Privacy Policy

1. Who we are

TravelQuix operates TravelQuix, an operations platform for tour operators, DMCs and travel agencies. Where we decide why and how personal data is processed, we are the data controller. Where we process data on behalf of a customer using the platform, that customer is the controller and we act as their processor.

You can reach us about anything on this page at [email protected].

2. Data we collect

From visitors to this website, when you submit the enquiry form: your name, work email address, agency name and the message you write. We do not run advertising trackers on this site.

From users of the platform, in order to provide the service:

• Account data: name, email address, role, the company you belong to and your preferences.
• Content you enter: quotations, itineraries, supplier and rate information, traveller details, documents and booklets.
• Usage and technical data: log records, IP address, browser type, and the actions taken in the product, used to keep the service secure and working.

Where you enter details about travellers or suppliers, that data belongs to your company. You are responsible for having a lawful basis to enter it and we process it on your instructions.

3. Why we process it

• To provide, secure and support the platform, on the basis of performing our contract with you.
• To respond to enquiries you send us, on the basis of our legitimate interest in answering the people who contact us.
• To bill for the service and keep the records the law requires us to keep.
• To improve reliability and performance, on the basis of our legitimate interest in running the service well.

4. Sub-processors and third parties

We use a small number of providers to run the service. Each of them only receives the data it needs to perform its function:

• Cloud hosting and object storage for the application and the files you upload.
• Email delivery for transactional messages, documents and enquiry notifications.
• OpenAI, where you use the AI assistant, to process the prompt and the relevant records for that request.
• OpenRouteService and map tile providers, to calculate road distances and render trip maps.
• Pexels, where you search for stock imagery from inside the product.

We do not sell personal data, and we do not share it for advertising.

5. International transfers

Some of the providers above process data outside your country. Where that happens we rely on the transfer mechanisms recognised in the relevant jurisdiction, such as standard contractual clauses.

6. How long we keep it

Enquiry form submissions are kept for as long as the conversation is live and for a reasonable period afterwards. Platform data is kept for as long as the account is active. After an account closes we delete or anonymise the data, except where we are required to retain records for legal, accounting or dispute purposes.

7. Your rights

Depending on where you live, you may have the right to access the personal data we hold about you, to correct it, to delete it, to restrict or object to processing, and to receive a copy in a portable format. You may also withdraw consent where processing relies on it, and complain to your local supervisory authority.

To exercise any of these, write to [email protected]. If your data was entered into the platform by a company using TravelQuix, we will pass your request to them, since they control that record.

8. Security

Access to the platform requires authentication, and permissions are scoped by role and by company. Data is encrypted in transit. We restrict internal access to production data to the people who need it to operate the service. No system is perfectly secure, so we also keep logs and monitor for unusual access.

9. Cookies

This marketing website uses only the cookies required to serve the pages. The platform itself uses a session cookie to keep you signed in and a cookie recording which company you are working in. Neither is used for advertising or cross-site tracking.

10. Changes to this policy

If we change how we handle personal data we will update this page and change the date at the top. Material changes affecting platform customers will also be notified in the product or by email.