PRIVACY POLICY

Effective Date: 26 July 2026

Company: Darchog Adventures Pvt. Ltd.
Website: darchogadventures.com
Location: Kathmandu, Nepal

At Darchog Adventures Pvt. Ltd. (“Darchog Adventures”, “we”, “us” or “our”), we respect your privacy and take the protection of your personal information seriously.

When you contact us, enquire about a trek or expedition, submit a booking request, use our website, or travel with us, you may share information that helps us respond to you, arrange your journey, meet official requirements and provide services safely.

This Privacy Policy explains what information we may collect, why we collect it, how we use it, when it may be shared, how we protect it and the choices available to you.

IN SHORT

We collect information that you provide to us, together with certain information that may be collected automatically when you use our website.

We use this information primarily to:

  • Respond to enquiries

  • Plan and provide trekking and expedition services

  • Arrange permits, transport, accommodation and other logistics

  • Communicate important information about your journey

  • Support safety and emergency response when necessary

  • Meet legal, regulatory and administrative obligations

  • Improve and maintain our website and services

We do not sell, rent or trade your personal information to third-party marketing companies.

We share personal information only where reasonably necessary to provide our services, meet official requirements, protect health and safety, or comply with applicable legal obligations.

1. THE LEGAL FRAMEWORK

Our handling of personal information is subject to applicable laws and regulations of Nepal. Depending on the nature of the information and the service being provided, this may include applicable provisions relating to privacy, electronic transactions, tourism operations, immigration, trekking permits and other regulatory requirements.

These may include, where applicable:

  • The Constitution of Nepal, including the constitutional right to privacy

  • The Privacy Act, 2075 (2018)

  • The Electronic Transactions Act, 2063 (2006)

  • The Tourism Act, 2035 (1978), and applicable tourism regulations

  • Applicable requirements and procedures of the Department of Immigration, Nepal Tourism Board, conservation areas, national parks and other relevant authorities

When arranging trekking and expedition services, we may also be required to process information for official permits, registrations, immigration procedures, conservation area or national park entry, and other regulatory requirements.

For international travellers, we seek to handle personal information in accordance with widely recognised privacy principles, including principles of transparency, purpose limitation, data minimisation, security and responsible handling.

This Privacy Policy does not create rights or obligations beyond those required by applicable law.

2. INFORMATION WE COLLECT

The information we collect depends on how you interact with us and the services you request.

2.1 Information You Provide to Us

When you contact us or make an enquiry, you may provide information such as:

  • Full name

  • Nationality or country of residence

  • Email address

  • Telephone number

  • WhatsApp or other messaging contact details

  • Preferred language, where relevant

  • Planned travel dates

  • Trekking or expedition preferences

  • Group size

  • Relevant trekking, hiking, camping or mountain experience

  • Fitness information relevant to planning a journey

  • Dietary requirements

  • Special requests

  • Information you choose to provide when communicating with us

You are not required to provide information that is not necessary for your enquiry. However, we may not be able to provide certain services or make appropriate arrangements without information that is necessary for that purpose.

2.2 Information Required for Confirmed Treks and Expeditions

Once you confirm a trek, expedition or other service, we may need additional information to arrange your journey and fulfil official requirements.

This may include:

Identification and Travel Documents

Where required for permits, official registrations or other lawful purposes:

  • Full legal name

  • Passport details

  • Passport number

  • Passport expiry date

  • Nationality

  • Issuing country

  • Passport bio page

  • Passport-sized photograph, where required

Personal and Contact Details

Where necessary:

  • Date of birth

  • Residential or home address

  • Emergency contact details

Emergency Contact Information

This may include:

  • Name of your emergency contact

  • Relationship to you

  • Telephone number

  • Email address

Please ensure that you have appropriate permission to provide another person's personal information to us.

Health, Safety and Insurance Information

Where relevant to the safe planning and operation of a trek or expedition, you may voluntarily provide information such as:

  • Relevant medical conditions

  • Allergies

  • Medication information

  • Previous high-altitude experience

  • Relevant physical limitations

  • Travel or medical insurance information

  • Insurance policy details

  • Emergency assistance or evacuation contact details

  • Relevant high-altitude or helicopter evacuation coverage information

We request health and safety information only where it is relevant to planning, organising or safely providing a trekking or expedition service, or responding to an emergency.

You should provide only information that is relevant and necessary for these purposes.

2.3 Payment and Financial Information

Payments may be made through bank transfers, payment platforms, card processing services or other authorised payment providers.

Where payment processing is handled by a third-party payment provider, that provider may process your payment information under its own terms and privacy policy.

Unless expressly stated otherwise, Darchog Adventures does not intentionally store full credit or debit card numbers, CVV codes or online banking credentials on our own website servers.

Please do not send complete card numbers, passwords or banking credentials to us by email, WhatsApp or ordinary messaging services.

2.4 Information Collected Automatically

When you visit our website, certain technical information may be collected automatically by the website, hosting provider, analytics services or other technologies used on the website.

Depending on the services in use, this may include:

  • IP address

  • Browser type

  • Device type

  • Operating system

  • Pages visited

  • Approximate usage information

  • Referring website

  • Date and time of visits

  • Technical information necessary for website security and functionality

The exact information collected may depend on the website services and technologies active at the time of your visit.

3. HOW WE USE YOUR INFORMATION

We use personal information for purposes that are reasonably necessary to operate our business and provide our services.

This may include:

Responding to Enquiries

We use information you provide to:

  • Respond to questions

  • Discuss trekking and expedition options

  • Provide itineraries and quotations

  • Answer questions about logistics, preparation and equipment

Planning and Providing Your Journey

We may use information to:

  • Arrange trekking and expedition services

  • Organise transport

  • Arrange domestic flights or helicopter services

  • Reserve accommodation, lodges and teahouses

  • Coordinate guides, porters and other field staff

  • Prepare operational plans

  • Organise permits and official documentation

Official Permits and Registrations

Where required, information may be used to arrange or process:

  • Trekker registration and information systems

  • Restricted Area Permits

  • National park permits

  • Conservation area permits

  • Trekking permits

  • Other official registrations and clearances

The information required depends on the specific destination, route and applicable requirements.

Safety and Emergency Response

Where reasonably necessary, relevant health, insurance and emergency information may be used to:

  • Support field safety planning

  • Assist with emergency coordination

  • Contact emergency services

  • Coordinate with rescue operators

  • Coordinate with medical professionals

  • Coordinate with helicopter operators

  • Communicate with your insurance provider or assistance company where necessary

In an emergency, information may be shared where reasonably necessary to protect life, health or safety.

Communication

We may use your contact information to send:

  • Booking information

  • Pre-trip instructions

  • Itinerary updates

  • Packing information

  • Gear advice

  • Travel and logistics information

  • Important changes affecting your journey

  • Responses to your questions

We may also send non-essential communications where permitted by applicable law. You may request that we stop sending non-essential communications at any time.

Legal and Administrative Purposes

We may process information where necessary to:

  • Comply with applicable legal obligations

  • Meet official tourism, immigration or permit requirements

  • Maintain appropriate business and financial records

  • Resolve disputes

  • Protect our legal rights

  • Prevent fraud, misuse or unlawful activity

  • Respond to lawful requests from authorities

4. HOW WE SHARE YOUR INFORMATION

We do not sell, rent, lease or trade your personal information to third-party marketing companies.

We may share relevant information with organisations and individuals where reasonably necessary to provide your services, meet official requirements, protect health and safety or comply with the law.

We aim to share only information that is relevant to the specific purpose.

Government and Regulatory Authorities

Depending on your route and the services required, information may be shared with relevant authorities and organisations involved in official procedures, which may include:

  • Department of Immigration

  • Nepal Tourism Board

  • Ministry of Culture, Tourism and Civil Aviation

  • Relevant conservation area or national park authorities

  • Other government bodies responsible for permits, registrations or official clearances

Operational Service Providers

Relevant information may be shared with service providers involved in your journey, such as:

  • Domestic airlines

  • Helicopter operators

  • Transport providers

  • Accommodation providers

  • Guides, porters and other field staff where necessary for the safe and effective operation of your journey

Emergency and Medical Services

Where necessary for an active or potential emergency, relevant information may be shared with:

  • Search and rescue teams

  • Helicopter operators

  • Medical clinics and hospitals

  • Medical professionals

  • Emergency assistance providers

  • Travel or medical insurance providers

Technology and Service Providers

We may use third-party providers for services such as:

  • Website hosting

  • Website functionality

  • Online forms

  • Email

  • Analytics

  • Security

These providers may process information on our behalf or independently under their own privacy policies, depending on the service involved.

5. WHATSAPP AND OTHER MESSAGING SERVICES

If you choose to contact us through WhatsApp, email or another third-party communication platform, information shared through that service may also be processed by the relevant platform.

Those services operate under their own terms and privacy policies.

We recommend that you avoid sending unnecessary sensitive information through ordinary messaging services.

Where you voluntarily share personal, health or travel information with us through a communication platform, we may use that information for the purposes described in this Privacy Policy.

6. COOKIES AND WEBSITE ANALYTICS

Our website may use cookies or similar technologies to support website functionality, security, analytics and performance.

Cookies may help us understand:

  • How visitors use our website

  • Which pages are visited

  • How the website performs

  • How we can improve the website experience

The specific cookies and technologies used may change over time depending on the services connected to our website.

Where applicable, you may be able to manage cookies through your browser settings or through available website cookie controls.

Disabling certain cookies may affect some website functionality.

7. HOW WE PROTECT YOUR INFORMATION

We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

Depending on the nature of the information and the systems involved, these measures may include:

  • Password-protected systems

  • Access controls

  • Limiting access to information to people who need it for legitimate business purposes

  • Secure handling of identity and travel documents

  • Reasonable security practices for digital communications and storage

  • Appropriate handling of printed documents

  • Secure disposal of documents when they are no longer required

No method of transmitting or storing information online can be guaranteed to be completely secure. While we take reasonable steps to protect information, we cannot guarantee absolute security.

8. DATA RETENTION

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, or where retention is required for legal, regulatory, accounting, operational or legitimate business purposes.

The retention period depends on the type of information and why it was collected.

Sensitive Travel and Identity Documents

Passport copies, insurance documents and similar information may be retained for as long as reasonably necessary to:

  • Complete official permits and registrations

  • Provide the relevant trekking or expedition service

  • Manage necessary post-trip administration

  • Meet applicable legal, tax or regulatory obligations

When such information is no longer required, we aim to securely delete it, anonymise it or otherwise dispose of it appropriately, subject to applicable legal and operational requirements.

Booking and Correspondence Records

We may retain booking information, enquiries and correspondence for as long as reasonably necessary for:

  • Client support

  • Record keeping

  • Accounting

  • Legal or regulatory obligations

  • Resolving disputes

  • Supporting returning clients where appropriate

9. YOUR PRIVACY RIGHTS

Depending on applicable law, you may have rights relating to your personal information.

These may include the right to:

Access

Request information about the personal data we hold about you.

Rectification

Request that inaccurate or incomplete information be corrected.

Deletion

Request deletion of personal information where it is no longer necessary for the purpose for which it was collected, subject to legal, regulatory, accounting and other legitimate retention requirements.

Withdraw Consent

Where we rely on your consent for a particular use of information, you may withdraw that consent, subject to applicable legal and operational limitations.

Withdrawing consent does not affect the lawfulness of processing that took place before consent was withdrawn.

Object to Certain Uses

Depending on applicable law and circumstances, you may have the right to object to certain uses of your personal information.

10. HOW TO MAKE A PRIVACY REQUEST

To ask about your personal information or exercise a privacy-related right, please contact us using the details below.

Please include sufficient information to help us understand your request and verify your identity where reasonably necessary.

We may need to request additional information before responding to a request involving personal data in order to protect against unauthorised disclosure.

We will consider and respond to requests in accordance with applicable law.

12. MINOR’S PRIVACY

Our website and services are not generally directed specifically at children.

Where a minor participates in a trek or expedition, we may collect information necessary to organise and safely provide the service from the parent, legal guardian or authorised adult responsible for the booking.

Parents or legal guardians should ensure that information provided about a minor is accurate and necessary for the relevant service.

13. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time.

Changes may be made to reflect:

  • Changes in applicable law

  • Changes in government or permit procedures

  • Changes to our services

  • Changes to the technology used on our website

  • Changes to our information handling practices

When we make changes, we will update the Effective Date shown at the beginning of this Privacy Policy.

We encourage you to review this page periodically for the latest version.

14. CONTACT US

If you have questions about this Privacy Policy, your personal information or a privacy-related request, please contact us.

Darchog Adventures Pvt. Ltd.
Kathmandu, Nepal

Email: info@darchogadventures.com
Website: darchogadventures.com

Questions about your information?

If you are unsure what information we hold about you, want to ask how your information is used, or have a privacy-related concern, please contact us at info@darchogadventures.com.

We will review your request and respond in accordance with applicable law.