TRAVEL PROFESSIONALS INTERNATIONAL PRIVACY ACT POLICIES

TPI is committed to maintaining a high level of integrity in our handling of Agent and Client information and full compliance with the Privacy act.

This document outlines personal information handling policies for the Travel

Professionals International organization. The information contained in this document is subject to change without notice in order to remain current with future revisions to

policies or information. This document pertains only to TPI head office policies and

procedures. Individual agencies are responsible for the proper use of personal client

information and compliance with the privacy act.

In keeping with PIPEDA requirements, TPI has assigned IT manager Cary Klassen responsibility for TPI’s compliance with the Privacy act.

Questions or Complaints about privacy issues can be directed to:

Cary Klassen- IT Manager & Technology Support.

Address: 2627 Portage Ave.

Winnipeg, Manitoba

R3J-0P7

Ph: (204) 987-3322

Email: privacy@tpi.ca.

All TPI head office staff should be aware of company policy and be able to assist with questions on general issues. Specific inquiries that need further clarification or action may be referred to the Privacy Official contact.

Personal Client Information Collected By TPI agencies or head office:

The following fields indicate the information currently collected for TPI clients. Additional

fields may be included that fall under these general fields. Any agencies maintaining

additional information should disclose the nature of that information to clients.

• Name

• Birthday

• Home address

• Home Phone

• Business Phone

• Fax

• Email

• Frequent Flyer Numbers

• Agent comments or trip detail

• Passenger classification (adult/child)

• Credit Card Information

• Travel Destination(s)

• Destination Phone number

• Confirmation number(s)

• Departure date

• Return date

• Date of booking

 

 

This information is collected for processing of travel bookings or booking requests, and correspondence with the client.

The information is gathered by the agent and processed by head office via online Internet submission. Disclosure of information to industry suppliers is implied by consent.

Information is stored in a secure central database maintained by TPI head office. Reasonable precautions have been taken to ensure the integrity, and security of our information systems. Information is behind a corporate firewall. It is encrypted in transit, and stored in our private database. Access to the information is restricted to authorized head office staff. Physical security includes camera surveillance, and card swipe locks at our head office. Back up data is stored in a safe.

Only head office authorized staff members are given access to information covered by the privacy act. Clearance is given on a need to know basis as it relates to the fulfillment of the business request. Only relevant information is disclosed to authorized individuals. Head office staff members are required to obtain positive identification of the requesting individual before disclosing personal information. This includes online account passwords or email authentication. Each individual TPI agent has access to their client’s information, and is responsible for keeping that data up to date and discarding it when it is no longer needed, or when a client requests it be disposed of.

Personal client Information and the booking agencies information may be disclosed to industry suppliers for the purpose of processing travel requests. This is implied when verbal or written consent is given to collect a client’s personal information.

Personal Information contained in travel itineraries and accounting documentation is maintained for 7 years in order to comply with accounting audit regulations. Client contact records may be removed upon a written request after all related transactions are complete. Shredding is used in disposal of all expired hard copy personal information.

Client’s may directly requests personal information from TPI head office. Requests will be processed in a secure and timely manner. A request must include verifiable identification of the requesting individual to ensure privacy is maintained.