This Privacy Policy explains how [Company] ("we", "us") collects and uses personal information about the people who use [Product name] (the "Service"): the travel agencies that subscribe and the people they give access.
1. Information about travellers belongs to their agency
Agencies use the Service to keep information about their clients and travelling companions. We process that information on the agency's behalf and under its instructions, as described in our Data Processing Addendum; the agency decides what is stored and why. This policy does not cover it. If you are a traveller and want to see, correct or delete information an agency holds about you, please contact that agency. If you contact us instead, we will pass your request on to them.
An agency may send a traveller a private link to check and update their own and their family's details. What the traveller sends goes to that agency, which reviews it before anything changes; we record the IP address and browser it came from as evidence for the agency. Travel document numbers sent this way are encrypted as soon as they reach us, and the page never shows a full number. Details the agency has not reviewed are deleted after [90 days], and documents after [30 days].
2. What we collect
- Account information: your name, email address, password (stored only as a hash by our authentication provider), your agency's name and your role in it.
- Billing information: your agency's subscription, plan and billing history, and the customer record our payment processor keeps. Card details are entered on the payment processor's own pages and never reach us.
- Legal acceptances: which version of our Terms, Data Processing Addendum and Privacy Policy you accepted, when, and the IP address and browser that accepted them.
- Security log: when you sign in, turn two-step verification on or off, export your agency's data or change someone's role, with the IP address and browser used. Your agency's owners and admins can see it.
- Usage and technical information: server logs (IP address, browser, pages and requests, timestamps) and error reports, which we scrub of contact details, form contents and search terms before they are sent.
3. How we use it
To provide and secure the Service, to bill your agency, to keep a record of what you agreed to, to answer support requests, to send you messages about your account, billing and changes to our terms, and to meet our legal obligations. We do not sell or share personal information for cross-context behavioural advertising, and we do not use it for advertising at all.
4. Cookies and local storage
We use only what the Service needs to work:
- session cookies that keep you signed in (they cannot be read by page scripts);
- a cookie that remembers your language;
- your browser's local storage, to remember light or dark mode.
We use no analytics, advertising or tracking cookies, so there is nothing to opt out of.
5. Who we share it with
Only with the service providers that run the Service for us, listed with their purpose and location on our Subprocessors page, under contracts that limit them to that purpose; and with authorities where the law requires it. If [Company] is involved in a merger or sale, personal information may transfer to the new owner under this policy.
6. Where it is stored
In the United States, with the exceptions, if any, named on the Subprocessors page.
7. How long we keep it
Account information for as long as the account exists, and for up to [30 days] after it is closed, plus backups that roll off within [N days]. Billing records and legal acceptances for as long as tax and contract law require (generally [seven years]). Server logs and error reports for up to [90 days]; the security log for one year.
8. Your rights
Depending on the state you live in, you may have the right to know what personal information we hold about you, to get a copy of it, to correct it and to delete it, and not to be treated differently for using these rights. Write to [privacy@company.example]; we will verify your request and answer within the time the law sets. You can also correct your name in Settings. An authorised agent may make a request for you with your written permission.
9. Security
We protect personal information with measures described in the security annex of our Data Processing Addendum, including encryption in transit and at rest and tested isolation between agencies.
10. Children
The Service is for businesses and is not directed to children. We do not knowingly collect information from children for our own purposes.
11. Changes
We will post any change here with a new version date, and tell you by email and in the Service before a material change takes effect.
12. Contact
[Company] · [privacy@company.example]