MOUNTAIN PLANNER ADVENTURES INC;

 PRIVACY NOTICE

Last Updated: April, 2024. 

We recognize the importance of privacy protection. Our policy for dealing with personal disclosed information while visiting our website is explained below.  The information we receive will be strictly confidential.

This privacy notice (the “Privacy Notice” or the “Notice”) explains how Mountain Planner Adventure Inc.processes and handles personal information when you confirm a trip with us, inquire about arranging a trip with us, visit our website, or receive any related products or services from us.

Your privacy matters to us and we take our data protection and privacy responsibilities seriously. We follow the practices described in this notice and treat your personal information in conformity to applicable law in the places where we operate.  We may provide additional data privacy notices specific to certain products, practices, or regions. Any such additional notices are to be read in co-occurrence with this notice.

We may change this privacy policy notice from time to time. If we make changes, we will revise the date at the end of this policy and, in some cases, we may provide you with additional notice (such as adding affirmation to our website or sending you a notification). We encourage you to review this privacy policy regularly to stay informed about our information practices and the choices available to you.

THE INFORMATION WE COLLECT FROM YOU

1. information do we collect from you?

We collect information from you by through your direct submission by e-mail and inquire about booking one of our trips. This information may be collected via our website, in speaking with a third-party travel agent or in working with one of our sales agents. Depending on which of our services you’re inquiring about, we will typically collect the following:

1.1 Your name, email address, phone number and home address,

Once you have booked a Trip with us, we need additional information to prepare you  for your adventure as a part of a process we call “Okay-to-Go”. This is needed in part, to  verify your identity, assess suitability of the selected trip, provide notices and updates to you about your trips, and to process your payment. The information we require for the ‘Okay-to-Go’ process includes:

• Next of kin, Gender, Travel insurance details, Residency, Emergency contact information, ISIC information (where applicable), Payment information, Nutrition preferences, Passport details (where applicable) a scanned copy of your passport, information required for a permit’s application (where applicable) 
• Health and medical information such as pre-existing medical conditions, and special requirements concerning medication that may impact your ability to safely participate in the trip. 

We may also collect the personal information of co-travelers whose information you provide us on their behalf as a part of the booking process. By providing us with personal information about others, you certify that you have permission to provide that information to Mountain Planner Adventure for the purposes described in this notice, and that they have read and understood how it applies to them.

When you place a call to us to inquire about purchasing a trip, to ask questions or to resolve an issue, that call may be recorded and / or monitored for quality control, training, and customer service purposes. In so doing, we may collect information such as the identity of the caller, the date and time of the call, and the subject matter of the call. 

2) Why do we collect and how do we use your personal information?

We request such personal information in order that we can provide our users with the very best possible service, and we use such information in the following ways:
To improve the products and services that we offer,  for internal records, and  to contact you from time to time with promotional information.
We may also use your personal information in order to contact you, by telephone, e-mail, fax or by mail, and for market research. 
Please note that we will not rent or sell any personal information relating to you. Ever. To anyone.
We retain your data for as long as we believe you to be interested in our trips. If you would like us to remove your data from our database, you may ask us to do so at any time.

2.1, To provide, improve, and develop our trips and any related services

Our primary use of your personal information is to arrange and provide you the trips you have booked and any associated services connected to delivering these Treks. Some examples of the use of your personal information include:

2.2, To comply with our legal obligations and to carry out the administration of our business

In certain limited instances, we may require to use your personal information to comply with our legal obligations, for example, to comply with local laws in the countries you visit on Treks. We may also use your personal information to conduct the internal administration of our business such as to carry out internal accounting.

2.3 To provide, personalize, measure and improve our advertising and marketing

We also may use your personal information to tell you about our treks, special offers, and related products and services. Such marketing purposes include:

Promotions for these products and services may be offered by us or our brand partners.

3) How do we share your personal information?

There are a few different circumstances where we may share your personal information with a third party. No matter what, we take great care in ensuring that our business partners & third parties with whom your information may be shared, will treat it with the same degree of a care and attention that we do. We will not sell, distribute, or otherwise share your personal information unless we have your permission and consent, or are required or permitted by law to do so. We may share your personal information or other information we have collected about you in connection with the following purposes:

•  Where you provide consent, we share your information as described at the time of consent, such as when authorizing a third-party application to access your account, when using a third-party payment processor to process a payment or when participating in Mountain Planner Adventures’ promotional activities.

•  We share personal information with affiliated and unaffiliated service providers to help us run our business and to provide you with the services you direct us to provide. This includes service providers that help us: Provide accommodations, provide transportation, provide activities on trips, sell treks and confirm which services you have requested (e.g. travel agencies and our branded partners). We share your information internally with employees who have a need to know, and with our internal contractors which include our Chief Experience Officers. These providers are contractually bound to keep personal information confidential, secure, and to use it only for the purposes for which we disclose it to them. In some cases, we may share your personal information with government authorities (e.g. for issue the special and restricted area permits).
•  We also use a range of third parties to help us operate, provide, improve, customize and market our treks and services. These include IT service providers who provide things such as website development, technology hosting (for example, to enable functionality of the website), maintenance, backup and storage, along with payment processing and other related services. Additionally, we work with a network of partners (both affiliated and unaffiliated) who help us market and promote our trips, who send marketing materials on our behalf, who generate leads and resell our services.
•  If Mountain Planner Adventures undertakes or is involved in any merger, acquisition, reorganization, sale of assets, bankruptcy, or insolvency event, then we may sell, transfer, or share some or all of our assets, including your information in connection with such transaction or in contemplation of such transaction (e.g. for due diligence purposes).

Service providers & business partners that process personal information on our behalf do so for our purposes only, and must agree to certain privacy obligations in their contracts with us. These include complying with privacy laws, safeguarding the personal information, and only processing that information under our direction for permitted purposes.

 4) Your rights

You have the right to access, update, and correct inaccuracies in your personal information in our custody and control, subject to certain exceptions prescribed by law. A more fulsome description of these rights is as follows:

You may exercise these rights by contacting our privacy officer via the method described in the following section. We will only perform the activities outlined above to the extent that such activities will not contravene our legal or security interests or the privacy interests of other persons.

Your exercising of these rights may impede our ability to provide you the services you have contracted for or may make it impossible. We will always communicate with you about any consequences of actioning your requests before proceeding, or give you written reasons for any refusal.

5) How we handle emails?

We will preserve the contents of any email message that you send us if we believe that we have a legal requirement to do so. Emails sent to or from ‘’Mountain Planner Adventures’’ are routinely monitored for quality control, systems administration and legal compliance purposes.

6) Photos and videos taken while travelling on a Trip

While on a trip, photos or videos may be taken by other travelers or by one of our representatives that may contain you or your likeness and which may constitute personal information. Any photos or videos taken by a one of our representatives will not be used for marketing purposes without your prior knowledge and permission. We take care in handling and collecting your personal information, but we are not responsible for other travelers on your Trip who may take your photos and videos without your permission.

Occasionally, a professional photographer may be scheduled on your trip for the purposes of taking pictures and videos to be used for promotional purposes. In such instances, we will present you with consent and waiver form that you will have the option to accept or decline prior to your trip departure.

7) How to contact us?

We treat privacy matters seriously. If you have any concerns or questions, we invite you to contact our Privacy Officer.

You may do so by mail or e-mail. By mail you may reach us at:

Kevin Ray: Privacy Officer/Manager
Mountain Planner Adventure Inc,
Lazimpat Rd;
Kathmandu, Nepal
44600
By e-mail you may reach us at: info@mountainplanner.com
We may contact you within a reasonable time frame after receiving your inquiry to verify who you are, or to ask any follow up questions we may have to better understand your inquiry.

8) Security

We treat the security of information provided by our clients with the greatest importance. However, you should be aware that there are always security issues surrounding the transmission of data on the Internet. We assure our clients that we use all available methods to ensure the privacy of your personal information, but we cannot guarantee 100% security. We have implemented firewalls, data encryption systems and other security measures in order to provide the highest level of security.