Contact Sales+02 8090 6607
Home Why Choose Egencia? Travel Services About Us Contact Us

Egencia Australia Privacy Statement

Rev. 8 (6/23/08)

This site is operated by Egencia Australia Pty Limited, at 95 Pitt Street, Level 4 - Ste. 4A, 4E, & 8, Sydney, New South Wales 2000, Australia.

Egencia and its related bodies corporate (“Egencia”, “us” or “we”) are bound by and comply with the National Privacy Principles set out in Schedule 3 to the Privacy Act 1988 (Cth) in relation to, among other things, the collection and disclosure of information regarding individuals in Australia.

This Privacy Statement sets out our information privacy practices as follows:

  • Corporate Travel Program – Overview
  • What information we collect about you
  • Use of personal information
  • Disclosure of your information
  • Your choices with respect to collection and use of your information
  • How we protect your information
  • How you can access your information
  • External links
  • Changes to this Privacy Statement
  • Contacting us

Management of your information

This Privacy Statement discloses the information privacy practices for Egencia with respect to the Egencia.com.au Web site (“Egencia.com.au”). This Corporate Travel Program and associated Web site are intended for use by Australian organisations and employees of such organisations who are over 18 years of age.

We understand that making bookings online involves a great deal of trust on your part. We take this trust very seriously, and make it our highest priority to ensure the security and confidentiality of the personally information you provide to us. (Personal Information includes information that can be linked to a specific individual, such as name, address, phone number, e-mail address, or payment details.)

This document sets out Egencia’s policy concerning the management of personal information and describes the types of personal information Egencia holds, the purposes for which it holds that personal information, and the ways in which Egencia collects, holds, uses and discloses that information.

Corporate Travel Program

Overview

To manage its business travel needs, your organisation has enrolled in the Egencia Program. Under this Program, your organization may designate a travel manager ("Travel Manager") to manage and administer the travel needs of your organisation and may appoint one or more travel arrangers ("Arranger" or "Global Arranger") to book and manage the travel of individual employees ("Travellers"), as well as non-employees as deemed appropriate by the company (“Guests”).

Rules relating to bookings by Travellers

To book and manage their own travel, Travellers must register to become a member of this Web site or have profile data loaded in our system by the Egencia implementation team. Travellers who do not register to become members of this Web site must rely on their Travel Manager, Arranger or Global Arranger. If you are a Traveller, this Privacy Statement applies to you regardless of whether you are booking and managing travel yourself or through your Travel Manager, Arranger or Global Arranger. This Privacy Statement also applies regardless of whether the travel you book is business or personal. Accordingly, unless we expressly provide otherwise, when we refer to "you" in this Privacy Statement, we are referring to you as the Traveller, whether you are acting on behalf of yourself or through a Travel Manager, Arranger or Global Arranger.

Travel Managers, Arrangers and Global Arrangers

While this Privacy Statement is primarily directed at Travellers and Guests, it also applies to Travel Managers, Arrangers and Global Arrangers.

Any personal information that a Travel Manager, Arranger or Global Arranger provides to us about himself or herself in connection with our Corporate Travel Program is managed as set out in this Privacy Statement. Egencia, however, reserves the right to contact Travel Managers, Arrangers and Global Arrangers as contemplated by their organisation’s Corporate Travel Agreement with us (e.g., for feedback on the Program, to discuss the business relationship, or to discuss new promotions). This contact may occur via phone, e-mail or postal mail.

When booking and managing travel on behalf of any Traveller or Guest, Travel Managers, Arrangers and Global Arrangers must obtain the relevant Traveller's or Guest’s consent. Travel Managers, Arrangers and Global Arrangers must also ensure that the relevant Traveller or Guest receives and agrees to the terms of this Privacy Statement. Each Travel Manager, Arranger and Global Arranger also agrees to comply with the terms of this Privacy Statement when providing or handling any personal information of any Traveller or Guest.

Whether you book travel directly from us or allow your Travel Manager, Arranger or Global Arranger to do so on your behalf, your Travel Manager, Arranger or Global Arranger may have access to your member ID, password, name of your member account, as well as your travel itineraries and all other information in your account, and may share this information with others within your organization. Your Travel Manager, Arranger or Global Arranger will also be able to update your profile settings (excluding your Member ID and password) and travel preferences. Your Travel Manager, Arranger or Global Arranger will also be able to view, change, or cancel any of your trip itineraries.

Scope of Statement

This Privacy Statement sets out the information collection and use practices of Egencia. The policies or practices of your organisation may differ, and we are not responsible for any use or disclosure of your personal information by anyone at your organisation or any acts or omissions of your organisation, Travel Manager, Arranger or Global Arranger. If you have any questions about the manner in which your organisation, Travel Manager, Arranger or Global Arranger handles your personal information or books or manages travel on your behalf, please contact the appropriate representative of your organisation.

What information we collect about you

Before you access the Egencia Web site, we require you to sign in as a member, using your Member ID and password. Generally, Egencia collects and stores all information you enter on this Web site including, without limitation, all personal information about you that you specifically and voluntarily provide or give us in any other way. We also may request information about your travel preferences, including meal requests, seat selection, frequent flyer/hotel/car rental program information, and ticketing options. Your Travel Manager, Arranger or Global Arranger may provide us additional personal information about you such as your employer ID number.

On all pages of this Web site that collect personal information, we specifically describe what information is required in order to provide you with the product or service you have requested.

Circumstances where Egencia collects personal information include, without limitation, when you:

  • Complete the Egencia Program Application
  • Become an Egencia Australia member
  • Complete a Traveller profile
  • Book travel
  • Use the Travel Arranger service
  • Participate in a survey
  • Contact us

Sensitive Information
For the purpose of fulfilling a travel request, Egencia may collect sensitive information about you. Sensitive information includes, without limitation:

    (a)    information about your racial or ethnic origin (such as passport
             information);
    (b)    information about your religious beliefs or affiliations (for example, if you
             request a kosher meal); or
    (c)    health information about you (such as dietary or other special
             requirements);

and is information from which your identity may reasonably be ascertained.

Egencia will only collect sensitive information about you where you have consented to Egencia collecting the sensitive information by specifically and voluntarily providing such information or the collection of the sensitive information is otherwise permitted or required by law.

Passenger information
Egencia collects the full name, contact number and other personal information of a Traveller when a travel reservation is made on this Web site. We may also collect information about each Traveller's preferences, including meal requests, seat selection, frequent flyer/hotel/car hire programmes and membership numbers, and ticketing options.

When someone other than yourself is accompanying you on travel booked through this Web site, we may collect personal information and travel preferences about that individual. You should obtain the consent of other individuals prior to providing Egencia with their personal information and travel preferences, as they will be unable to directly access our systems to view or change any information you provide on their behalf.

Cookies and other Web technologies
As a member or visitor to this Web site, you may be assigned a permanent cookie file on your computer's hard drive. You can always choose to not receive a cookie file by enabling your Web browser to refuse cookies or prompt you before accepting a cookie. Be advised that, by refusing to accept a cookie, you may not be able to access many of the travel tools offered on this Web site.

While this cookie does not contain any personal information, it may be associated with your personal information in order to provide you with targeted e-mail notifications. Click here to find out more about cookies.

Automatic information
Egencia automatically collects certain information about your computer when you visit this Web site. For example, we collect information about your IP address, operating system, Web browser software (e.g. Netscape Navigator or Internet Explorer), and referrer Web site. We also may collect information about your online activity, such as trips viewed and bookings made. One of our goals in collecting this automatic information is to help customise your user experience.

Information Collected by Third Parties
Third-party advertisers, such as advertising entities and business partners, may use cookies and other technologies (such as Web beacons) to collect information about your online activities. The purposes for collecting this information include: to measure and understand usage of our site; to analyse, modify, and personalize advertising content on this Web site and other sites; and to provide ads about goods and services we hope will be of interest to you. We do not have access to or control over cookies or other features they may use, and the information practices of these advertisers are not covered by this Privacy Statement. You can find out more about third-party advertisers and explore the option of not having this information collected by clicking here.

Failure to provide information
In order to access the Egencia Web site, you must sign in as a member, using your Member ID and password. When making travel plans or a booking using this Web site, you must provide the requested contact information and financial information. We will use your contact information to reserve the required services, to send you details of the confirmation, for billing purposes and to inform you of any updates or changes to your travel plans.

If you do not provide the requested information, you will not be able to access the Egencia Web site, and we may not be able to complete your requests or orders.

Use of personal information

Information collected on this Web site may be used to:

  • Register you as an Egencia Australia member
  • Plan and book travel
  • Provide travel confirmations through the Travel Alerts service
  • Notify you about special promotions, offers and products or services that may be of interest
  • Respond to your questions or suggestions
  • Reward you as part of any reward and recognition program you choose to join
  • Solicit information from you, including through surveys
  • Resolve disputes, collect fees, or troubleshoot problems
  • Enforce our Terms of Use
  • Measure interest in and improve our products, services, and Web site
  • As otherwise described to you at the point of collection.

E-mail notifications
If you chose to receive communications from Egencia Australia about special promotions when registering as a member of this Web site, we may use your e-mail address to send you communications about surveys, contests, sweepstakes, promotions, flight specials, or other travel opportunities on this Web site and those of its marketing partners. We may also use your e-mail address or telephone number to contact you about changes to your travel itinerary.

Disclosure of your information

Egencia Australia may share your personal information with the following entities:

  • Suppliers, such as hotel, airline, cruise, car rental companies, or activity providers, who fulfill your travel reservations. Throughout this Web site, all services provided by a third-party supplier are described as such. We do not place limitations on our suppliers' use or disclosure of your personal information. Therefore, we encourage you to review the privacy policies of any travel supplier whose products you book through this Web site. Please note that these suppliers also may contact you as necessary to obtain additional information about you or to facilitate your travel reservation.
  • Third-party vendors who provide services or functions on our behalf, including credit card processing, business analytics, customer service, marketing, distribution of surveys or sweepstakes programs, and fraud prevention. These companies have access to personal information needed to perform their functions but are not permitted to share or use the information for any other purpose.
  • Business partners with whom we may jointly offer products or services. You can tell when a third party is involved in a product or service you have requested because their name will appear with ours. If you choose to access these optional services, we may share information about you, including your personal information, with those partners. Please note that we do not control the privacy practices of these third-party business partners and recommend you evaluate their practices before deciding to provide your personal information.
  • Others within you organization, such as your Travel Manager, Arranger or Global Arranger, as described above under “Travel Administration.”
  • Companies within our corporate family. Sharing this information with our corporate affiliates, including Expedia.com, Expedia. com.au, Expedia.co.uk, Hotels.com, TripAdvisor, Hotwire, and Classic Vacations, enables us to provide you with information about products and services, both travel-related and other, which might interest you. To the extent that our corporate affiliates have access to your information, they will follow practices that are at least as restrictive as the practices described in this Privacy Statement. They also will comply with applicable laws governing the transmission of promotional communications and, at a minimum, give you an opportunity in any commercial e-mail they send to choose not to receive such e-mail messages in the future.

Other than as set out above, you will be notified when personal information about you will be shared with third parties, and you will have an opportunity to choose not to have us share such information.

We also may share aggregate or anonymous information with third parties, including advertisers and investors. For example, we may tell our advertisers the number of visitors a Web site receives or what are the most popular vacation destinations. This information does not contain any personal information and is used to develop content and services we hope you will find of interest.

Transfer of information overseas
At present, Egencia centralises its records of personal information for all Egencia operations, including those on this Web site, in the United States. As a consequence, Egencia may perform some of its data processing of your personal information outside Australia, for example, in the United States. To do this, Egencia may transfer your personal information internationally to other countries including the United States. Egencia will only transfer your personal information to another country if:

    (a)    Egencia reasonably believes that the recipient of the information is
             subject to a law, binding scheme or contract which effectively upholds
             principles for fair handling of your personal information that are
             substantially similar to the National Privacy Principles; or
    (b)    the transfer is necessary for the performance of a contract between you
             and Egencia, or for the implementation of pre?contractual measures
             taken in response to the your request; or
    (c)    Egencia has taken reasonable steps to ensure that the information
             which it has transferred will not be held, used or disclosed by the
             recipient of the personal information inconsistently with the National
             Privacy Principles.

Egencia will protect your personal information no matter where we process or store your data by following this privacy statement. By becoming a member of Egencia Australia, you give your consent to this transfer of your personal information.

Our legal obligations
Egencia may be required by law to disclose information you have provided in obtaining travel products or services in the good-faith belief that such action is necessary (a) to conform to the edicts of the law or comply with legal process served on Egencia or the site; (b) where Egencia has reason to suspect that unlawful activity has been, is being or may be engaged in, as part of its investigation of the matter or in reporting its concerns to relevant persons or authorities in relation to the property of Egencia, and (c) to act under exigent circumstances to protect the personal safety of users of Egencia, the site or the public.

Under U.S. Law, the U.S. Department of Homeland Security Bureau of Customs and Border Protection (“CBP”) will receive some of your travel and reservation information, known as Passenger Name Record or PNR data, prior to arrival in, or departure from, the U.S.A.

In relation to PNR data originating from the European Union (“EU”), the CBP has issued a number of undertakings which represent a unilateral declaration on how CBP will handle and utilise such PNR data. CBP has undertaken that it uses this PNR data for the purposes of preventing and combating terrorism and other transnational serious crimes. The PNR may include information provided during the booking process or held by airlines or travel agents. The information will be retained for at least three years and six months and may be shared with other authorities. For further information about these arrangements, including measures taken by the CBP to safeguard your personal information, see: http://www.dhs.gov.

We may also disclose your personal information to various other law enforcement agencies and governments around the world for security, customs and immigration purposes.

Your choices with respect to collection and use of your information

  • You can add or update information on the My Profile and My Trips pages and close your account as described below.
  • As a participant in the Egencia Program, you may receive communications from us notifying you of special promotions or other travel news. You can discontinue your subscription to Egencia Australia’s promotional e-mail services at any time on the My Profile page under the heading “E-mail settings,” or by telling your Travel Manager, Arranger or Global Arranger that you no longer wish to receive such communications from Egencia. (Egencia cannot be responsible for any failure by them to communicate your preferences to us.) You will also be given the opportunity to unsubscribe from commercial messages in any such e-mail we send. Please note that we reserve the right to send you other communications, including service announcements, administrative messages, and surveys relating either to your Expedia.com account or to your transactions on Expedia.com, without offering you the opportunity to opt out of receiving them.
  • The Help portion of the toolbar on most browsers will tell you how to prevent your browser from accepting new cookies, how to have the browser notify you when you receive a new cookie, or how to disable cookies altogether. Please note that if you refuse to accept cookies from this Web site, you will not be able to access portions of our site.

How we protect your information

We want you to feel confident about using Expedia.com to plan and book your travel, and we are committed to protecting the information we collect. While no Web site can guarantee security, we have implemented appropriate administrative, technical, and physical security procedures to help protect the personal information you provide to us. For example, only authorized employees are permitted to access personal information, and they only may do so for permitted business functions. In addition, we use encryption when transmitting your sensitive personal information between your system and ours, and we employ firewalls and intrusion detection systems to help prevent unauthorized persons from gaining access to your information.

How you can access your information

Egencia will, on request, provide you with access to the personal information we hold about you, unless there is an exception which applies under the National Privacy Principles as set out in Schedule 3 to the Privacy Act 1988 (Cth). We may recover from you our reasonable costs of supplying you with access to this personal information and your request to provide access to this personal information will be dealt with in a reasonable time. If we refuse to provide you with access to the personal information, we will provide you with reasons for the refusal and inform you of any exceptions relied upon under the National Privacy Principles.

Egencia believes that members and site visitors should have control over the collection and use of their personal information. You have access to your information in the following areas of this Web site:

My Account
The My Profile pages on Egencia allows members to view and change their account settings. The e-mail settings option lets you change your e-mail address and subscribe or unsubscribe to the special promotional notification services. You can also change your password and elect to have an automatic password sign-in when logging on to this Web site. You can add new Travellers and delete existing Travellers from your member profile; update or correct names, phone numbers, passport information, and emergency contacts for Travellers associated with your profile; and update your travel preferences.

Request to close an account
You can close your Egencia Australia account by calling us at the telephone numbers provided below. Once you close an account, you will not be able to sign in or access any information associated with the account, but you can open a new account at any time. We will send you an e-mail confirming your account closure to the e-mail address contained in your member profile.

My Trips
The My Trips page on this Web site allows members to view, update, or delete their saved itineraries.

In the event that you notify Egencia that certain personal information about you is not accurate, complete and up-to-date, Egencia shall take reasonable steps to correct the personal information so that it is accurate, complete and up-to-date.

External links

If any part of the Expedia.com Web site links you to other Web sites, those Web sites do not operate under this Privacy Statement. We recommend you examine the privacy statements posted on those other Web sites to understand their procedures for collecting, using, and disclosing personal information.

Changes to this Privacy Statement

Egencia Australia may update this Privacy Statement in the future. We will notify you about material changes to this Privacy Statement by sending a notice to the e-mail address you provided to us or by placing a notice on our Web site.

If you have questions about our Privacy Statement, please e-mail us.

Contacting us

We want to make sure you have control over your online travel experience as an Egencia Australia customer, from planning and booking your travel to protecting your personal information.

Egencia customer service travel agents are ready to help with your Egencia travel concerns 24 hours a day, seven days a week. Please e-mail us your questions and comments using our feedback form https://www.expediacorporate.com/pub/agent.dll?qscr=fbak&&zz=1214249192081 and you will receive a response within 4 hours. If you need more immediate assistance, you may call an agent at 1300 130 318. You may also call at any time the customer service number given to you upon company sign-up.

In addition, you may directly contact the travel supplier at the phone number or address provided on your travel itinerary.

This Privacy Statement is effective as of __________________.