Our Commitment to Your Privacy
As a provider of travel tour operator services to clients (a “Client”), Signature Tours collects, uses and discloses personal information of individuals authorized to travel as a Client (a “Traveler”). Anyone who submits personal information to us should understand the nature of our business and how their personal information is collected, used, disclosed or processed by Signature Tours.
Signature Tours is committed to a high standard of privacy. It complies with applicable U.S. Privacy Laws, including federal and/or provincial/state privacy legislation in these jurisdictions and adopts the ten principles for the protection of personal information as set out below. (“Privacy Principles”) The Privacy Principles for the collection, use and disclosure of personal information include the following:
Signature Tours is responsible for personal information in its custody or under its control, including any personal information that has been transferred to a third party for processing. Signature Tours requires a comparable level of protection for personal information handled by its third-party contractors.
In addition, Signature Tours has designated a corporate Privacy Manager to facilitate Signature Tours’s privacy compliance, in conjunction with senior leadership - who has overall responsibility for Signature Tours’s privacy compliance.
2. IDENTIFYING PURPOSES
Signature Tours shall identify the purposes for which personal information is collected, at or before the time the information is collected. When personal information that has been collected is to be used for a purpose not previously identified, the new purpose will be identified prior to use.
The primary purposes for which Signature Tours collects personal information include:
- to establish and maintain responsive relationships with Clients and Travelers;
- to provide travel tour operator services to its Clients including, without limitation, making travel arrangements on behalf of Travelers, providing travel policy compliance services, and collecting and reporting on Client travel data;
- to understand Client and Traveler needs and preferences, including special requirements;
- to obtain payment for services;
- to develop, enhance, market or provide products and services, including, without limitation, to market or provide products and services through Signature Tours or affiliate companies of the Signature Tours;
- to manage and develop Signature Tours’s business and operations;
- to conduct surveys and promotions; and
- to meet legal and regulatory requirements.
The knowledge and consent of the individual are required for the collection, use or disclosure of personal information, except where required or permitted by law.
Signature Tours provides travel tour operator services to clients. In order to complete these services, Signature Tours requires personal information for authorized Travelers. The personal information collected by Signature Tours may include, but is not limited to, name, address, age, marital status, passport and visa information, emergency contact, email, phone number, financial information and corporate data.
Signature Tours may also collect sensitive personal information related to a Traveler’s travel arrangements (such as the Traveler’s disabilities, allergies and other medical information and special needs) to help the Traveler obtain special accommodations for travel arranged by or through Signature Tours, but only if the Traveler submits such sensitive personal information to us. If a Traveler does not want us to collect and use such sensitive personal information, then the Traveler should not submit this information to us. Signature Tours will not share a Traveler’s sensitive personal information with a third party unless authorized to do so by the Traveler.
In order to complete the travel arrangements requested by the Traveler, Signature Tours may input the Traveler’s personal information into a Tour Management Tech operating system or provide the Traveler’s personal information to one of the global distribution systems or an internet booking engine or other travel supplier. The use of such personal information to aid in fulfilling the travel arrangements requested by a Traveler through specific travel suppliers, such as airlines, hotels and rental car agencies. Signature Tours receives confirmation of the travel arrangements requested by a Traveler.
Upon completion, Signature Tours provides information to the Client on travel arrangements made for a Traveler. This information may include, but is not limited to, information regarding the dates and times of travel, locations travelled to and from, classes of service provided, the names and locations of any hotels or other lodging arranged for the Traveler by Signature Tours, the names of other travel suppliers providing services to the Traveler, and the costs incurred for all travel services selected by the Traveler. A Traveler’s personal information may also be shared with the Client for which a Traveler is making travel arrangements.
Signature Tours may be required or permitted to disclose personal information from time to time in order to comply with legal requirements and will comply with applicable Privacy Laws in doing so.
In addition to collecting, using and disclosing personal information in connection with the provision of services, Signature Tours may collect personal information from its employees and this personal information may be transferred among Signature Tours and its Affiliates, and may be subject to the Privacy Laws of a foreign jurisdiction. Signature Tours handles employee personal information in accordance with the Privacy Principles (to the extent possible) and Signature Tours’s human resources policies.
4. LIMITING COLLECTION
Signature Tours limits the collection of personal information to that which is necessary for the purposes identified by Signature Tours. Personal information must be collected by fair and lawful means.
Signature Tours collects, stores and processes only that personal information required to provide travel tour operator services for or to fulfill contractual obligations with regard to Travelers and Clients.
5. LIMITING USE, DISCLOSURE AND RETENTION
Signature Tours shall only use or disclose personal information for the purposes for which it was collected unless the individual has otherwise consented, or when it is required or permitted by law.
Personal information is retained only for the period of time required to fulfill the purposes for which it was collected.
Personal information is maintained by Signature Tours in as accurate, complete and up-to-date form as is necessary to fulfill the purposes for which it is to be used. Signature Tours relies upon the accuracy of the personal information submitted by the Traveler in order to provide the specific travel services, and does not routinely update that information.
7. SAFEGUARDING INFORMATION
Personal information of Travelers is protected by security safeguards that are appropriate to the sensitivity of the information.
Keeping a Traveler’s personal information confidential is important to us and Signature Tours takes reasonable steps to protect that information against such risks as loss or theft, unauthorized access, disclosure, copying, use, modification or destruction. Signature Tours employs physical, administrative and technological safeguards to protect the security of personal information.
Any credit card information is transmitted in an encrypted format using standard SSL (secure socket layer) encryption. Travelers should use caution when disclosing personal information by telephone or other electronic media, as Signature Tours has no control over such third-party providers.
Signature Tours conducts periodic internal reviews of its data collection, storage and processing practices and the security measures it has implemented to ensure that such security measures provide reasonable precautions and are commensurate with those generally practiced within the travel management industry.
As with all personal information, Signature Tours will never rent or sell a Traveler’s personal financial information.
Signature Tours employees who have access to personal information are bound by confidentiality obligations, the violation of which will subject the employee to discipline, which may include termination of employment.
Individuals may contact us at firstname.lastname@example.org if they have any questions about our privacy practices. If you would prefer to contact us in person, our telephone number (800) 915-3527, and you may ask for the Privacy Manager.
Upon request, an individual shall be informed of the existence, use and disclosure of their personal information, and shall be given access to it. Individuals may verify the accuracy and completeness of their information, and may request that it be amended, if appropriate.
If a Traveler becomes aware of any inaccuracy in his or her personal information or if a Traveler wishes to inquire about his or her personal information, then the Traveler should notify us by contacting us at email@example.com. Signature Tours will make all corrections and/or deletions of erroneous personal information brought to its attention within a reasonable time period. Signature Tours will provide access to personal information in accordance with the requirements of applicable Privacy Laws.
10. HANDLING COMPLAINTS AND SUGGESTIONS
A Traveler who thinks that his or her personal information has been misused should direct any questions or complaints to Signature Tours at firstname.lastname@example.org, providing a written description of the complaint. After receiving a written description of the complaint, a representative of Signature Tours will contact the Traveler in order to discuss his or her concerns. Signature Tours is interested in addressing all legitimate complaints about its adherence to applicable Privacy Laws and will make a good faith effort to resolve promptly any complaint brought to its attention.