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Privacy Policy

Last updated: January 2025

GDPR Compliance Notice: This privacy policy is designed to comply with the General Data Protection Regulation (GDPR) and other applicable data protection laws. We are committed to protecting your privacy and personal data.

1. Data Controller

Professional Travel Quest is the data controller for the personal information we collect. For any questions about this privacy policy or your personal data, contact us at [email protected].

2. Information We Collect

We collect information you provide directly to us, such as:

  • Personal Information: Name, email address, phone number, job title, company name
  • Travel Information: Travel preferences, passport details, frequent flyer numbers
  • Payment Information: Credit card details, billing addresses (processed securely by third-party processors)
  • Communication Records: Emails, phone calls, and chat conversations for service improvement
  • Usage Data: Information about how you use our website and services

3. Legal Basis for Processing (GDPR)

We process your personal data based on:

  • Consent: When you explicitly agree to processing (e.g., marketing communications)
  • Contract: To fulfill our travel management services
  • Legitimate Interest: To improve our services and prevent fraud
  • Legal Obligation: To comply with accounting, tax, and other legal requirements

4. How We Use Your Information

We use your personal information to:

  • Provide travel booking and management services
  • Process payments and maintain financial records
  • Communicate about your travel arrangements and account
  • Provide customer support and resolve issues
  • Send marketing communications (with your consent)
  • Comply with legal obligations and prevent fraud
  • Analyze and improve our services

5. Information Sharing and Disclosure

We may share your personal information with:

  • Travel Suppliers: Airlines, hotels, car rental companies to complete bookings
  • Payment Processors: To process payments securely
  • Service Providers: Third parties who assist in delivering our services
  • Legal Requirements: When required by law or to protect our rights

We do not sell your personal information to third parties.

6. International Data Transfers

Your personal data may be transferred to and processed in countries other than your country of residence. We ensure appropriate safeguards are in place, including:

  • Standard Contractual Clauses approved by the European Commission
  • Adequacy decisions by the European Commission
  • Other legally recognized transfer mechanisms

7. Your GDPR Rights

Under GDPR, you have the following rights:

  • Right of Access: Request access to your personal data
  • Right to Rectification: Request correction of inaccurate personal data
  • Right to Erasure: Request deletion of your personal data
  • Right to Restrict Processing: Request limitation of processing
  • Right to Data Portability: Request transfer of your data
  • Right to Object: Object to processing based on legitimate interests
  • Right to Withdraw Consent: Withdraw consent for consent-based processing

To exercise these rights, contact us at [email protected]

8. Data Retention

We retain your personal information for as long as necessary to:

  • Provide our services to you
  • Comply with legal obligations (typically 7 years for financial records)
  • Resolve disputes and enforce agreements

Marketing data is retained until you withdraw consent or we no longer have a legitimate interest.

9. Data Security

We implement appropriate technical and organizational measures to protect your personal data, including:

  • Encryption of data in transit and at rest
  • Regular security assessments and updates
  • Access controls and staff training
  • Incident response procedures

10. Cookies and Tracking

We use cookies and similar technologies to improve your experience. See our Cookie Policy for detailed information about our use of cookies and your choices.

11. Children's Privacy

Our services are not directed to children under 16. We do not knowingly collect personal information from children under 16. If we become aware of such collection, we will delete the information promptly.

12. Changes to This Policy

We may update this privacy policy from time to time. We will notify you of any material changes by email or through our website. Your continued use of our services after changes constitutes acceptance of the updated policy.

13. Supervisory Authority

You have the right to lodge a complaint with a supervisory authority if you believe we have not complied with data protection laws.

14. Contact Us

For questions about this privacy policy or to exercise your rights, contact us at:

Professional Travel Quest
Data Protection Officer
Email: [email protected]
Phone: +1-800-TRAVEL-PRO