Traveldoo Data Privacy Statement

 

Traveldoo, an Expedia Group company, is a provider of web and mobile platforms for business travel and expense management. Traveldoo solutions simplify travel booking and expense reporting, help optimise travel spend and expense management processes, improve risk and crisis management and make business travellers

Your company has subscribed a license to use Traveldoo solutions either directly with Traveldoo or indirectly, via an authorized reseller.

This privacy statement does not modify any contractual terms entered between Traveldoo and your company or between your company and an authorized reseller, as the case may be. The purpose of this statement is to provide you with additional information regarding the processing of your personal data by Traveldoo while using its solutions and services.

Your personal data are processed by Traveldoo under the direction and following the instructions of your company for the purpose of making business travel arrangements and report your expenses via the Traveldoo solutions, all in accordance with your company’s travel, expenses and privacy policies. Any concerns regarding the processing of your personal data in this context should be addressed to the person or service in charge of data privacy issues within your company.

 

What Information is processed?

Depending on the solution selected by your company (travel and/or expense), we collect and process information about users or travelers, either directly from you or from your company. Such information includes the following categories of personal data.

ID data, such as name, date of birth, contact information (email, address, telephone), nationality, ID card or passport information, driving license, emergency contact name.

Financial information, such as invoicing and payment information (credit card information, bank account).

Organizational information such as employee ID, cost center, approvers.

Expense and travel related data, such as travel preferences, loyalty card program, reward numbers for car rental, airlines or hotel, travel itineraries, expense information or image of receipts.

Technical data, such as mobile device information, IP address, browser information, cookies.

Mobile device geolocation, solely in connection with the use of Traveldoo’s expense solution.

For the purpose of organizing your travel arrangements, some information indicated as mandatory is necessary to confirm your travel arrangements. Other information (such as meal preference, emergency contact name, car category preference) is optional and aimed to facilitate the planning of your trips.

 

Sensitive data

Your meal preferences might reveal information about your religion. You are never obliged to provide sensitive information about you and should you do so, you authorize your company and Traveldoo to process it.

 

Purposes of processing

Traveldoo will only process your information in accordance with your company’s instructions and contractual arrangement, and for the following purposes:

For the Travel solution: Making business travel arrangements and booking travel services (Air, Rail, Hotel & Car) in accordance with your company’s travel policy and approval workflow; providing you with information related to your bookings, such as travel confirmation and updates (via Traveldoo Web, Traveldoo Mobile App or email); managing User Profile accounts; providing general statistics reports and aggregated travel data to your company’s managers.

For the Expense solution: Processing your expenses in accordance with your company’s expense policy and approval workflows; managing user profile accounts and transferring the expense data to your company accounting systems; providing general statistics reports and aggregated expense data to your company’s managers. Geolocation remains optional and subject to your approval: it facilitates the expense creation process by filling in automatically the “Expense location field”. You can adjust your mobile device settings at any time.

Providing support to you and your company with the use and configuration of the solution.

 

With whom your information is shared?

Traveldoo may share your personal data with its affiliates, service providers that cooperate to provide services to your company, only to the extent necessary to fulfill its contractual obligations (including processing transactions, website hosting, providing customer and technical support, analytics) or legal obligations, and subject to the terms and conditions of our agreement with your company or our authorized reseller.

Some of your personal information (contact details, passport numbers, […]) may be communicated to travel suppliers or partners such as, but not limited to, central reservation offices, hotels, car rental companies etc., (hereafter the « Travel & Expense Suppliers ») for the purpose of ensuring the proper performance of pre-contractual measures taken for your travel arrangements and securing your bookings. Some of these Travel & Expense Suppliers might be established outside the European Union, including in countries which do not provide an adequate level of protection. Please note that Traveldoo has no control over the privacy practices of these Travel & Expense Suppliers and neither Traveldoo nor your company shall be liable for the processing of your information by such Travel & Expense Suppliers.

 

Security – Data retention

 Traveldoo implements appropriate technical and organizational measures to protect your information against accidental or unlawful destruction, accidental loss, alteration, unauthorized disclosure or access or other unauthorized processing. Traveldoo will retain your information in active database no longer than necessary in accordance with instructions provided by your company and applicable laws. Traveldoo may also retain some information in archive files as necessary to comply with its legal obligations, resolve dispute and enforce our agreement with your company.

 

How to exercise Your rights

You have a right to access, modify, or delete your personal information. You can exercise most of these rights directly from Your Profile page. Alternatively, you should contact the service in charge of data privacy within your company.

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