1. Who We Are – Data Controller
MONKVANA is the travel brand of Himalayan Monks Sp. z o.o., a Poland-based adventure travel company offering travel experiences, tours, trekking, cultural journeys, and other travel services in Nepal, the Himalayas, and selected destinations across South Asia.
We work with trusted local partners, accommodation providers, transport companies, guides, tour operators, and other travel service providers to plan and deliver our customers’ journeys.
Himalayan Monks Sp. z o.o. is the Data Controller responsible for the processing of personal data covered by this Privacy Policy.
Data Controller:
Himalayan Monks Sp. z o.o.
44A Wierzbięcice Street, Unit 40A
61-568 Poznań
Poland
If you have any questions about this Privacy Policy, how we process your personal data, or wish to exercise your data-protection rights, please contact us using the contact details provided at the end of this Privacy Policy.
2. What Personal Data We Collect
Depending on how you interact with MONKVANA and the services you request, we may collect different types of personal data.
This may include:
Full name
Email address
Telephone number
Country of residence
Travel dates
Destination and travel preferences
Number of travellers
Booking and reservation details
Information required to arrange travel services
Payment and billing information
Passport or identification information where required for travel arrangements
Special travel requirements or preferences that you voluntarily provide
Communications and correspondence with us
Information submitted through contact or enquiry forms
We may also collect technical information when you use our website, such as your IP address, browser type, device information, operating system, and information about how you interact with our website.
We only collect personal data that is relevant and necessary for the purposes described in this Privacy Policy.
3. How We Collect Your Personal Data
We may collect personal data when you:
Visit or use our website
Complete a contact or enquiry form
Request a travel quotation
Contact us by email or telephone
Make or enquire about a booking
Purchase or arrange travel services
Subscribe to newsletters or marketing communications
Communicate with us before, during, or after your journey
Provide information necessary to arrange travel services
Interact with our website through cookies and similar technologies
In some cases, personal data may also be provided to us by a person travelling with you or by another person who is making a booking on your behalf.
We only request information that is necessary for the relevant service or purpose.
4. Why We Use Your Personal Data and Legal Basis
We may process your personal data for the following purposes:
Responding to enquiries and requests
Preparing and providing travel quotations
Communicating with you about your travel plans
Taking steps at your request before entering into a contract
Arranging and managing travel bookings
Providing travel and related services
Communicating with you before, during, and after your journey
Arranging accommodation, transportation, guides, permits, tours, and other travel services
Processing payments, invoices, and financial records
Meeting accounting, tax, legal, and regulatory obligations
Protecting our website, systems, customers, and business
Preventing fraud, misuse, and security incidents
Improving our website, services, and customer experience
Sending marketing communications where permitted by applicable law
Depending on the circumstances, we process personal data on the basis of:
Performance of a contract or taking steps before entering into a contract
Compliance with a legal obligation
Our legitimate interests
Your consent, where consent is required
Where processing is based on consent, you may withdraw your consent at any time.
5. Travel Bookings and Travel Services
When you request or book a travel service through MONKVANA, we may need to process additional information required to organise and deliver your journey.
This may include information necessary for:
Flights and other transportation
Hotels and accommodation
Trekking and hiking arrangements
Tours and excursions
Guides and local services
Travel permits and entry requirements
Travel insurance
Special travel arrangements
Dietary or accessibility requirements voluntarily provided by you
Other services included in your itinerary
Only information that is relevant and necessary for arranging the requested service will be shared with the appropriate service provider.
6. Who We Share Your Personal Data With
To provide our travel services, we may need to share relevant personal data with trusted third parties involved in your journey.
Depending on the services you request, these may include:
Hotels and accommodation providers
Airlines and transportation providers
Local guides and tour operators
Trekking and expedition service providers
Local destination partners
Travel insurance providers
Payment service providers
Website hosting and IT service providers
Communication and technology service providers
Accounting, legal, and professional advisers
Government authorities or other organisations where required by law
We do not sell or rent your personal data to third parties.
We aim to share only the information that is necessary for the relevant service or legal purpose.
7. International Transfers of Personal Data
Because MONKVANA offers travel services in destinations outside the European Economic Area (EEA), some personal data may need to be transferred to service providers or partners located outside the EEA.
For example, when arranging travel in Nepal, Bhutan, Tibet/China, or other destinations outside the EEA, relevant information may need to be provided to hotels, transportation providers, guides, tour operators, local partners, permit authorities, or other service providers.
Where personal data is transferred outside the EEA, we take appropriate measures to ensure that the transfer is carried out in accordance with applicable data-protection law and that appropriate safeguards are used where required.
8. How Long We Keep Your Personal Data
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected.
The retention period depends on the type of personal data, the purpose of processing, our relationship with you, and applicable legal requirements.
Booking, accounting, tax, and financial information may be retained for the periods required by applicable law.
Enquiry and correspondence information may be retained for as long as reasonably necessary to handle your request, provide our services, resolve disputes, protect our legitimate interests, or comply with legal obligations.
When personal data is no longer required, we will securely delete or anonymise it where appropriate.
9. Cookies and Similar Technologies
Our website may use cookies and similar technologies to:
Ensure that the website functions properly
Remember user preferences
Improve website performance
Understand how visitors use our website
Analyse website traffic and usage
Support marketing activities, where applicable
Cookies may include:
Necessary cookies
Functional cookies
Analytics cookies
Marketing cookies, where applicable
Where required by applicable law, we will request your consent before placing non-essential cookies on your device.
You can manage your cookie preferences through the cookie settings available on our website or through your browser settings.
10. Third-Party Websites and Embedded Content
Our website may contain links to or embedded content from third-party services, including maps, videos, social media platforms, booking services, payment services, or other external websites.
When you interact with third-party content or visit an external website, that third party may collect and process personal data according to its own privacy policy and terms.
MONKVANA does not control the privacy practices of third-party websites or services.
We recommend reviewing the privacy policies of third-party services before providing them with personal information or interacting with their content.
11. Your Data Protection Rights
Under applicable data-protection law, including the General Data Protection Regulation (GDPR), you may have the right to:
Request access to your personal data
Request correction of inaccurate or incomplete personal data
Request deletion of your personal data
Request restriction of processing
Request portability of certain personal data
Object to certain processing activities
Withdraw consent where processing is based on consent
You may also have the right to object to the processing of your personal data for direct marketing purposes.
Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.
Your rights may be subject to certain legal limitations depending on the circumstances and applicable law.
12. Right to Lodge a Complaint
If you believe that your personal data has been processed in a way that does not comply with applicable data-protection law, we encourage you to contact us first so that we can review and address your concerns.
You also have the right to lodge a complaint with the competent data-protection supervisory authority.
For a company established in Poland, the relevant supervisory authority is the:
President of the Personal Data Protection Office
Prezes Urzędu Ochrony Danych Osobowych (UODO)
You may contact the supervisory authority directly regarding concerns about the processing of your personal data.
13. Data Security
We take appropriate technical and organisational measures to protect personal data against unauthorised access, accidental loss, destruction, alteration, disclosure, or other unlawful processing.
Our security measures may include appropriate access controls, secure systems, technical safeguards, and internal procedures designed to protect personal information.
However, no method of transmitting or storing information online can be guaranteed to be completely secure.
14. Children’s Data
Our website and travel services are primarily intended for adults.
We do not knowingly collect personal data from children for purposes that are not appropriate or permitted under applicable law.
Where information concerning a child is required to arrange a family or group trip, such information should be provided by a parent, legal guardian, or another person legally authorised to provide it.
We encourage parents and guardians to supervise children’s use of online services.
15. Automated Decision-Making and Profiling
MONKVANA does not normally use personal data to make decisions based solely on automated processing that produce legal effects or similarly significant effects on individuals.
We may use limited data analysis to understand customer preferences, improve our services, or provide more relevant information, where permitted by applicable law.
If we introduce automated decision-making or profiling that produces legal or similarly significant effects, we will provide the information required by applicable data-protection law and explain the relevant rights available to you.
16. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our services, website, technology, legal requirements, or data-processing practices.
When we make changes, we will publish the updated version on this page and update the Last Updated date.
We encourage you to review this Privacy Policy periodically to remain informed about how we collect, use, and protect personal data.
17. Contact Us
If you have questions about this Privacy Policy, how we process your personal data, or would like to exercise your data-protection rights, please contact us:
MONKVANA | Himalayan Monks Sp. z o.o.
Registered Address:
44A Wierzbięcice Street, Unit 40A
61-568 Poznań
Poland
Email: info@monkvana.com
Website: monkvana.com
Last Updated: 26 August 2026