Privacy

This privacy policy sets out how we use, process and protect information about you.

We are committed to ensuring that your privacy is protected.You can be assured that your data will only be used in accordance with this privacy statement.

Voyage Manager Ltd. may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from 6 May 2018.

Who We Are

Voyage Manager Ltd is a company registered in England and our company number is 7365818.

You can contact us at info@voyagemanager.com or mail us at:

Voyage manager Ltd.
3 Charles Babbage Road
Cambridge CB3 0GT
United Kingdom.

For GDPR purposes Voyage Manager is a Data Processor. You or your organization is the Data Controller.

What We Collect

The Voyage platform can store and process a lot of different types information. What we collect and process will depend on what you and your organization want to store on the platform. Most of the sensitive data that we store has to be entered manually by you or an administrator.

As a user or traveller there are different sets of data that we collect about you. The basic information we hold is your username, password email address and organization. We will hold this for all users of the Voyage platform. On top of that the system will store the default settings defined by your organization's requirements. This information may be input by an administrator or through an automated import or synchronization process.

The second set of data is the travel data. The travel data may be collected through manual entry using the portal or mobile apps, through forwarding of itineraries or as direct and automated feed from your TMC (travel agency) or a GDS (booking system). The data we collect may include traveller information, flight, rail, hotel and car rental bookings.

The Voyage platform can store a lot of personal sensitive data. This data may be medical information, such as medications, medical conditions, vaccinations, doctors and dentists, or travel documents such as passports, visas or insurance documents. It is down to each organization to determine what personal information should and must be stored in travellers' data vaults, and up to the individuals to upload the information. The Voyage manager platform does not require any personal information to be uploaded, but having the data on the platform makes it easier to provide assistance when it is required.

The apps that accompany the Voyage platform provide travellers with instance access to key information and services. Some of the apps do background location tracking of the devices the apps are running on. Travellers that install the app will be asked to confirm that they allow location tracking when they register the apps with the platform. Location information may also be collected from tracking devices and satellite devices that travellers carry with them.

What Is The Lawful Base For Processing?

The lawful basis for processing personal data is in order for the clients/controllers to meet their legal obligations, which also comes under vital interests. There are multiple legal obligations that Voyage addresses:

• Duty of Care
• Tax Compliance

Employers have a duty of care to their employees, which means that they should take all steps which are reasonably possible to ensure their health, safety and wellbeing. Voyage Manager provides services to employers that help them meet their duty of care responsibilities by monitoring the location of travelers, notify travelers of incidents and providing destination guides.

Tax and immigration compliance are legal requirements that all companies must meet. Companies with traveling employees must monitor the amount of time their staff spend in various jurisdictions. Voyage monitors and reports on the amount of time spent in countries and states, ensuring travelers and companies meet their tax and immigration commitments.

Why Is The Data Being Collected?

You or your company has engaged us to provide travel tracking services to you and/or your organization. In order to fulfil this duty we need to collect and process certain data that is relevant to your safety and compliance.

How Will The Data Be Used?

The data will be used to provide the services that you or your organization have purchased. The data will be used track the location of where travellers have been, are and will be, provide information to travellers before and while travelling and to ensure that the company complies with internal and external compliance and legal requirements.

Who Will The Data Be Shared With?

The Voyage platform can be accessed by you and/or your organisation. As a user you can have access to you own data, as well as public, non personal data. Administrators within your organization's account will have access to the profiles of all travellers and users within the organization.

If you or your organisation engage a security or assistance provider, the provider may be granted access to the data, in order to provide the services they have been contract to provide.

Should you choose to use the automated email parsing service for importing trips into your Voyage profile, your itineraries will be forwarded and processed by one of our processing partners or services. This will be WorldMate, TripIt and/or Traxo.

The Voyage platform will not share any data apart from as described in the paragraphs above. It would be up to you and/or your organization to share data with any other parties should any sharing occur. As a user you may choose to share your information with 3rd parties.

Data Retention

Unless otherwise specified, all data will be retained as long as your organization subscribes to the platform. Once the agreement with you or your organization has ended and all outstanding invoices have been settles the account will be removed from our systems with 30 days, unless there is a legal requirement to retain the data for longer. Data logs will automatically be purged 30 days later.

Data Storage

Data is stored and processed in data centres located within the EU.

Controlling Your Personal Information

You may request details of personal information which we hold about you under the GDPR legislation of 2018. If you are a user of the Voyage platform you may access your personal data through the Privacy section of your My Preferences. If you are not a user on the Voyage platform you may contact us at info@voyagemanager.com.

Through the portal you can modify a lot of information linked to your profile, especially any sensitive personal data that you have entered in the travel vault. You can also modify your trips, and manage your tax and expense data. In order to have your profile deleted you must contact your employer or the team managing your Voyage account.

If you believe that any information we are holding on you is incorrect or incomplete, you may edit the information through the portal, or you may write to or email us as soon as possible at the above address. We will promptly correct any information found to be incorrect.