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Last update 28/09/2022
PRIVACY POLICY
TRAVELPERK is committed to protecting your privacy, which includes the security
of your personal data.
This Privacy Policy is only applicable to the processing of personal data that
TRAVELPERK carries out as Data Controller. That is, applicable to the following
categories of data (as defined below):
* Visitors
* Prospects
* Admins
* Event attendees
Please note that the personal data of travelers (as defined below) will be
processed according to (i) the Data Processing Agreement applicable to
TRAVELPERK as data processor and the Customer as data controller and (ii) the
Customer’s privacy policies implemented to regulate data processing of their
employers and/or contractors. Please refer to our Data Processing Agreement for
further information. By contracting the Services, the Customer accepts and
agrees to be bound by such Data Processing Agreement.
For clarification purposes, the following definitions apply:
* Affiliates means any entity that directly or indirectly controls, is
controlled by, or is under common control - where control means the ownership
of a majority share of the stock, equity or voting interests of such entity-
with Customer, or any party with a direct or indirect shareholding or equity
interest in Customer.
* Customer are the companies, entities, and/or organizations who retain
TRAVELPERK’s services.
* Event attendees are individuals who attend presential or virtual events
organized by TRAVELPERK.
* Travelers are the Customer’s employees, directors and, exceptionally,
contractors who have a traveler account on TRAVELPERK’s platform linked to a
Customer account.
* TravelPerk means TRAVELPERK, S.L.U.
In relation to Admin Data, TravelPerk means the TravelPerk group company
responsible for the Platform and for providing the Services in Customer’s
country/region. Except as otherwise agreed with the Customer in a separate
agreement or otherwise:
For Customers who are located in the United States of America or Canada
(including related Affiliates registered in the Platform under the Customer
account, regardless of where those entities are located), the contracting
entity is TRAVELPERK AMERICA, INC;
For Customers who are located in the United Kingdom (including related
Affiliates registered in the Platform under the Customer account, regardless
of where those entities are located), the contracting entity is TRAVELPERK UK
IRL LIMITED;
For any other Customer (including related Affiliates registered in the
Platform under the Customer account regardless of where those entities are
located) Customer is contracting with TRAVELPERK, S.L.U.
* Visitors are individuals who merely navigate through TRAVELPERK’s publicly
accessible website.
* Prospects are employees or representatives of a Customer to whom TravelPerk
contracts to offer its services and/or who are interested in receiving more
information and/or retaining TRAVELPERK’s services on behalf of such company,
entity, and/or organization.
* Admin are the Customers’ employees who act in representation of the Customer
and whom have administration rights on TRAVELPERK’s platform. Admins can hire
TravelPerk services on behalf of a Customer, upgrade new services, upload
Customer travel policies, provide approvals etc.
* Users are Admins, Prospects and Visitors as well as any other category of
data subject to this privacy policy from time to time.
Any other term not expressly defined in this Privacy Policy shall have the same
meaning as in the Regulation (EU) 2016/679 of the European Parliament and of the
Council of 27 April 2016 on the protection of natural persons with regard to the
processing of personal data and on the free movement of such data, and repealing
Directive 95/46/ECGDPR (“GDPR”).
TRAVELEPERK is a software as a service (“SaaS”) addressed to companies,
entities, and/or organizations seeking to book business travel services and
related services always in the context of business travel (hereinafter, referred
to as the “Services”).
Minors under 18 years of age shall therefore not be authorized to use the
Services or provide any personal data.
Users:
* warrant that they are of legal age and that all the personal data that
provide to TravelPerk is correct, accurate, complete, and updated;
* warrant that they hold all necessary powers and authorizations to, on behalf
of the Customer, provide TravelPerk with personal data for its processing and
acknowledge that they shall be liable for any damage that may arise from
non-compliance of this obligation;
* acknowledge that TRAVELPERK’s application is not intended to store or process
special categories of data or sensitive personal data (and, therefore,
TravelPerk will not ask Users to disclose personal data concerning health,
sex life or orientation, racial or ethnic origin, political views, religious
or philosophical beliefs and trade union membership, as well as biometric and
genetic data). Users shall only disclose special categories of data to
TravelPerk when is strictly necessarily for TravelPerk to render the
Services.
Users shall be solely liable when including personal data belonging to a third
party.
In compliance with GDPR and data protection appliable laws TRAVELPERK informs
you of the following:
DATA CONTROLLER
TRAVELPERK, S.L.U., a company duly incorporated pursuant to the laws of Spain,
with registered office at Avinguda Catedral 6-8 1ª Planta, 08002 Barcelona
(Spain), with Spanish Tax Identification Code (CIF) B-66-484.577, and registered
with number B-467263 in the Registry of Commerce of Barcelona, is the entity
acting as data controller of your personal data, for the purposes specified
below.
Notwithstanding the foregoing, in relation to Admin Data:
For Customers who are located in the United States of America or Canada
(including related Affiliates registered in the Platform under the Customer
account, regardless of where those entities are located), the entity acting as a
data controller of your personal data for the purposes identified in the section
"If you are an Admin" is TRAVELPERK AMERICA, INC, with registered office at 3415
S Sepulveda Blvd, Suite 1100, Los Angeles, CA 90034 and company number
46-1832033.
For Customers who are located in the United Kingdom (including related
Affiliates registered in the Platform under the Customer account, regardless of
where those entities are located), the entity acting as a data controller of
your personal data for the purposes identified in the section "If you are an
Admin" is TRAVELPERK UK IRL LIMITED, with registered office at Alpha Tower,
Suffolk Street Queensway, Birmingham, West Midlands, B1 1TT and company number
03770815.
For any other Customer (including related Affiliates registered in the Platform
under the Customer account regardless of where those entities are located) the
entity acting as a data processor is TRAVELPERK, S.L.U, with registered office
at Avinguda Catedral 6-8 1ª Planta, 08002 Barcelona (Spain), with Spanish Tax
Identification Code (CIF) B-66-484.577, and registered with number B-467263 in
the Registry of Commerce of Barcelona.
DATA PROTECTION OFFICER
You may contact our Data Protection Officer at TRAVELPERK’s postal address or at
the following e-mail address: dpo@travelperk.com.
HOW WE OBTAIN YOUR PERSONAL DATA
We will process the personal data that Users voluntarily provide to us when
Users contact us, register on our platform, visit our website, and/or use our
Services, as well as the data which is generated in the course of the
relationship between the Customer and TRAVELPERK.
We may also obtain your contact and professional information from our partners
when you have shown an interest in TRAVELPERK’s products or services, or from
websites where you have made available such information publicly.
WHAT TYPE OF PERSONAL DATA WE PROCESS, FOR WHAT PURPOSES, AND ON WHICH LEGAL
GROUNDS
The types of personal data that we process, for what purposes, and on which
legal grounds depends on whether you are a Prospect, an Admin or a Visitor. The
details are outlined below:
--------------------------------------------------------------------------------
IF YOU ARE A PROSPECT
PROSPECTIVE CONTRACTUAL RELATIONSHIP WITH YOUR COMPANY, ENTITY, OR ORGANISATION
TYPE OF DATA:
TRAVELPERK processes the following personal data:
* Identification Data (first and last name, professional email address)
* Professional or corporate contact details regarding the company, entity, or
organization you work for, collaborate with, or represent
* Any additional information that you provide in your requests for information
* Lead in case a Prospect has shown interest on TravelPerk services in a third
website
PURPOSES:
We will process your personal data in order to:
1. manage and process your requests for information relating to our company or
our services, or your requests to obtain the services offered by TRAVELPERK
on behalf of your company, entity, or organization; and
2. manage the prospective contractual relationship between TRAVELPERK and your
company, entity, or organization.
LEGAL GROUNDS:
The processing of your personal data for this purpose is necessary to take the
necessary steps to enter into a contract in relation with such requests and a
legitimate interest of our company, expressly acknowledged by applicable data
protection legislation.
COMMERCIAL COMMUNICATIONS ON SIMILAR PRODUCTS OR SERVICES
TYPE OF DATA:
TRAVELPERK processes the following personal data:
* Identification Data (first and last name, professional email address)
* Professional or corporate contact details regarding the company, entity, or
organization you work for, collaborate with, or represent
PURPOSES:
We will process your personal data in order to send commercial and promotional
communications your company, entity, or organization – including by electronic
means or telephone – regarding TRAVELPERK’S services or products that are
similar in nature to those included in your requests, or on which you have
requested information or shown an interest. Where applicable regulations allow
so, we will send you commercial communications regarding products or services in
which your company could be interested.
You may object to receive this type of communications, now or at any time, by
clicking the unsubscribe section or by sending a message to
personaldata@travelperk.com
LEGAL GROUNDS:
The processing of your personal data for this purpose is necessary to fulfill a
legitimate interest of our company, expressly acknowledged by applicable e-
commerce and data protection legislation.
LEGAL OBLIGATIONS
TYPE OF DATA:
TRAVELPERK processes the personal data that you voluntarily provide or that is
generated in the course of the relationship between your company, organization,
or entity with TRAVELPERK.
PURPOSES:
We will process your personal data in order to comply with our legal
obligations.
LEGAL GROUNDS:
The processing of your personal data for this purpose is necessary to comply
with our legal obligations.
--------------------------------------------------------------------------------
IF YOU ARE AN ADMIN
CONTRACTUAL RELATIONSHIP WITH YOUR COMPANY, ENTITY, OR ORGANISATION
TYPE OF DATA:
TRAVELPERK processes the following personal data:
* Identification Data (first and last name, professional email address)
* Professional or corporate contact details regarding the company, entity, or
organization you work for, collaborate with, or represent
* Any other information that is generated in the course of the relationship
between your company, organization, or entity with TRAVELPERK
PURPOSES:
We will process your personal data in order to manage the commercial or
contractual relationship. This includes:
* processing your personal data when you hire services on behalf of the
Customer
* answering and process your requests and queries
* controlling compliance with the terms and conditions of use of the Services)
between TRAVELPERK and the company, entity, or organization you work for,
collaborate with, or represent.
LEGAL GROUNDS:
The processing of your personal data for those purposes is necessary for the
performance of a contract between the Customer and TRAVELPERK.
COMMERCIAL COMMUNICATIONS ON SIMILAR PRODUCTS OR SERVICES AND COMMUNICATIONS
REGARDING SERVICES HIRED
TYPE OF DATA:
TRAVELPERK processes the following personal data:
* Identification Data (first and last name, professional email address)
* Professional or corporate contact details regarding the company, entity, or
organization you work for, collaborate with, or represent
PURPOSES:
We will process your personal data in order to send commercial and promotional
communications to your company, entity, or organization – including by
electronic means – regarding TRAVELPERK’S services or products that are similar
in nature to those retained by the Customer, as well as those included in your
requests, or on which you have requested information or shown an interest.
You may object to receive this type of communications, now or at any time, by
clicking the unsubscribe section or by sending a message to
personaldata@travelperk.com
We will process your personal data in order to send communications to the
Customer – including by electronic means – regarding updates, changes and new
features on the services retained by the Customer, as well as those included in
your requests, or on which you have requested information or shown an interest
LEGAL GROUNDS:
The processing of your personal data for this purpose is necessary to fulfill a
legitimate interest of our company, expressly acknowledged by applicable e-
commerce and data protection legislation.
The processing of your personal data for those purposes is necessary for the
performance of a contract between the Customer and TRAVELPERK.
LEGAL OBLIGATIONS
TYPE OF DATA:
TRAVELPERK processes the following personal data:
* Identification Data (first and last name, professional email address)
* Professional or corporate contact details regarding the company, entity, or
organization you work for, collaborate with, or represent
* Interactions held with our customer service (that is, requests made, and your
voice in the event that calls are recorded)
PURPOSES:
We will process your personal data in order to monitor the quality of our
services.
LEGAL GROUNDS:
The processing of your personal data for this purpose is necessary to fulfill a
legitimate interest of our company, expressly acknowledged by applicable e-
commerce and data protection legislation.
If calls are recorded, the processing of personal data is also based on your
express consent which you grant when you call our customer service.
PARTNERSHIPS
TYPE OF DATA:
TRAVELPERK processes the following personal data:
* Identification Data (first and last name, professional email address)
* Professional or corporate contact details regarding the company, entity, or
organization you work for, collaborate with, or represent
PURPOSES:
We will process your personal data in order to share it with potential partners
if you give your consent.
LEGAL GROUNDS:
The processing of your personal data for this purpose is based on your consent.
--------------------------------------------------------------------------------
IF YOU ARE A SIGNATORY OF A CONTRACT
CONTRACTUAL RELATIONSHIP WITH YOUR COMPANY, ENTITY, OR ORGANISATION
TYPE OF DATA:
TRAVELPERK processes the following personal data:
* Identification Data (first last name, ID number), signature, professional
email address
* Professional or corporate contact details regarding the company, entity, or
organization you work for, collaborate with, or represent
PURPOSES:
We will process your personal data in order to manage the commercial or
contractual relationship. This includes:
* processing your personal data when you hire services on behalf of the
Customer
* answering and process your requests and queries
* -controlling compliance with the terms and conditions of use of the Services)
between TRAVELPERK and the company, entity, or organization you work for,
collaborate with, or represent
LEGAL GROUNDS:
The processing of your personal data for those purposes is necessary for the
performance of a contract between the Customer and TRAVELPERK.
--------------------------------------------------------------------------------
IF YOU ARE AN EVENT ATTENDEE
MANAGING YOUR REGISTRATION AND PARTICIPATION IN THE EVENT
TYPE OF DATA:
TRAVELPERK processes the following personal data:
* Identification Data: first and last name.
* Professional data: job title, work email address.
* Corporate details regarding the company, entity, or organization you work
for, collaborate with, or represent.
PURPOSES:
We will process your personal data in order to manage your participation in the
event.
LEGAL GROUNDS:
The processing of your personal data for those purposes is based on your
consent.
COMMERCIAL COMMUNICATIONS
TYPE OF DATA:
TRAVELPERK processes the following personal data:
* Identification Data: first and last name.
* Professional data: job title, work email address.
* Corporate details regarding the company, entity, or organization you work
for, collaborate with, or represent.
PURPOSES:
We will process your personal data in order to send you information about the
products and services offered by TravelPerk and its partners.
LEGAL GROUNDS:
The processing of your personal data for those purposes is based on your
consent.
BLOG POSTS ABOUT THE EVENT
TYPE OF DATA:
TRAVELPERK processes the following personal data:
* Image
PURPOSES:
We will process your personal data in order to publish blog posts about
in-person events on the TravelPerk website.
LEGAL GROUNDS:
The processing of your personal data for those purposes is necessary in order to
fulfill a legitimate interest of our company.
--------------------------------------------------------------------------------
IF YOU ARE A VISITOR
COOKIES AND SIMILAR TECHNOLOGIES
TYPE OF DATA:
When you interact with our platform or request a demo personal data will be
collected by means of cookies and similar technologies. Any personal data
generated in relation with the use of cookies (and similar technologies) and
information from the log file, including the IP address, the kind of browser,
the URLS, the number of clicks and the way in which you interact with links,
domain names, landing pages and pages visited.
PURPOSES:
Please consult our Cookies Policy
LEGAL GROUNDS:
Please consult our Cookies Policy
LEGAL OBLIGATIONS
TYPE OF DATA:
TRAVELPERK processes the personal data that you voluntarily provide or that is
generated in the course of your with TRAVELPERK.
PURPOSES:
We will process your personal data in order to comply with our legal
obligations.
LEGAL GROUNDS:
The processing of your personal data for this purpose is necessary to comply
with our legal obligations.
--------------------------------------------------------------------------------
IF YOU ARE A TRAVELER, TRAVELPERK DOES NOT ACT AS DATA CONTROLLER, BUT RATHER AS
A DATA PROCESSOR OF THE CUSTOMER (NORMALLY, YOUR EMPLOYER). Your personal data
will be processed according to the Data Processing Agreement entered into
between TRAVELPERK and the Customer.
SERVICES HIRED BY DIFFEERENT COMPANIES OF A SAME GROUP
When a Customer hires TravelPerk services, it may hire such services on behalf
of his company and also on behalf of certain Affiliates.
When doing so, the Customer confirms to be authorized by Affiliates to hire the
services and to provide TravelPerk with access to personal data for such
purpose. The Customer acknowledges that Affiliates shall in all cases be subject
to TravelPerk’s privacy policy and Data Processing Agreement as amended from
time to time. The Customer commits to inform Affiliates accordingly.
AUTOMATED DECISION MAKNG
TRAVELPERK does not adopt any decisions that could affect you in a significant
manner based solely on automated processing of your data. All decision-making
processes of our company related to your requests are conducted with human
intervention.
RECIPIENTS
Your data may be disclosed to the following third parties, for the following
reasons:
* Our Partners: insofar as you have shown an interest in one of our Partners’
products or services. This disclosure is necessary in order to fulfill your
request;
* Public Administrations: for compliance with legal obligations to which
TRAVELPERK is bound due to its activity, only if requested;
* Accounting audit companies: for compliance with legal obligations to which
TRAVELPERK is bound due to its activity;
* Interested third parties and their advisors in the context of any corporate
operation of TRAVELPERK, or the contribution or transmission of any business
or part of business activity, as well as transmitting the same to said third
party in the case of execution of the operation. Said data disclosure will be
carried out under the legitimate interest of TRAVELPERK consisting in the
correct governance of the same;
* Law Enforcement Agencies: when our company is required to provide information
in compliance with a legal obligation;
* Courts and Tribunals: In the cases provided by Law;
* Data Processors that need access to your data in order to provide the
services that TRAVELPERK has engaged to those providers. The type of
providers are the followings: prospective tools, surveying tools, customer
care suppliers, acquisition suppliers, hosting suppliers, digital marketing
suppliers and TravelPerk affiliates. The required confidentiality and data
processing contracts are signed between these providers and TRAVELPERK in
order to protect your privacy.
Should TRAVELPERK disclose your personal data to other third parties in the
future, it will duly inform you.
INTERNATIONAL DATA TRANSFERS
TRAVELPERK has engaged the services of providers located outside of the European
Economic Area (“Third Countries”). These providers have signed the
confidentiality and data processing contracts required by the regulations for
providers located in Third Countries, applying the guarantees and safeguards
necessary to preserve your privacy. Such guarantees and safeguards consist of
adequacy decisions of the European Commission, standard contractual clauses
approved by the European Commission or other legal mechanisms allowed by GDPR.
In the event that the disclosure to interested third parties and their advisors
in the context of any corporate operation of TRAVELPERK involves a data transfer
outside of the European Economic Area, this international data transfer will be
carried out applying the guarantees and safeguards necessary to preserve your
privacy.
For more information on the guarantees of your privacy, please refer to the
postal and electronic addresses included in the sections “DATA CONTROLLER” and
“DATA PROTECTION OFFICER” of this Privacy Policy.
RETENTION PERIODS
Your personal data will be kept for as long as the relationship with TRAVELPERK
continues. Upon termination of such relationship, for any cause, TRAVELPERK will
keep your personal data for the entire duration of any and all statutory
limitation periods that are applicable to the processing, and for the purpose of
proving compliance with our legal and contractual obligations. Once said periods
have come to term, your personal data will be deleted or, alternatively,
anonymized.
CONFIDENTIALITY
TRAVELPERK is committed to maintain confidential the information that Customers
provides while the latter test out our services.
YOUR RIGHTS
You may exercise your rights of access, rectification, erasure and portability,
restriction, right to withdraw consent, and/or right to object to the
processing, by contacting TRAVELPERK’s at the following email address
personaldata@travelperk.com.
Further, should you consider that the processing infringes the data protection
regulation or your rights, you may submit a complaint to:
* Our Data Protection Officer at the postal and electronic addressed
(dpo@travelperk.com), or
* The Spanish Data Protection Authority (Agencia Española de Protección de
Datos) via its website or postal address.
CALIFORNIA CONSUMER PRIVACY ACT SECTION
This section supplements this Privacy Policy and applies to California residents
only to the extent the California Consumer Privacy Act (CCPA) is applicable to
TravelPerk from time to time. For the sake of clarity, the entire TravelPerk
Privacy Policy (and not only this section) applies to Californian residents.
California residents may exercise the following rights:
* Right to request a copy of the personal information we have collected about
you or disclosed in the last 12 months (including categories of personal
information that we have disclosed about you to third parties for a business
purpose and categories of recipients of such personal information).
TravelPerk will first verify your identity for such purpose.
* Right to request deletion: you have the right to request the deletion of
personal information we have collected from you (subject to some exceptions).
* Right to Opt Out to the sale of personal information: you have the right to
instruct us not to sell personal information we have collected about you to
third parties now or in the future.
For the sake of clarity, TravelPerk does not sell personal data to third parties
(as this term is defined in the California Consumer Privacy Act).
You have the right not to receive discriminatory treatment when exercising the
rights described above. To exercise those rights please send an email to
personaldata@travelperk.com with the subject “California Rights Request”.
As stated in this Privacy Policy, TravelPerk discloses your personal data to
third party suppliers hired by TravelPerk who process your personal data
following instructions from TravelPerk and for the purposes TravelPerk indicates
from time to time.
CHANGES TO THIS PRIVACY POLICY AND THE CALIFORNIA CONSUMER PRIVACY ACT SECTION
We may update this Privacy Policy from time to time and will notify you of said
changes and updates as required by law. We will indicate the date that revisions
were last made to this Privacy Policy at the bottom of the Privacy Policy. You
can always ask TravelPerk for a copy of the previous versions of Privacy Policy.
Download PDF version
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PRIVACY PREFERENCE CENTER
When you visit any website, it may store or retrieve information on your
browser, mostly in the form of cookies. This information might be about you,
your preferences or your device. Because we respect your right to privacy, you
can choose not to allow some types of cookies. Click on the different category
headings to find out more and change our default settings. However, blocking
some types of cookies may impact your experience of the site and the services we
are able to offer. You can change your preferences at any time.
Cookies policy
Accept All
MANAGE CONSENT PREFERENCES
STRICTLY NECESSARY COOKIES
Always Active
Cookies that allow the user to browse a website, platform or application, and
using the different options on services included on these, including those
cookies used by the editor to allow operation and management of the website and
enable its functions and services, such as controlling data traffic and
communication, identifying the session, remembering the items added to their
cart, completing the payment process, managing payment, controlling any fraud
linked to service security, completing event sign up or participation requests,
counting visits for the purposes of invoicing the licenses for the software
which allow the service to operate (website, platform or application), using
safety elements during browsing, storing contents for video or audio
broadcasting, enabling dynamic contents (for example, loading animation for a
text or image) or share contents in social media.
FUNTIONALITY OR PERSONALISATION COOKIES
Funtionality or personalisation Cookies
Cookies that make it possible to remember information, so that users may access
the service under certain conditions that distinguish their experience from that
of other users, such as the language, the number of search results to be
displayed, the aspect or contents of the service depending on the browser though
which or the region from which it is accessed. This type of cookie make it
possible to offer a personalized service.
ANALYTICAL COOKIES
Analytical Cookies
Cookies that allow the cookies manager to perform follow-up and analyses of user
behaviour at the websites to which such cookies are linked; this includes a
quantitative measurement of the impact of an advertisment. Any information
collected by means of this type of cookies is used to measure activity on any
website, application or platform, for the purposes of introducing improvements
in function of the analysis of the data regarding the service use made by users.
ADVERTISING COOKIES
Advertising Cookies
Cookies which store information on user behaviour obtained through continuous
observation of their browsing habits, which allows to develop a specific profile
and display advertisement appropriate to this profile.
BACK BUTTON PERFORMANCE COOKIES
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COOKIES
We use own and third-party cookies and similar technologies to analyze traffic,
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