Skip to content
Adaan Travels & Expedition

Privacy Policy

We collect less about you than most travel companies and we keep it for a shorter time. This policy sets out exactly what we hold, why we need it, who else sees it and how to get it back or have it deleted.

Last updated 1 September 2026

1. What we collect

We ask for four kinds of information, and each one exists for a reason we can point at:

  • Contact details — your name, email address, phone or WhatsApp number and country. Used to answer your enquiry, confirm your booking and reach you before departure.
  • Passport details — a copy of the photo page, your passport number, date of birth, nationality and Nepal visa details. Required by government offices to issue TIMS cards, park entry permits and restricted area permits in your name. We cannot file a permit without it.
  • Medical notes — any condition, medication, allergy or altitude history you tell us about, plus dietary requirements. Shared with your lead guide so decisions on the hill are made with the facts.
  • Emergency contact — the name, relationship and phone number of someone to call if you are hurt, evacuated or out of contact.

If you book through the website we also store the booking reference, the itinerary and what you paid. If you create an account we store a hashed password, which nobody at the agency can read.

We do not sell data, we do not run advertising trackers, and there are no third-party scripts or fonts loaded from outside this server on any page of this site.

2. Why we hold it

To perform the contract you have with us: to plan and run your trek, file your permits, book your domestic flights and lodges, and invoice you correctly.

To protect your vital interests: so that a guide, a rescue helicopter or a hospital in Kathmandu can act on accurate information when it matters most.

To meet legal obligations: Nepali tourism and tax law requires us to keep records of trekkers, permits filed and payments received.

To reply to you: if you send the contact form or message the desk, we keep the correspondence so the next person who picks it up has the history.

3. Who else sees it

Only the parties who need it to get you up the mountain and back:

  • Government permit offices — the Nepal Tourism Board, the Department of Immigration, and national park and conservation area authorities receive the passport details required for the permits on your route.
  • Your guides and crew — the lead guide sees your name, emergency contact and any medical notes. Nothing else.
  • Insurers and medical providers — in an emergency we give your insurer, a rescue operator or a treating hospital whatever they need to help you.
  • Airlines and lodges — your name and, for domestic flights, your passport number and weight declaration as required by the carrier.

We never pass your details to marketing companies, data brokers or other agencies. We do not transfer data outside Nepal except where you have asked us to book something abroad on your behalf.

4. How long we keep it

Medical notes and emergency contacts are deleted within 90 days of your return, unless there was an incident that may lead to an insurance claim.

Passport copies are deleted within 12 months of the permits being closed out. We keep the permit numbers themselves, because the issuing offices require us to.

Booking records, invoices and tax documents are kept for seven years, which is the retention period Nepali tax law imposes on us.

Enquiries that never became bookings are deleted after 24 months.

5. Your rights

You can ask us at any time to:

  • send you a copy of everything we hold about you;
  • correct anything that is wrong — a misspelt passport name is worth fixing before a permit is filed;
  • delete what we are not legally required to keep;
  • stop sending you anything that is not directly about a booking.

Write to expeditions@your-domain.com or call the office. We answer within 30 days, and there is no charge. If you have an account on this site you can also update your own contact details at any time from your account page.

6. Security and cookies

The site runs over HTTPS. Passwords are stored only as salted hashes. Passport scans live on a restricted internal share that only the permit desk can open, and they are removed on the schedule above.

We set two cookies: one to keep your session signed in, and one to protect forms against cross-site request forgery. Both are strictly necessary, neither tracks you between sites, and there is no analytics or advertising cookie anywhere on this site.

If a breach ever affects your personal data, we will tell you what happened, what was exposed and what we are doing about it — directly, and without waiting to be asked.

Questions about this policy

Adaan Travels & Expedition, Thamel Marg, Kathmandu 44600, Nepal — Govt. Regd #NTB-7812. Write to expeditions@your-domain.com or call +977 1-4441234, 06:00 to 22:00 Nepal time. We would far rather answer a question now than argue about a clause later.

Contact the Kathmandu desk