
- Right to erasure – to request deletion of your data in certain circumstances.
- Right to restrict processing – to ask us to limit how we use your data in specific situations.
- Right to object – to object to certain types of processing, including direct marketing.
- Right to data portability – to request that specific data be provided in a structured, commonly used format or transferred to another provider, where technically feasible.
- Right to withdraw consent – where processing is based on your consent.
To exercise any of these rights, please contact us using the details in Section 12. We may ask you to verify your identity before responding to your request. Some rights may be limited where we need to retain data to comply with legal obligations or to establish, exercise, or defend legal claims.
CHILDREN’S PRIVACY
Our services are designed primarily for adults. We do not knowingly collect personal information from children without the consent of a parent or legal guardian, except where such information is necessary to arrange family travel and is provided by the adult responsible for the booking.
If you believe that a child has provided personal information to us without obtaining the necessary consent, please get in touch with us, and we will take reasonable steps to remove such data as required.
CONTACTING US
If you have any questions, requests, or concerns about this Privacy Policy or how we handle your personal information, please contact:
Alpine Luxury Treks Pvt. Ltd.
Kathmandu, Nepal
Email: info@alpineluxurytreks.com
Phone: +977 98510 13 196
Please include your name, contact details, and a brief description of your enquiry or request. We will aim to respond within a reasonable period.
