Privacy Policy

PRIVACY POLICY

Bhutan Four Friends Tours and Travels
Paro, Kingdom of Bhutan

Bhutan Four Friends Tours and Travels (“Bhutan Four Friends”, “we”, “us”, “our”, or “the Company”) respects your privacy and is committed to protecting the personal information you provide when using our website, making an enquiry, booking a tour, purchasing travel services, or communicating with us.

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

By using our website or providing personal information to us, you acknowledge that you have read and understood this Privacy Policy.

This Privacy Policy should be read together with our Terms & Conditions, Cancellation & Refund Policy, and any other policies published on our website.

1. ABOUT US

Bhutan Four Friends Tours and Travels is a travel and tourism company based in Paro, Kingdom of Bhutan.

We arrange tourism and travel-related services, which may include:

  • Bhutan tour packages;
  • Customized tours;
  • Cultural and sightseeing tours;
  • Trekking and hiking;
  • Adventure activities;
  • Accommodation;
  • Transportation;
  • Airport transfers;
  • Tour guides;
  • Visa and entry-permit assistance;
  • Sustainable Development Fee (SDF) assistance;
  • Travel arrangements; and
  • Other tourism-related services.

For the purpose of this Privacy Policy, Bhutan Four Friends Tours and Travels is responsible for handling the personal information collected through our website and in connection with our travel services, subject to applicable law.

2. INFORMATION WE COLLECT

Depending on how you interact with us, we may collect different categories of personal information.

2.1 Personal Identification Information

We may collect:

  • Full name;
  • Date of birth;
  • Gender where required;
  • Nationality;
  • Passport details;
  • Passport number;
  • Passport issue and expiry dates;
  • Citizenship or identification information where required;
  • Visa information;
  • Entry-permit information; and
  • Other information necessary to arrange your travel.

2.2 Contact Information

We may collect:

  • Email address;
  • Telephone number;
  • WhatsApp number;
  • Residential or postal address;
  • Country of residence;
  • Emergency contact details; and
  • Other communication details.

2.3 Travel Information

When you book or enquire about a tour, we may collect:

  • Travel dates;
  • Arrival and departure information;
  • Flight details;
  • Airport information;
  • Hotel requirements;
  • Room preferences;
  • Tour preferences;
  • Trekking or activity preferences;
  • Number of travellers;
  • Names of other members of your travelling party;
  • Transportation requirements;
  • Visa or permit information;
  • SDF-related information; and
  • Other information required to organize your itinerary.

2.4 Payment Information

When you make a payment, we may receive information necessary to process or verify the transaction.

Depending on the payment method, this may include:

  • Payment amount;
  • Transaction reference;
  • Payment date;
  • Billing information;
  • Bank details where applicable; and
  • Limited payment-card information provided by the payment processor.

We generally do not need to retain complete payment-card numbers or security codes where payment is processed through an external payment provider.

Payment providers may process your information under their own privacy policies.

2.5 Special Requests and Preferences

You may voluntarily provide information such as:

  • Dietary requirements;
  • Food allergies;
  • Accessibility requirements;
  • Mobility requirements;
  • Room preferences;
  • Celebration requests;
  • Trekking preferences; and
  • Other information necessary to customize your trip.

Some of this information may be sensitive or health-related.

We will use such information only where reasonably necessary to provide the requested service, accommodate your needs, protect your safety, or comply with applicable requirements.

3. INFORMATION YOU PROVIDE ABOUT OTHER TRAVELLERS

If you make a booking for another person or group, you may provide us with personal information relating to those travellers.

You are responsible for ensuring that you have appropriate authority or permission to provide their information to us.

You should ensure that the other travellers are aware that their information will be processed for the purposes described in this Privacy Policy.

4. HOW WE COLLECT INFORMATION

We may collect information through:

  • Our website;
  • Website enquiry forms;
  • Booking forms;
  • Email;
  • Telephone calls;
  • WhatsApp or other messaging platforms;
  • Social media;
  • Online payment systems;
  • In-person communications;
  • Travel documents supplied by you;
  • Government or tourism systems where authorized;
  • Hotels and other suppliers; and
  • Other legitimate business communications.

5. INFORMATION COLLECTED AUTOMATICALLY

When you visit our website, certain technical information may be collected automatically.

This may include:

  • IP address;
  • Browser type;
  • Device type;
  • Operating system;
  • Approximate location;
  • Website pages visited;
  • Date and time of access;
  • Referring website;
  • Website interaction information; and
  • Technical or diagnostic information.

This information may be collected through cookies, analytics tools, server logs and similar technologies.

6. COOKIES

Our website may use cookies and similar technologies.

Cookies may help us:

  • Keep the website functioning;
  • Remember user preferences;
  • Understand how visitors use our website;
  • Improve website performance;
  • Analyze traffic;
  • Improve our services; and
  • Provide relevant website functionality.

You may be able to control or disable cookies through your browser settings.

Disabling certain cookies may affect the functionality of parts of the website.

Where required, we will obtain appropriate consent for non-essential cookies.

7. WHY WE COLLECT YOUR INFORMATION

We may use personal information for legitimate business and travel-related purposes, including:

Booking and Travel Services

  • Processing tour enquiries;
  • Preparing quotations;
  • Confirming bookings;
  • Arranging accommodation;
  • Arranging transportation;
  • Arranging guides;
  • Organizing activities;
  • Preparing itineraries;
  • Processing travel documentation; and
  • Providing customer support.

Visa and Immigration Assistance

Where requested or required, information may be used to assist with:

  • Visa applications;
  • Entry permits;
  • Route permits;
  • Immigration requirements;
  • SDF-related procedures; and
  • Other official travel documentation.

Final decisions regarding visas, immigration and entry into Bhutan are made by the relevant government authorities.

Communication

We may use your information to:

  • Respond to enquiries;
  • Send booking confirmations;
  • Provide itinerary information;
  • Send payment reminders;
  • Provide travel updates;
  • Contact you regarding changes to your booking;
  • Respond to complaints; and
  • Provide customer support.

Legal and Regulatory Compliance

We may process personal information where necessary to:

  • Comply with applicable laws;
  • Comply with government requirements;
  • Respond to lawful requests from authorities;
  • Meet tourism or immigration requirements;
  • Prevent fraud;
  • Protect our business; or
  • Establish, exercise or defend legal claims.

8. SHARING YOUR INFORMATION

We do not sell your personal information as a commercial product.

However, we may share relevant information with third parties where necessary to provide your requested travel services or comply with legal requirements.

These parties may include:

  • Bhutanese tourism authorities;
  • Immigration authorities;
  • Government agencies;
  • Hotels and accommodation providers;
  • Airlines;
  • Transport providers;
  • Licensed guides;
  • Trekking and activity operators;
  • Restaurants where necessary to accommodate dietary requirements;
  • Payment providers;
  • Insurance providers where requested;
  • IT and website service providers;
  • Communication service providers; and
  • Professional advisers where reasonably necessary.

We only intend to share information that is reasonably necessary for the relevant purpose.

9. GOVERNMENT AND TOURISM AUTHORITIES

Bhutan’s tourism system involves government requirements relating to tourism services, immigration, visas, permits and other travel matters.

Where legally required or necessary to process your travel arrangements, we may provide relevant information to competent Bhutanese authorities.

This may include information required for:

  • Tourist visa processing;
  • Entry permits;
  • Immigration processing;
  • SDF processing;
  • Route permits;
  • Tourism registration;
  • Accommodation requirements;
  • Government reporting; and
  • Other official travel procedures.

The relevant government authority may process information under its own legal framework and privacy/security procedures.

10. INTERNATIONAL DATA TRANSFERS

Because tourism services frequently involve international travellers and international service providers, your information may sometimes be accessed or transferred outside Bhutan.

For example, information may be processed by:

  • International airlines;
  • International payment providers;
  • Cloud-hosting providers;
  • Email providers;
  • Website providers;
  • Technology providers; or
  • Other service providers involved in your booking.

Where information is transferred to another country, we will take reasonable steps to ensure that it is handled appropriately and only for legitimate purposes.

11. DATA SECURITY

We take reasonable technical and organizational measures to protect personal information against:

  • Unauthorized access;
  • Unauthorized disclosure;
  • Loss;
  • Misuse;
  • Alteration;
  • Destruction; and
  • Accidental disclosure.

Security measures may include:

  • Password protection;
  • Access controls;
  • Secure hosting;
  • Restricted access to customer information;
  • Secure communication where available; and
  • Regular review of our information-handling practices.

However, no website, electronic transmission or storage system can be guaranteed to be completely secure.

You should avoid sending unnecessary sensitive information through unsecured communication channels.

12. DATA RETENTION

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected.

Retention periods may depend on:

  • The nature of the booking;
  • Government requirements;
  • Accounting requirements;
  • Tax requirements;
  • Legal obligations;
  • Dispute resolution;
  • Insurance requirements;
  • Business records; and
  • Legitimate operational needs.

When personal information is no longer reasonably required, we may securely delete, destroy or anonymize it, subject to applicable legal or regulatory requirements.

13. YOUR PRIVACY RIGHTS

Subject to applicable law, you may have rights regarding your personal information, including the ability to:

  • Ask what personal information we hold about you;
  • Request correction of inaccurate information;
  • Request deletion where legally permitted;
  • Ask about how your information is being used;
  • Withdraw consent where processing is based on consent;
  • Object to certain uses of your information; and
  • Request other rights available under applicable law.

Some requests may not be possible where we are legally required to retain or process information.

For example, we may need to retain certain booking, financial, immigration or government-related records.

14. CORRECTING YOUR INFORMATION

We rely on travellers to provide accurate information.

If you discover that information provided to us is incorrect, please contact us as soon as possible.

This is particularly important for:

  • Passport information;
  • Names;
  • Dates of birth;
  • Nationality;
  • Visa information;
  • Flight details;
  • Travel dates; and
  • Contact information.

Incorrect information may cause delays, additional charges or problems with travel arrangements.

15. MARKETING COMMUNICATIONS

We may occasionally send promotional communications about:

  • Bhutan tour packages;
  • New itineraries;
  • Seasonal tours;
  • Festivals;
  • Special offers;
  • Travel information; and
  • Other services.

Where required, we will obtain appropriate consent before sending marketing communications.

You may unsubscribe from marketing communications at any time by:

  • Clicking the unsubscribe option in the relevant communication; or
  • Contacting us directly.

Even if you opt out of marketing, we may still send essential communications relating to an existing booking or enquiry.

16. WHATSAPP AND OTHER MESSAGING SERVICES

We may use WhatsApp, email, telephone, social media messaging or other communication platforms to communicate with travellers.

Information exchanged through these services may be processed by the relevant platform provider under its own terms and privacy policy.

Travellers should avoid sending unnecessary sensitive information through messaging platforms.

Where passport or other official documents are required, we may provide instructions regarding the preferred method of submission.

17. SOCIAL MEDIA

Our website may contain links to or features from social media platforms.

If you interact with those platforms, your information may be processed by the relevant social-media provider.

We do not control the privacy practices of independent social-media companies.

Please review the privacy policy of the relevant platform before submitting personal information through it.

18. THIRD-PARTY WEBSITES

Our website may contain links to third-party websites, including:

  • Government websites;
  • Airlines;
  • Hotels;
  • Payment providers;
  • Insurance providers; and
  • Other travel-related services.

We are not responsible for the privacy practices, security or content of third-party websites.

You should review the privacy policy of any third-party website you visit.

19. PAYMENT PROVIDERS

Payments may be processed through banks, payment gateways or other third-party payment providers.

We may receive confirmation of your payment but may not receive or retain all payment-card information.

Payment providers may independently process your information according to their own terms and privacy policies.

20. CHILDREN’S INFORMATION

Our services may be booked for families and children.

Where a child is travelling, personal information may be required for:

  • Booking;
  • Accommodation;
  • Visa or permit processing;
  • Immigration;
  • SDF requirements;
  • Transportation;
  • Safety; or
  • Other legitimate travel purposes.

Where required, information relating to children should be provided by a parent, legal guardian or authorized adult.

We do not knowingly collect children’s personal information for unrelated marketing purposes.

21. PASSPORT AND IDENTITY DOCUMENTS

Because Bhutan travel may require visa, immigration, permit or tourism documentation, we may need to collect copies or details of identity documents.

These documents may include:

  • Passport;
  • National identity document;
  • Visa;
  • Entry permit;
  • Other government-issued documents.

Such information will be used only for legitimate travel, identification, booking, immigration, tourism or legal purposes.

We recommend that travellers do not send unnecessary identity documents unless requested for a legitimate travel-related purpose.

22. HEALTH AND MEDICAL INFORMATION

Certain tours, trekking programmes or adventure activities may require travellers to provide health-related information.

Where voluntarily provided, such information may be used to:

  • Assess travel requirements;
  • Arrange suitable services;
  • Communicate dietary or accessibility requirements;
  • Assist with safety planning; or
  • Respond to an emergency.

We will not use health-related information for unrelated purposes.

Travellers should disclose information that is reasonably necessary to ensure safe participation in physically demanding activities.

23. EMERGENCY SITUATIONS

If an emergency occurs during your trip, we may use or disclose relevant personal information where reasonably necessary to:

  • Protect your safety;
  • Contact your emergency contact;
  • Arrange medical assistance;
  • Arrange evacuation;
  • Communicate with authorities;
  • Coordinate transportation; or
  • Provide other emergency assistance.

In an emergency, information may be shared without prior consent where necessary and permitted by applicable law.

24. FRAUD, SECURITY AND LEGAL PROTECTION

We may process personal information to:

  • Detect or prevent fraudulent bookings;
  • Investigate suspicious transactions;
  • Protect our website;
  • Protect customers and employees;
  • Prevent misuse of our services;
  • Enforce our Terms & Conditions;
  • Establish or defend legal claims; and
  • Comply with lawful requests.

25. DATA BREACHES AND SECURITY INCIDENTS

If we become aware of a security incident involving personal information, we will take reasonable steps to:

  1. Assess the incident;
  2. Contain or mitigate the incident;
  3. Investigate the cause;
  4. Take appropriate corrective measures; and
  5. Make any notifications required by applicable law or regulatory requirements.

26. WEBSITE ANALYTICS

We may use analytics services to understand:

  • Number of visitors;
  • Popular pages;
  • Website traffic sources;
  • Device types;
  • General geographic information;
  • User interactions; and
  • Website performance.

Analytics information helps us improve our website and services.

Where third-party analytics tools are used, those providers may process technical information according to their own policies.

27. COOKIES AND ADVERTISING TECHNOLOGIES

We may use cookies and similar technologies for:

  • Essential website functions;
  • Security;
  • Website performance;
  • Analytics;
  • Preference management; and
  • Marketing, where permitted.

You may manage cookies through your browser or any cookie-management mechanism provided on our website.

28. DATA FROM TRAVEL PARTNERS

We may receive information about you from travel partners or service providers where necessary to provide your booking.

For example, a hotel or transport provider may provide information concerning your reservation or service.

Such information will be handled in accordance with this Privacy Policy and applicable law.

29. BUSINESS TRANSFERS

If our business undergoes a merger, restructuring, acquisition, sale of assets, change of ownership or similar transaction, customer information may be transferred as part of the relevant business assets, subject to applicable law.

Any successor organization will be expected to handle personal information appropriately.

30. LEGAL BASIS FOR PROCESSING

Depending on the circumstances and applicable law, we may process personal information because:

  • You have requested a service;
  • It is necessary to perform a booking or contract;
  • You have provided consent;
  • It is necessary to comply with a legal or regulatory requirement;
  • It is necessary to protect health or safety;
  • It is necessary for legitimate business purposes; or
  • It is otherwise permitted by applicable law.

31. PRIVACY OF BOOKING INFORMATION

Information relating to your booking may need to be accessed by employees, guides, drivers, hotels, government authorities and other suppliers involved in delivering your itinerary.

We will seek to limit access to information to what is reasonably necessary for the relevant purpose.

32. CONFIDENTIALITY

We treat customer information as confidential business information.

Our employees, representatives and relevant service providers may access customer information only where reasonably necessary to perform their duties or provide services.

33. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time to reflect:

  • Changes in Bhutanese law;
  • Changes in tourism regulations;
  • Changes in government requirements;
  • Changes to our services;
  • New technologies;
  • Changes to our website; or
  • Changes in our information-handling practices.

The updated version will be published on this page with a revised effective date.

We encourage visitors to review this page periodically.

34. GOVERNING LAW

This Privacy Policy shall be interpreted in accordance with the applicable laws of the Kingdom of Bhutan.

Any privacy-related dispute shall be dealt with in accordance with applicable Bhutanese law and the jurisdiction of the appropriate authority or court, subject to any mandatory rights available to the individual under applicable law.

35. CONTACT US ABOUT PRIVACY

If you have questions, concerns or requests regarding this Privacy Policy or your personal information, please contact us.

Bhutan Four Friends Tours and Travels
Paro, Kingdom of Bhutan

Email: bhutan4friends@gmail.com

Phone / WhatsApp: +975 – 77950505

Website: https://www.4friendstours.com

For privacy-related requests, please include enough information for us to identify your booking or enquiry.

36. ACKNOWLEDGEMENT

By using our website, submitting an enquiry, making a booking, providing travel documents, or purchasing services from Bhutan Four Friends Tours and Travels, you acknowledge that you have read this Privacy Policy.

Where consent is required by applicable law, we will seek the appropriate consent before processing personal information for the relevant purpose.

Important for your website

I would not advertise this as “100% Bhutan-law compliant” without having a Bhutanese lawyer review it. Privacy obligations can depend on exactly how your website is built and which third-party services you use.