What information do we collect?
When servicing a given corporate Client, an electronic ‘Traveler Profile’ is created in CWT’s proprietary tool, CWT Portrait, for each traveler. The personal information is entered through feeds from the corporate clients or by the traveler (or the authorized travel arranger). The personal information that we collect for each traveler may include: name, gender, date of birth, address, phone numbers, email addresses, credit card references/numbers, travel destinations, travel schedules, travel preferences (seat, meal, smoking, etc.), passport and visa details, as well as next of kin information. If a ‘master profile’ is created by an online booking tool service provider (OBT), CWT receives the profile information from the OBT and a profile is automatically created in CWT Portrait to enable the counselor to fulfill traveler’s requests. When organizing a meeting or event for a corporate Client, CWT collects personal information to register the participants to the meeting or event through tools that may be selected by the Client or receives lists of participants from the Client. CWT collects personal information from users to its websites through the use of online forms and when the user emails CWT his/her details. CWT forwards these user requests to the appropriate CWT team to respond to the user.
How we process personal information
In addition to creating Traveler Profiles and ‘passenger name records’ (PNRs), CWT uses the personal information (usually the PNR) of the traveler for the following travel and other travel-related purposes.
Reservations: The Traveler Profiles are stored in a database as a reference document to be consulted each time a reservation is to be made. When a reservation is made, CWT creates a PNR that contains all of the personal information along with the reservation information that is needed to fulfill the travel request of a traveler and to fulfill regulatory requirements for travel to certain destinations such as the Secure Flight program in the United States and the Advanced Passenger Information System in several countries such as the UK and China. To make reservations, CWT needs to transfer personal information to various third party travel suppliers (such as airlines, hotels, car rental companies, online booking tool companies and safety and security tracking providers, as well as computer reservation systems) within the traveler's home country or in another country where the traveler may be traveling and often also to government bodies for certain destinations such as DHS in the US. Without this information travel will not be possible.
Consolidation of Travel Data: At the request of the Client (the paying party for the travel), CWT or a third party may prepare information reports that summarize and analyze the travel expenditures per destination, per travel supplier, etc. Such reports may include certain personal information from the traveler's profile.
Transfers to Third Parties at Corporate Client's Request: CWT may transfer personal information to third parties at the request of the Client, for example for information consolidation or emergency traveler tracking services. These transfers could involve transfers of personal information to other countries.
Transfers within the CWT group: Transfers are made throughout CWT, its subsidiaries, joint ventures and international partners to support travel-related services such as emergency online booking services, airline ticket issuance and technical help-desk requests, and for screening where required for compliance with the law.
Transfers to CWT service providers: Transfers are for CWT to obtain support services in connection with the travel and meetings & events services to its clients (such as administrative, information technology and technology platforms for CWT tools, telecommunications, payment services).
Regulatory transfers: CWT may be required by law to transfer information to governments and law enforcement agencies where required.
Compliance with Travel Policy: At the request of the Client, CWT may report on the compliance of the travelers with the travel policy of the Client and identify any exceptions to the compliance.
Collecting Travel Payments: CWT may transfer personal information to third parties in the traveler's home country or to another country for the purpose of collecting payments related to travel reservations.
CWT Databases: The electronic Traveler Profiles that CWT maintains are stored in a central database at a CWT location in the United States. For clients using an OBT provider, the personal information may be stored by these third-parties.
New Products and Services: With the goal of improving service and based on the information given to CWT, CWT may send additional information to the traveler if it applies to his/her trip or in advance of future trips. An example might be a list of restaurants near a specific hotel in the destination city or parking at the departure airport.
Application of the Policy
Transfer to Third Parties: CWT requires third parties processing EU travelers personal information to meet the standards of data privacy laws in the EU.
Security: CWT has implemented appropriate technical and organizational measures to protect the personal information obtained from our Clients' travelers against accidental or unlawful disclosure or destruction.
Retention and Deletion: CWT keeps personal information only as long as required to fulfill the services requested by its Clients. CWT may need to keep certain information to comply with financial reporting laws or to inquiries from Clients on past travel activities.
Travelers' Rightsof Access
The traveler has a right of access to his/her personal data. The traveler can update his/her Traveler Profile directly in CWT Portrait. To contact CWT with questions or issues about CWT’s information processing, the traveler may contact firstname.lastname@example.org.
Dispute resolution: Any questions or concerns regarding the use of disclosure of personal information may be directed to email@example.com. CWT will investigate and attempt to resolve complaints and disputes regarding use and disclosure of your personal information.
This policy is subject to change. The changes will be posted on this web site, so please be sure to check the site regularly.