Privacy Policy
BIOCOS UK CIC Privacy Policy
Website: www.nepaltours.co.uk
Effective date: 9 September 2026
Data controller: BIOCOS UK CIC, 21 Tongham Road, Runfold, Farnham, Surrey, GU10 1PH
Email: rosey@biocosnepal.co.uk
1. About this Privacy Policy
BIOCOS UK CIC respects your privacy and is committed to protecting personal information collected through our website, tour enquiries and bookings, fundraising activities and other interactions with us. This Privacy Policy explains what personal information we may collect, why we use it, how we protect it, when we share it and the rights you have.
2. Information we may collect
Depending on how you interact with us, we may collect your name and contact details; booking and tour information; payment and transaction information; information needed to arrange accommodation, transport, permits and other tour services; dietary, accessibility, medical or other information you choose to provide where necessary for safety or delivery of a tour; correspondence and enquiries; fundraising or event information; and technical information about website use, including cookie and analytics information.
3. How we use personal information
We may use personal information to respond to enquiries; process and administer tour bookings; arrange tour logistics and services; communicate with participants before, during and after tours; process payments and refunds; administer fundraising events; maintain financial and business records; improve and secure our website; understand website usage through analytics; meet legal and regulatory obligations; and protect the rights, safety and security of BIOCOS UK CIC, participants and others.
4. Lawful bases for processing
We will use an appropriate lawful basis under applicable data protection law. Depending on the circumstances, this may include taking steps at your request before entering into a contract or performing a contract; compliance with a legal obligation; our legitimate interests where these are not overridden by your rights; and consent where required or relied upon.
5. Tour safety and special-category information
Some tours may require information about dietary requirements, accessibility needs, medical conditions or other information relevant to health, safety or practical delivery. We will only request or use such information where necessary and appropriate and will handle it in accordance with applicable data protection requirements.
6. Sharing information
Where necessary to provide a tour or event, we may share relevant information with service providers, including Namaste Manang Tours & Trekking Pvt. Ltd. in Nepal and other accommodation, transport, guide, permit or logistics providers. We may also share information with payment providers, professional advisers, insurers, regulators, law-enforcement bodies or others where necessary or legally required. We will share only information reasonably necessary for the relevant purpose.
7. International transfers
Some service providers are outside the UK, including tour providers in Nepal. Where personal information is transferred outside the UK, we will take appropriate steps to ensure the transfer and information are protected in accordance with applicable data protection law.
8. Payments
Payments may be processed using Stripe and Square. These providers may process payment and transaction information under their own privacy notices and terms. BIOCOS UK CIC does not need to receive or store full payment-card details where these are handled directly by the payment provider.
9. WhatsApp tour groups
For each tour, BIOCOS UK CIC may create a WhatsApp group for communication between the organiser and participants before and during the tour. Participants will be informed about its purpose and may choose whether to participate.
The group created by BIOCOS UK CIC will be deleted by us 28 days after the tour has finished and the tour group has returned home. Participants may create or continue using their own group afterwards, but that group will be independent of BIOCOS UK CIC and will not be managed or controlled by us.
WhatsApp is a third-party service. Other group members may be able to see your name, telephone number, profile information and anything you choose to post or share. BIOCOS UK CIC cannot control information participants choose to share with other group members.
10. Website, hosting and analytics
Our website is operated using Wix. Cloudflare provides hosting and/or security services associated with the website. Google Analytics is used to help us understand how visitors use the website and improve our services.
11. Cookies
Our website uses cookies and similar technologies for essential functionality, security, remembering cookie preferences and analytics. The cookies currently identified on the website are:
client-session-bind — Session — API protection — Essential
server-session-bind — Session — API protection — Essential
XSRF-TOKEN — Session — Helps prevent cross-site request forgery — Essential
ssr-caching — Session — Wix cookie indicating how the site was rendered — Essential
__cf_bm — Session — Cloudflare Bot Management — Essential
hs — Session — Wix security — Essential
svSession — 1 year 1 month 4 days — Wix visitor/session identification — Essential
bSession — 1 hour — Wix load balancing / user experience — Essential
consent-policy — 1 year — Stores cookie consent preferences — Essential
_ga* — 1 year 1 month 4 days — Google Analytics page-view measurement — Analytics
_ga — 1 year 1 month 4 days — Google Analytics visitor, session and campaign measurement and site-usage reporting — Analytics
Where required by law, we will obtain consent before using non-essential cookies or similar technologies. Visitors can manage cookie preferences through the controls provided on the website.
12. How long we keep information
We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including providing services, maintaining business and financial records, resolving disputes, meeting legal obligations and protecting our legitimate interests. Retention periods vary according to the type of information and circumstances.
13. Information security
We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure. Access is limited to people and organisations that need it for legitimate purposes.
14. Marketing
We may send marketing communications where we have a lawful basis to do so. Where consent is required, we will ask for it. You can opt out at any time. Opting out will not affect essential communications relating to a booking or service.
15. Your data protection rights
Subject to applicable conditions and exemptions, you may have rights to request access, correction, erasure or restriction; object to certain processing; request data portability; and withdraw consent where processing is based on consent. To exercise applicable rights, contact rosey@biocosnepal.co.uk.
16. Complaints
If you have concerns about how BIOCOS UK CIC handles your personal information, please contact us first. You also have the right to complain to the UK Information Commissioner's Office (ICO).
17. Changes to this Privacy Policy
We may update this Privacy Policy to reflect changes in our activities, technology, legal requirements or processing. The latest version will be published on our website with its effective date.
18. Contact us
BIOCOS UK CIC
21 Tongham Road, Runfold, Farnham, Surrey, GU10 1PH
Email: rosey@biocosnepal.co.uk
Website: www.nepaltours.co.uk