TripDesk365 Privacy Policy

Effective: October 6, 2026 ·, Last updated: November 2, 2026

TripDesk365 is a travel management and booking platform operated by Elite Travel Technologies LLC ("TripDesk365", "we", "us", "our"), a Delaware limited liability company, 8 The Green, Dover, DE 19901, United States. This policy explains what personal information we collect, why, who we share it with, how long we keep it, and the choices and rights you have.

It applies to:

• tripdesk365.com;
• the TripDesk365 web application (including app.tripdesk365.com and any agency-branded address we host);
• our emails and text messages;
• our support channels.

Together these are the "Service".

Privacy at a glance

• We collect what it takes to plan, book, ticket, and look after a trip. That includes traveller identity and document details that airlines and governments require, plus the account and billing details needed to run the Service.
• We use it to make and service bookings, keep travellers informed (for example, about flight disruptions), meet legal and airline requirements, secure the Service, and bill our customers.
• We share it with the airlines, hotels, and other suppliers you book; with the reservation and settlement systems that make bookings work; with government authorities where travel law requires it; and with the service providers that host and run the Service. We do so only as needed.
• We do not sell personal information, we do not "share" it for cross-context behavioural advertising, and we do not use it to train artificial-intelligence models.
• Passport and government ID numbers are encrypted at the application layer and shown only to authorised staff, on deliberate request, with each viewing logged.
• You have rights to know, access, correct, delete, and port your information, and to opt out. See §10, or email [email protected].

1. Who is responsible for your information

TripDesk365 serves travel agencies, travel management companies, and the businesses whose employees travel ("Customers"). Who decides how your information is used depends on how you reach us:

• If you are a traveller booked by a Customer (for example, by your employer or your travel agency), that Customer decides why and how your information is processed. It is the "business" or "controller". We process the information on its behalf as its "service provider" or "processor", under our agreement with it. Please direct privacy requests to that Customer first; we will help them respond (see §10).
• For our own purposes we are the business or controller. These cover our Customers' account users, visitors to our websites, prospective customers, billing, security, and legal compliance.

2. Information we collect

2.1 Information about travellers

Collected from the traveller, or from the Customer, travel arranger, or agent booking on their behalf:

• Identity: title, given, middle, and family name exactly as on the travel document; date of birth; gender as stated on the travel document (including "X" where the document allows it); nationality.
• Travel documents: passport or national identity card number, issuing country, and expiry date.
• Country of residence, and visas or permits held: the country the traveller lives in, and for each visa, residence permit, work permit or electronic travel authorisation (such as an ESTA) the traveller holds: its type, issuing country, category as printed, and dates of validity. We do not collect the numbers of these documents.
• Files attached to a booking: e-tickets, confirmations, invoices and receipts, and, where the Customer or their agent chooses to attach one, a copy of a passport or visa.
• Booking emails forwarded to us: when a Customer forwards airline, hotel or supplier emails to its TripDesk365 address, the sender's address, the subject, the text of the email, and its PDF and image attachments. We do not keep an email's HTML formatting.
• Booking documents an agent imports: when an agent pastes or uploads a confirmation, e-ticket, screenshot or spreadsheet for a booking made elsewhere, or imports a forwarded email, our AI provider reads it and proposes the booking's details (names, flights, ticket numbers). A person checks them before any booking is created. Passport numbers, dates of birth, contact details and card numbers are not taken from these documents.
• Secure travel identifiers: Known Traveler Number (for example, TSA PreCheck or Global Entry) and DHS Redress Number, with their issuing country.
• Contact details: email addresses and telephone numbers.
• Emergency contact: when the traveller or their arranger provides one, the name, relationship, telephone number and email address of someone to contact if something happens to the traveller during a trip. If you give us someone else's details for this, please let them know. Only people whose role allows them to see contact details can see it, and it is never included in itineraries, shared trip links, exports or our API.
• Loyalty programmes: frequent-flyer and hotel programme numbers and status tiers.
• Trip details: itineraries, fares, tickets, seats, service requests, and changes, cancellations, and refunds.
• Special service requests: meal preferences, and assistance needs such as wheelchair assistance, but only when you or your arranger choose to provide them so a supplier can meet them. These can reveal health or religious information; we use them only to pass the request to the supplier.
• Employment details, for business travel: employer, employee ID, cost centre, department, and travel policy group.
• Children and infants: when an adult books travel for a minor, we collect the same identity and document details the airline requires for that minor (see §12).

2.2 Information about account users

Agency staff, corporate administrators, travel arrangers, and travellers who sign in:

• name, work email, role, and permissions;
• sign-in details (handled by our identity provider; we never store your password);
• the account or accounts you belong to;
• a record of significant actions you take in the Service (an audit trail).

2.3 Billing and payment information

• Customers: billing contact, billing address, tax identifiers, invoices, and payment history.
• Cards and US bank accounts are collected and stored by our payment processor. We never receive or store full card numbers. We keep only the card brand, the last four digits, and the expiry month and year, or the bank name and last four digits, so you can recognise the payment method on file.
• Card payments for a trip: when a traveller or client pays an agency's payment link, we keep the card's brand, last four digits, issuing country and type (credit, debit or prepaid), and what the card's bank answered: whether it verified the payer, and whether the billing address and security code matched. We never receive the security code itself. We also keep the payer's IP address and device, the email address and phone number the payment page asks for, the billing country and province or state, and the identifier our payment processor gives the card, which lets us recognise the same card again without ever seeing its number.
• Fraud screening on card payments: each card payment is scored for fraud by our fraud-screening provider. It receives the payer's IP address and browser, a device identifier from a small script it runs on the payment page, the email address in hashed (scrambled) form, the billing name, address and phone number, the card's last four digits and the card bank's answers, and the amount —, never the card number. We keep the score and what the provider reports about those details (for example, whether the IP address is a proxy, how long the email address has existed, or whether the phone number is a VoIP number), and show it to the agency's staff working the booking. A high score asks the cardholder for an identity check; the score alone never refuses a sale.
• Card authorizations: the fare conditions the cardholder accepted and the initials they typed, their consent to receive records electronically, the authorization they signed, their typed name and email address, and when and from which IP address and device each step was taken. A copy is emailed to the cardholder. When the phone number given on the payment page is a US or Canadian number, the cardholder confirms the signature with a one-time code texted to it; we keep that the code was entered and when, how many codes were sent, and the type of phone line (mobile, landline or VoIP), never the code itself.
• Extra verification on some card sales: when a card sale needs more proof, the cardholder chooses one of three ways: their card's bank confirms them on our payment processor's page, where nothing is charged (we keep whether the bank confirmed them, and whether it was the card they paid with); an identity check (below); or a call-back from their travel agency on a number it already held (we keep who called, when, and their note of the number used).
• Identity checks (biometric data): in an identity check, the cardholder photographs a government ID and takes a selfie on our identity-verification provider's own page, after reading our notice and signing their consent by typing their name. The provider creates a scan of face geometry to compare the selfie with the ID, and deletes that face data within a year. It keeps the photos in our account with it for 3 years after the check, the retention period we have set with it, and then deletes them. Our own systems receive only whether the check passed, the reason given if an attempt did not, and the first and last name shown on the ID, to compare with the name signed on the card authorization. We keep each consent (the name typed, the notice's version, and when and from which IP address and browser it was given) for 5 years. We do not offer identity checks to cardholders with a Québec billing address.
• Our record of cards used without their owner's permission: when a card payment we took as merchant is charged back as fraud, and we confirm from our own dispute records, and a report by the travel agency, that the card was used without its owner's permission, we keep a keyed one-way code made from our payment processor's identifier for that card —, never the card number, an email address or a name. A later card payment on our merchant account with the same card needs extra verification (above); it is never refused automatically, and a person at the agency decides. We keep an entry for 180 days after we confirm it, then delete it. A cardholder may ask what we hold and challenge it: a challenge suspends the entry, and an entry we cannot stand behind within 30 days is removed. When the cardholder passes an identity check on a later sale, their card's entry is removed. We do not sell or share these records, and no travel agency is told whether a card is on it.

2.4 Information collected automatically

• Device and usage data: IP address, browser and device type, pages and features used, timestamps, and error logs. We use it to run, secure, and troubleshoot the Service.
• Approximate location derived from IP address, used for security (for example, unusual sign-in detection) and to show local times. We do not collect precise geolocation.
• Cookies and similar technologies: see §8.

2.5 Information from other sources

• Airlines, hotels, global distribution systems (GDS), and other suppliers: booking confirmations, ticket numbers, schedule changes, and servicing records for the trips we book.
• Flight status providers: the status of a flight (delays, cancellations, diversions). We send them only the flight number and date, never any traveller's details.
• Identity providers: if you choose "Sign in with Google", Google tells us your name, email address, and whether that address is verified.
• Customers: traveller profiles, employee rosters, and travel policies that a Customer loads into the Service.

2.6 Demo requests

If you ask for a demo on our website's Contact page, we collect your name, work email, the agency or company you work for, and whether it is a travel agency or a corporate travel team. If you choose to give them, we also collect your phone number, team size, and message. We use them only to arrange the demo and follow up on it. We do not add you to a mailing list, we send nothing to the email address you enter until a person replies to you, and we do not keep your IP address with the request.

2.7 Agreements signed through the Service

When an agency, a company, or a person joining an agency's staff is sent an agreement to sign (for example an agency agreement, a corporate services agreement, or an agent's onboarding terms), we collect the signer's name, email address, mobile number (as the sender gives it) and job title, the documents sent to them, when each step was taken and from which IP address and device, and the name of the person who countersigned and what they recorded about checking the business. When the mobile number is a US or Canadian number, the signer confirms the signature with a one-time code texted to it, and we keep that the code was entered and when, never the code itself. If an agreement was signed on paper instead, we keep the uploaded copy and who recorded it.

We check the business's name and the signer's name against public government sanctions lists: the US Treasury's (OFAC), Canada's, and the United Nations Security Council's. We download these lists ourselves, so no one else receives the names. We keep the result with the agreement: any listed name that resembles theirs, and, if a possible match was cleared, who cleared it and why. A person always makes that decision; the check never refuses anyone by itself.

3. How we use information, and our legal bases

We do not:

• make decisions that produce legal or similarly significant effects about you based solely on automated processing. Automated checks such as fare rules and travel-policy rules always leave a person able to act on the result.
• use personal information to train artificial-intelligence models.
• use special service requests for anything other than passing them to the supplier.

4. Sensitive personal information

Some information we process is "sensitive" under US state laws. That includes passport and government ID numbers, account sign-in details, and, where you choose to provide them, assistance needs or meal preferences that reveal health or religious information. We use sensitive personal information only for the purposes permitted by those laws: providing the travel services you request, security, legal compliance, and the other uses listed in §3 that those laws allow. We do not use it to infer characteristics about you, and we do not sell or share it.

Passport and government ID numbers get extra protection:

• They are encrypted at the application layer with keys separate from the database.
• Lists and screens show only a masked value.
• An authorised staff member must deliberately ask to see the full number. Each such viewing is recorded with who viewed it and when.

A copy of a passport or visa attached to a booking gets the same protection: it is encrypted before it is stored, only staff authorised for identity documents can see that it exists, and opening it requires a stated reason that is recorded with who opened it and when.

5. How we share information

We share personal information only as described here:

• Travel suppliers: airlines, hotels, car rental and rail companies, tour and cruise operators, and insurers you book. They need it to provide your travel, and they process it under their own privacy policies.
• Reservation and settlement systems: global distribution systems, airline reservation systems, and the Airlines Reporting Corporation (ARC) for ticket reporting and settlement.
• Government authorities, where travel law requires it: the US Transportation Security Administration (Secure Flight), US Customs and Border Protection (Advance Passenger Information), and the equivalent authorities of the countries you travel to or through. This is done by us or by the airline.
• The Customer that booked you, and the people that Customer authorises. For example, your company's travel administrators can see bookings made under its account.
• Tools the Customer connects, at the Customer's instruction: a Slack or Microsoft Teams workspace, or the Customer's own systems. Booking events sent there carry references, routes and statuses, never traveller names or prices. When a person in the Customer's Slack workspace looks up a trip with our slash command, the answer is shown only to them and contains only what their own login may see, which can include travellers' names. Those tools handle the information under the Customer's agreements with them.
• Service providers that host and run the Service for us (see §6). They act on our instructions under contracts that require confidentiality and security and forbid other uses.
• Legal and safety: when we believe in good faith that disclosure is required by law, subpoena, or court order, or is needed to protect the rights, property, or safety of travellers, Customers, us, or others. We will notify affected Customers where the law allows.
• Business transfers: in a merger, acquisition, financing, or sale of assets, subject to this policy's commitments. We will give notice before information becomes subject to a different policy.
• With your direction or consent.

We do not sell personal information, and we do not share it for cross-context behavioural advertising, as those terms are defined in California and other US state laws. We have done neither in the past 12 months.

6. Our service providers

We will update this list before a new provider begins processing personal information on our behalf. A current list of these providers, by name, is available to Customers on request and in our data processing agreement, and Customers with a data processing agreement can ask to be notified in advance.

7. Communications: email and text messages

• Service messages cover booking confirmations, itineraries, schedule changes, disruption alerts, approvals, security notices, and invoices. They are part of the Service, and you cannot opt out of the ones needed to deliver and secure it.
• Marketing emails go only to business contacts, where the law permits. Every one includes an unsubscribe link, which we honour promptly.
• Text messages. We send texts (for example, flight disruption alerts) only to numbers whose owners have agreed to receive them. Message frequency varies with your travel. Message and data rates may apply. Reply STOP to opt out, or HELP for help. We respect carrier-level opt-outs as well. We do not sell or share mobile numbers, or consent to receive texts, with third parties for their marketing.
• Signing codes. When you sign a card authorization or an agreement through the Service, we text a one-time code to the mobile number recorded for you, only when you ask for it on the signing page. It contains nothing else, and it does not sign you up for any other texts.

8. Cookies and similar technologies

The Service uses only cookies and storage that are strictly necessary or functional:

• Sign-in session cookies, set by our identity provider, keep you signed in securely.
• Security cookies, set by our network provider, protect the Service from attacks and automated abuse.
• Preference storage in your browser remembers choices such as screen filters.

We do not use advertising cookies, cross-site tracking, or third-party analytics pixels on the Service. If that ever changes, we will update this policy first, ask for consent where the law requires it, and honour opt-out signals (see §10.3). Blocking strictly necessary cookies will stop sign-in from working.

9. How long we keep information

We keep personal information for as long as we need it for the purposes in §3, and for as long as the law requires us to:

Biometric data retention schedule. We do not receive or store biometric identifiers. For identity checks, our identity-verification provider creates a scan of face geometry from the ID photo and the selfie, only to confirm that the person is the one on the ID; that purpose is met when the check returns a result. The provider permanently deletes that face data within a year of the check, and the ID photo and selfie 3 years after it. We never sell, lease, trade or otherwise profit from biometric data, and we disclose it to no one except our provider for the check, or where the law requires. On request we have the provider delete a check sooner, unless the law or an open dispute requires us to keep it. We review this schedule every year; it was last reviewed on October 17, 2026.

When we no longer need information, we delete it or de-identify it so it can no longer be linked to you. You can ask us to delete your information at any time (§10). We will, unless the law or an open booking requires us to keep it, and if so we will tell you what we kept and why. Copies in backups are overwritten as the backups expire.

10. Your privacy rights

10.1 Rights everyone can use

Wherever you live, you can ask us to:

• tell you what personal information we hold about you;
• give you a copy of it;
• correct it;
• delete it, subject to the legal-retention needs in §9.

Email [email protected], or call +1 (844) 786-8666, which is toll-free in the US and Canada.

If a Customer booked you, we will pass your request to them and help them respond, because they control that information (§1).

10.2 US state privacy rights

Residents of California, Colorado, Connecticut, Delaware, Iowa, Montana, Nebraska, New Hampshire, New Jersey, Oregon, Texas, Utah, Virginia, and other states with comprehensive privacy laws have rights to:

• know or access the personal information collected about them, including the categories, sources, purposes, and recipients;
• correct inaccurate personal information;
• delete personal information, subject to legal exceptions;
• obtain a portable copy;
• opt out of sale, targeted advertising, and profiling. We do none of these, but the right stands;
• limit the use of sensitive personal information. We already restrict it to permitted purposes (§4);
• appeal a decision about their request. Reply to our decision, or email [email protected] with the subject "Appeal". If you are unhappy with the outcome of an appeal, you may contact your state attorney general;
• not be discriminated against for exercising these rights.

10.3 Opt-out preference signals

We honour the Global Privacy Control (GPC) browser signal as a valid request to opt out of sale and sharing for that browser. We do not sell or share personal information to begin with.

10.4 How requests work

• Verification. We verify requests by confirming control of the email address or account on file. For sensitive requests we may ask for more. We will not ask for more information than we need, and we use what we receive only to verify the request.
• Authorised agents. You may use an authorised agent. We may ask for proof of the authorisation and verify your identity directly.
• Timing. We respond within 45 days, or sooner where the law requires, and may extend once by another 45 days where the law permits, after telling you why. We do not charge for requests unless they are manifestly unfounded or excessive.

10.5 California "notice at collection" summary

In the past 12 months we have collected the categories below, from the sources in §2. We use them for the purposes in §3, keep them for the periods in §9, and disclose them for a business purpose to the recipients in §5 and §6. We have not sold or shared any of them.

10.6 Travellers in the EEA, UK, and Switzerland

Where the GDPR, UK GDPR, or Swiss law applies, you also have the right to:

• object to processing based on legitimate interests;
• restrict processing;
• withdraw consent at any time (without affecting earlier processing);
• lodge a complaint with your data protection supervisory authority.

International transfers. We process information in the United States. Where the law requires a transfer mechanism, we rely on the European Commission's Standard Contractual Clauses (and the UK Addendum) with our Customers and providers, and on safeguards such as encryption and access controls. Transfers to airlines and authorities for your trip happen because they are necessary to perform the contract for your travel.

10.7 Canada

We handle personal information of individuals in Canada in line with PIPEDA and applicable provincial laws. That includes Quebec's Act respecting the protection of personal information in the private sector. Our Privacy Officer is reachable at [email protected]. Your information may be stored and processed in the United States, where it may be accessible to authorities under US law. You may contact the Office of the Privacy Commissioner of Canada, or your provincial commissioner, about our practices.

11. Security

We protect personal information with measures appropriate to its sensitivity:

• encryption in transit (TLS);
• encryption at rest, and application-layer encryption for passport and ID numbers and for files attached to a booking;
• private networking, with no public inbound access to our servers;
• strong, multi-factor-capable sign-in;
• least-privilege, role-based access, with every request checked against the account it belongs to;
• audit logging of significant actions;
• careful handling of payment data so card numbers never touch our systems.

No system is perfectly secure. If a security incident affects your personal information, we will notify the affected Customers, and you where we are responsible, without undue delay and as the law requires.

12. Children's information

The Service is for businesses and adults. Children cannot hold accounts. When a parent, guardian, employer, or agent books travel that includes a child or infant, we process the minor's information that airlines and authorities require (for example, name, date of birth, and passport details) solely to provide that travel, under the booking adult's direction. We do not market to children, and we do not knowingly collect personal information directly from children under 16. If you believe a child has given us information directly, contact [email protected] and we will delete it.

13. Notice required by the US Transportation Security Administration

The Transportation Security Administration (TSA) requires you to provide your full name, date of birth, and gender for the purpose of watch list screening, under the authority of 49 U.S.C. section 114, the Intelligence Reform and Terrorism Prevention Act of 2004, and 49 C.F.R. parts 1540 and 1560. You may also provide your Redress Number, if available. Failure to provide your full name, date of birth, and gender may result in denial of transport or denial of authority to enter the sterile area. TSA may share information you provide with law enforcement or intelligence agencies or others under its published system of records notice. For more on TSA privacy policies, or to view the system of records notice and the privacy impact assessment, please see TSA's website at www.tsa.gov.

14. Links to other services

The Service links to airlines, hotels, and other third parties whose own privacy policies govern what they do with your information. When you book a supplier, that supplier's policy also applies to your trip.

15. Changes to this policy

We will update this policy when our practices change, and revise the "Last updated" date. For material changes, we will notify Customers' account administrators by email or in the Service before the change takes effect. Earlier versions are available on request.

16. Contact us

• Privacy questions and requests: [email protected]
• Phone: +1 (844) 786-8666 (toll-free in the US and Canada)
• Mail: Elite Travel Technologies LLC, Attn: Privacy, 8 The Green, Dover, DE 19901, United States