Privacy Policy

1. About Timeless Trek & Our Services

Timeless Trek is a dedicated travel company delivering authentic, reliable, and meticulously planned journeys across the Eastern Himalayas and Northeast India. Our cross-border expertise and ground operations network ensure seamless logistics, government permit assistance, and handpicked local experiences.

Our comprehensive range of travel services includes:

• Customized Tour Packages tailored to individual interests, duration, and budgets
• Group Tours, Guided Expeditions, and Cultural Explorations
• Family Vacations, Honeymoon Getaways, and Corporate Offsites
• Hotel, Resort, and Heritage Homestay Reservations
• Mountain Transportation, Private Vehicle Hire, and Luxury Tourist Coach Rentals
• Airport and Railway Station Transfers (Bagdogra IXB, New Jalpaiguri NJP, Hasimara, Guwahati GAU, Paro PBH)
• Sightseeing Excursions and Licensed Local Guide Services
• Travel Documentation and Border Permit Assistance (including Bhutan Entry Permits, Bhutan Sustainable Development Fee [SDF] processing, and Sikkim Protected Area Permits [PAP] / Inner Line Permits [ILP])
• B2B Travel Operations and Ground Handling for Travel Agencies and Tour Operators
• Complete Travel Consultation, Route Planning, and 24/7 On-Ground Support

2. Information We Collect

To organize your travel arrangements, secure mandatory government clearances, and guarantee your safety on mountain routes, we collect and process several categories of personal information.

2.1 Personal and Contact Details

When you submit an enquiry, request a travel quotation, or confirm a booking, we may collect:

• Full legal name (as printed on your passport or government identity card)
• Primary email address and alternate email contacts
• Mobile phone number and WhatsApp contact number
• Residential address, city, state, postal code, and country of residence
• Nationality and citizenship details
• Emergency contact information (contact person's name, relationship, and telephone number)

2.2 Government Identification & Travel Documentation (Permits & Border Clearance)

Travel within sovereign Himalayan nations and protected border regions (such as Bhutan, Sikkim, and parts of Northeast India) strictly mandates prior government clearance and document verification. Depending on your chosen itinerary, we may collect:

• Passport bio-data page copies, passport number, issue date, and expiry date (mandatory for international visitors, Bhutan travel, and Nepal entries)
• Government-issued photo identification (such as Indian Voter ID or Passport where applicable for Indian citizens entering Bhutan or Sikkim)
• Recent passport-sized digital photographs for permit applications
• Visa copies or visa application details for Bhutan Sustainable Development Fee (SDF) registration
• Inner Line Permit (ILP) and Protected Area Permit (PAP) application forms for regulated zones in Sikkim and Arunachal Pradesh
• Birth certificates or relationship proof for minor children traveling with parents or legal guardians

2.3 Travel Preferences & Itinerary Logistics

To personalize your itinerary and ensure comfort throughout your journey, we collect:

• Intended travel dates, preferred tour duration, and destination choices
• Flight or train arrival and departure details (flight numbers, scheduled arrival times, station codes)
• Accommodation preferences (hotel category, room configuration: single, double, twin, or family suite)
• Special dietary preferences, food allergies, or fasting requirements
• Physical mobility restrictions, high-altitude health considerations, or medical prerequisites relevant to mountain terrain
• Special occasion details (anniversaries, birthdays, honeymoons) if special arrangements are requested

2.4 Payment & Billing Information

When making an advance deposit, tour payment, or balance settlement, we collect billing details necessary to issue formal tax invoices and verify transactions:

• Billing name, company name (for corporate or B2B bookings), and billing address
• Goods and Services Tax Identification Number (GSTIN) for tax-exempt or business invoices (where applicable)
• Transaction reference numbers, Bank UTR numbers, payment dates, and payment receipt screenshots

2.5 Technical Information & Website Diagnostics

When you access our static website, our web servers automatically log standard technical data, including:

• Internet Protocol (IP) address and approximate geographic region
• Browser type, version, language settings, and operating system
• Device type (mobile, tablet, desktop) and display resolution
• Referring website, pages viewed, time spent per page, and access timestamps
• Server access logs and error logs used strictly to ensure site uptime, performance, and security

3. How We Collect Your Information

We collect information through transparent, authorized channels:

• Direct Inquiries: When you complete our website contact forms, customized trip planning forms, or reach out via email.
• Direct Messaging & Calls: When you converse with our travel specialists via WhatsApp, telephone, or during in-person visits to our Jaigaon office.
• Booking Confirmations: When you confirm a tour quotation, provide guest lists, and submit identity documents for booking vouchers and rooming lists.
• B2B Travel Partners & Agencies: When travel agents, tour operators, or corporate clients book travel packages or ground handling services on your behalf with your authorization.
• Regulatory Filings: When documents are submitted to facilitate government entry permits, SDF fee payments, or protected area clearances.

4. How We Use Your Information

We process your personal data strictly for legitimate travel-related purposes:

• Itinerary Execution & Bookings: Securing hotel rooms, homestays, private vehicles, mountain drivers, native guides, monument entry tickets, and specialized activities.
• Official Permit & Visa Processing: Applying for official Bhutan entry permits, facilitating the Bhutan Sustainable Development Fee (SDF) remittance through authorized departmental portals, and procuring Sikkim Protected Area Permits (PAP) / Inner Line Permits (ILP).
• Travel Coordination & Updates: Sharing travel confirmations, flight/train pickup schedules, driver contact details, weather advisories, packing recommendations, and itinerary adjustments.
• Safety & Emergency Support: Coordinating immediate assistance in the event of high-altitude illness, roadblocks, landslides, vehicle breakdowns, flight cancellations, or medical emergencies.
• Billing & Financial Compliance: Processing advance payments, issuing GST-compliant tax invoices, managing cancellations/refunds in accordance with our policies, and complying with statutory audit requirements.
• Customer Support & Quality Control: Responding promptly to your queries, handling service feedback, and improving our destination offerings.
• Fraud Prevention & Legal Compliance: Safeguarding against fraudulent bookings, unauthorized transactions, identity misuse, and adhering to applicable regional and national regulations.

5. Legal Basis for Processing

Our collection and processing of your personal information is grounded in the following lawful bases:

• Performance of a Contract: Processing is required to prepare your travel quote, execute your booking agreement, and deliver agreed-upon travel services.
• Legal & Regulatory Obligations: We are legally mandated to furnish traveler information for border entry compliance, foreign national registrations (such as Hotel Form C in India), immigration clearances in Bhutan, and tax statutory records.
• Vital Interests & Safety: In urgent medical or rescue situations across remote Himalayan altitudes, sharing guest details with medical professionals and rescue agencies is vital.
• Legitimate Interests: To maintain secure digital operations, manage business relationships, prevent fraud, and enhance our service standards.
• Explicit Consent: Where you voluntarily provide sensitive information—such as dietary restrictions or physical limitations—to allow us to tailor your travel experience safely.

6. Information Sharing & Disclosure

We do not sell, lease, trade, or monetize your personal information to third-party advertisers or data brokers under any circumstance.

We disclose personal information exclusively to trusted entities strictly necessary to execute your travel arrangements:

• Hospitality Partners: Hotels, resorts, guest houses, and homestays require guest names, contact details, and ID verification for check-in registration and local police reporting.
• Transport Operators & Chauffeurs: Dedicated mountain drivers and fleet partners receive passenger names, pickup locations, and schedule information to ensure timely transit.
• Licensed Tour Guides: Government-certified guides receive passenger group details to manage daily sightseeing schedules, permits, and border checkpoints.
• Government & Border Authorities: Official immigration departments (e.g., Department of Immigration - Royal Government of Bhutan, Tourism Council of Bhutan, Sikkim Tourism Department, and Indian border checkposts) receive passenger manifests and identity documents strictly for statutory entry permits.
• Secure Financial Processors: Regulated payment gateway partners (such as Razorpay) and authorized banking networks to authenticate and settle transactions.
• Emergency & Medical Services: Local clinics, hospitals, emergency response personnel, and travel insurers if an unexpected medical or safety emergency arises during your tour.
• Law Enforcement & Statutory Bodies: Where required by valid court order, subpoena, law enforcement inquiry, or statutory reporting guidelines.

7. Cross-Border & International Data Transfers

Because Timeless Trek specializes in international travel across India, Bhutan, and Nepal, fulfilling your itinerary may require transferring your personal data and identification documents across international borders to authorized hospitality providers and government immigration portals in the Kingdom of Bhutan or Nepal.

All cross-border transfers are conducted securely and solely to the extent necessary to secure your official travel permits, visas, hotel bookings, and ground logistics in compliance with destination laws.

8. Data Retention Policy

We retain personal information only for as long as necessary to accomplish the travel objectives for which it was gathered, fulfill legal and accounting requirements, and resolve potential disputes:

• Active Booking & Tour Execution Data: Kept throughout the planning, booking, and active journey phases.
• Post-Tour Records: Retained for a reasonable operational period (typically up to 12 months) to assist with lost property inquiries, post-tour support, or repeat bookings.
• Government Identity Scans & Permit Files: Scanned copies of identity documents provided exclusively for permit issuance are stored securely during the trip cycle and systematically archived or deleted once government clearances and audit periods lapse.
• Financial & Invoicing Records: Tax invoices, booking vouchers, and payment records are maintained for statutory retention durations as prescribed by Indian tax laws (typically up to 7–8 years).

9. Data Security & Protection Safeguards

Timeless Trek employs strict administrative, organizational, and technical precautions to safeguard your personal data against unauthorized access, loss, alteration, or disclosure:

• Encrypted Web Transmissions: Standard HTTPS/TLS encryption across our entire website to secure data transmitted between your browser and our servers.
• Role-Based Access Controls: Guest documentation and travel files are accessible only by authorized tour coordinators, permit desk specialists, and operations managers who require access to execute your tour.
• Secure Document Handling: Digital copies of sensitive identity credentials are kept in protected, access-restricted storage repositories.
• Third-Party Vendor Due Diligence: We partner with established, reputable hoteliers, licensed transporters, and regulated financial institutions who observe robust data privacy practices.

Please note that while we implement rigorous security measures, no data transmission over the Internet or cellular networks can be guaranteed completely invulnerable. We urge travelers to exercise discretion when transmitting sensitive documents.

10. Your Privacy Rights & Choices

As a traveler and consumer, you possess specific rights regarding your personal information:

• Right of Access: You may request details of the personal data we hold about you and your booking.
• Right to Rectification: You may request the correction of inaccurate, outdated, or incomplete details (e.g., spelling of names, updated contact phone numbers).
• Right to Erasure / Deletion: You may request the deletion of your personal data when it is no longer required for the purpose it was gathered, subject to statutory tax, legal, and government regulatory obligations.
• Right to Restrict or Object: You may opt out of receiving promotional travel newsletters, seasonal package highlights, or marketing communications at any time.

To exercise any of these rights, please email us directly at timelesstrek.bhutan@gmail.com with your booking reference or contact details.

11. Children's Privacy

Timeless Trek takes immense pride in organizing memorable, safe family vacations across Bhutan, Sikkim, and the Northeast. However, we do not knowingly solicit or collect personal information directly from children under the age of 18 without verified parental or legal guardian consent.

Details concerning minor travelers (such as full name, date of birth, and identity documentation) are gathered exclusively from parents, legal guardians, or authorized group leaders for hotel rooming arrangements, child fare eligibility, and government permit requirements.

12. Cookies & Website Analytics

Our website is engineered with modern, high-performance static architecture. We utilize only essential and functional cookies necessary for site stability, layout rendering, and anonymous session telemetry.

We do not deploy intrusive behavioral advertising trackers, nor do we track your activities across third-party websites. You can manage or disable cookies through your web browser settings, although certain website features may operate with reduced responsiveness.

13. Third-Party Links & External Portals

Our website may contain links to external websites, such as official government tourism portals, weather forecast resources, flight trackers, or map applications.

Please be aware that Timeless Trek does not govern and is not responsible for the privacy practices, content, or policies of external websites. We encourage you to review the privacy statements of any third-party website you choose to visit.

14. Updates to This Privacy Policy

We may update this Privacy Policy from time to time to accommodate changes in our travel operations, emerging destination regulations, border authority protocols, or legal requirements.

Any updates will be published directly on this page with an updated "Effective Date". Your continued use of our website or services following such revisions constitutes your acceptance of the updated Privacy Policy.

15. Contact Us & Privacy Enquiries

If you have any questions, concerns, or requests regarding this Privacy Policy, your personal data, or our travel documentation handling procedures, please reach out to our dedicated operations desk:

For travel inquiries, booking cancellations, or itinerary modifications, our team is available six days a week from our Jaigaon headquarters.

Related Travel Policies & Links

• Terms & Conditions
• Refund & Cancellation Policy
• Contact Our Travel Desk