Part of the Reed and Mackay Group
Business Travel Direct is a trading division of Reed & Mackay Travel Limited.
1. YOUR PERSONAL DATA
The Data Subject, Controller and Processor for Personal Data
For the purposes of the General Data Protection Regulation (GDPR), Business Travel Direct as a trading division of Reed & Mackay Travel Limited will process your personal data on behalf of your employer. Where travel or associated services are delivered to you as part of an arrangement between your employer and Business Travel Direct, then due our status as an agent, the relevant service provider will be responsible for the security of personal data it received and for compliance with applicable law. Business Travel Direct is not responsible for the acts or omissions of such service providers.
The Data Subject’s employer is the Data Controller for these purposes. The Data Controller is the Client Company of Business Travel Direct, and Business Travel Direct in turn acts as the Processor of the Data Subject’s Personal Data. Pursuant to a written contract with the Data Controller, Business Travel Direct as Processor, will use the Personal Data of the Data Subject, provided by the Client Company, to facilitate travel arrangements for the Data Subject. It is this contract of service which forms the ‘Legal Basis’ for the processing of Personal Data carried out by Business Travel Direct. (Further information on ‘Legal Basis’ is set out in the appendix to this document.)
There are circumstances where Business Travel Directmay also become a Data Controller. If Business Travel Direct collects additional Personal Data directly from a Data Subject, Business Travel Direct will be acting under a ‘Legitimate Interest’ to legally process the data to facilitate travel arrangements for the Data Subject and to fulfil the contractual requirements for its Client Company. In circumstances where Business Travel Direct collects Personal Data from the Data Subject, Business Travel Direct will obtain that Data Subject’s express consent. Business Travel Direct also acts as a Data Controller for any Personal Data held regarding its own employees, and legally processes this data under its Contract of Employment with those Data Subjects.
2. PERSONAL DATA WE COLLECT ABOUT YOU
The Personal Data we collect about you will only be the data specifically required to fulfil travel, accommodation, or other travel-related arrangements. Such data may be collected directly from you or provided to Business Travel Direct via your employer. Such data will only be processed for that purpose. Certain kinds of Personal Data collected, such as data about your racial or ethnic origin, physical or mental health, or religious beliefs requires additional protection. By providing any sensitive data of this kind you agree that we may collect it and use it to provide our services.
3. HOW WE USE YOUR PERSONAL DATA
Business Travel Direct has adopted the following principles to govern its processing and use of your Personal Data. Business Travel Direct is committed to ensuring that the Personal Data collected:
- Shall be processed lawfully, fairly, and in a transparent manner;
- Is retained for as long as it is required to fulfil our contractual requirements, or to provide statistics to our Client Company;
- Is adequate, relevant, and limited to what is necessary in relation to the purposes for which it is collected and/or processed;
- Is accurate and, where necessary, kept up to date; and
- Will not be used by Business Travel Direct for any monitoring or profiling activity or process, and will not adopt any automated decision making processes.
4. HOW WE PROTECT YOUR PERSONAL DATA
Business Travel Direct protects your Personal Data against unauthorised access, unlawful use, accidental loss, corruption or destruction. We use technical measures such as encryption and password protection to protect your data. We also use operational measures to protect the data, for example by restricting access to only those in personnel who need to access your data.
Mindful of technological development, we keep these security measures under review and Business Travel Direct may therefore need to implement adequate alternative technical and organisational measures.
5. YOUR RIGHTS
As a Data Subject you have the rights set out in chapter 3 GDPR. Business Travel Direct will always fully respect your rights regarding the processing of your Personal Data, and has provided below at section 10 the details of the person to contact if you have any concerns or questions regarding how we process your data, or if you wish to exercise any rights you have under the GDPR.
In summary, you are entitled to know who has your Personal Data, what they are using it for, to see copies of all Personal Data held by Business Travel Direct and to amend, correct or delete such data. You may also limit, restrict or object to the processing of your data. In each case, the request must be in writing to Business Travel Direct using the details set out at section 10 below.
For example, most travel bookings must be made under the traveller’s full name and must include contact details and appropriate identification (e.g. passport details). Business Travel Direct cannot make bookings for you without this information.
6. SHARING YOUR DATA
Transfers to Third Parties
To fulfil your travel arrangements it will in most cases be necessary for Business Travel Direct to process Personal Data via a third party (these include but are not limited to airlines, hotels, car hire companies, and Visa or Passport companies). Personal Data shall only be transferred to, or processed by, third party companies where such companies are necessary for the fulfilment of the travel arrangements.
Sending data outside of the European Union
Business Travel Direct will not transfer Personal Data to a country or territory outside the European Economic Area (EEA) unless the transfer is made to a country or territory recognised by the EU as having an adequate level of Data Security, or is made with your consent, or is made to satisfy the legitimate interest of Business Travel Direct in regard to its contractual arrangements with its clients.
All internal group transfers of Personal Data shall be subject to written agreements under Business Travel Direct’s Intra Group Data Transfer Agreement (IGDTA) for internal Data transfers which are based on Standard Contractual Clauses recognised by the European Data Protection Authority.
A Cookie is a small text file that can be stored by your browser on the device you use to access internet and allows the browser to pass small amounts of information to help you efficiently browse our website and how you interact with our webpages to improve your experience.
We will never share any personal information about you with any third parties and the cookies used maintain your anonymity.
You have the right to make a complaint directly to our supervisory authority, the Information Commissioner’s Office at the following address:
England SK9 5AF
10. CONTACT US
To exercise any of your rights, you can send an email to us at firstname.lastname@example.org or you can write to us:
Business Travel Direct
4 Waterside Drive
Appendix – Definitions of certain terms referred to above:
(Article 4 of the GDPR): means any information relating to an identified or identifiable natural person (‘Data Subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.
(Article 4 of the GDPR): means any operation or set of operations which is performed upon Personal Data or sets of Personal Data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, erasure or destruction.
(Article 4 of the GDPR): this means the person or company that determines the purposes and the means of processing Personal Data.
(Article 4 of the GDPR): means a natural or legal person, public authority, agency or any other body which processes Personal Data on behalf of the controller.
Legal Basis for Processing:
(Article 6 of the GDPR): At least one of these must apply whenever Personal Data is processed:
- Consent: the individual has given clear consent for the processing of their Personal Data for a specific purpose.
- Contract: the processing is necessary for compliance with a contract.
- Legal obligation: the processing is necessary to comply with the law (not including contractual obligations).
- Vital interests: the processing is necessary to protect someone’s life.
- Public task: the processing is necessary to perform a task in the public interest, and the task or function has a clear basis in law.
- Legitimate interests: the processing is necessary for the legitimate interests of the Data Controller unless there is a good reason to protect the individual’s Personal Data which overrides those legitimate interests.