Privacy Policy 

Voyzant Corporate Travel – Manitoba, Canada

Last Updated: November 28, 2025

 

  1. Introduction and Scope

Voyzant Corporate Travel (“Voyzant,” “we,” “our,” “us”) is committed to protecting the privacy and security of personal information we collect about travelers, clients, and other individuals (“you” / “your”). This Privacy Policy describes what personal data we collect (on paper and electronically), how we collect, use, store, share, anonymize/de-identify, and dispose of that data; how we respond to access requests, complaints, and data breaches; and how long we retain records. This Policy applies to all services provided by Voyzant — including corporate travel bookings, travel management, consulting, related administrative services, and any associated online portals or applications.

By using our services, or providing us with personal information for others (e.g. emergency contacts, travelers on behalf of a company), you acknowledge and consent to the practices described in this Policy.

 

  1. What Personal Data We Collect

Depending on the nature of the services and how they are requested, Voyzant may collect the following types of personal data, whether on paper (e.g. printed forms) or electronically (online booking platforms, email, etc.):

  • Identity & contact information: full name, home or business address, email address, telephone/fax/mobile numbers.
  • Travel-related information: passport/visa or national ID number, driver’s license number, date of birth, gender, citizenship, travel itinerary/route, class of service, seat/hotel/transportation preferences, frequent flyer or loyalty program data; special accommodation requests; hotel/rail/car/ground transportation membership data and preferences.
  • Emergency contact & traveller-arranger data: names and contact details of emergency contacts, personal assistant or travel arranger, and any other third party for whom you make travel arrangements.
  • Payment & billing data: corporate or personal credit card numbers, bank account information when required, billing or cost-center identifiers, or other financial/payment-related information.
  • Company/organizational information: employer or client company name, department, division or cost-center identifier (if travelling on behalf of a company).
  • Digital / system data: login credentials, user IDs, employee IDs, IP addresses, browsing data, and other usage data if you use our online booking or management systems.
  • Other data (if volunteered): any additional information you provide voluntarily (e.g. for travel preferences, surveys, special requests, health-related accommodation requests).

If you provide personal data about other individuals (e.g., you book travel for a colleague or submit emergency contact info), you represent and warrant that you have the authority to share that data and have informed them of this Policy.

    1. How We Collect Personal Data

    We may collect personal data in several ways:

    • Directly from you: when you book travel, request services, complete paper or electronic forms, contact us by phone/email, or otherwise communicate with us.
    • From third parties / your employer: if you are travelling on behalf of a company that engages us, your employer or their authorized representative may supply relevant data to us.
    • Automatically: through our online portals, booking systems, or websites — e.g., via cookies or other similar technologies, or data provided by travel suppliers (airlines, hotels, rental car companies, etc.) when making or managing reservations.

      1. How We Use Personal Data

      We use the personal data we collect for the following purposes (where permitted by law and/or with your consent):
      A. Provision of Travel Services — booking and issuing travel arrangements (flights, accommodation, rental cars, etc.), itinerary management, ticketing, travel-related consulting, reporting to your employer (if applicable), and related administrative tasks.
      B. Communication & Customer Service — contacting you regarding your bookings, itinerary updates, confirmations, changes, alerts, and customer support.
      C. User Experience & System Functionality — enabling you to use our online systems (login, account management), customizing services, and supporting technical operation of systems.
      D. Company / Client Reporting & Analytics — providing travel usage analytics or reporting to companies or clients who engage Voyzant, cost-center tracking, corporate travel reporting or auditing.
      E. Billing, Invoicing, and Financial Processing — processing payments, billing, refunds, reimbursements, corporate invoicing, and related financial operations.
      F. Fraud Prevention, Security & Legal Compliance — verifying identities, preventing misuse or fraud, responding to legal or regulatory requirements, enforcing our terms, and defending our rights.
      G. Marketing, Surveys & Optional Communications (if consented) — sending newsletters, promotional offers, travel deals or services updates; conducting traveler or customer satisfaction surveys; improving our services and tailoring them to your preferences.
      We will not use your personal data for purposes incompatible with the above unless we first obtain your explicit consent (where required).

        1. Anonymization / De-identification

        When feasible and appropriate, Voyzant may aggregate and anonymize or de-identify personal data so that it cannot reasonably be used to identify individuals. Such anonymized data may be used for reporting, statistical analysis, business-intelligence, service improvement, or benchmarking purposes — provided that the anonymized data does not reveal your identity, directly or indirectly.

          1. Disclosure and Sharing of Personal Data

          To deliver our services, Voyzant may share your personal data (in secure and controlled manners) with:
          • Voyzant staff, agents, partners, subcontractors — as needed to perform services (e.g., ticketing, bookings, customer support).
          • Travel suppliers and service providers (airlines, hotels, rail, rental car companies, visa/passport agencies, ground transport, etc.).
          • Payment processors, financial institutions, billing or invoicing services.
          • Your employer or client (when you travel on behalf of a company) — for corporate travel records, cost-center allocation, reporting, auditing.
          • Third-party providers engaged for ancillary services (e.g., fulfilment, surveys, storage, analytics) that support our business operations.
          • Legal or regulatory authorities when required by law, court order, or legitimate request; or to enforce our rights (fraud investigations, legal claims).
          • In the event of business restructuring (sale, merger, acquisition, liquidation): your personal data may be among transferred business assets — subject to applicable laws and protections.
          We will ensure that any third-party recipients adhere to comparable privacy and security standards, via contractual or other safeguards.

            1. Data Storage, Security, Retention & Record Disposition

            Storage & Security:
            We store personal data in secure systems — whether physical (paper) or electronic — and implement appropriate technical, administrative, and organizational safeguards: restricted access (need-to-know), encryption (where applicable), secure storage facilities, access controls, regular security reviews, staff training on confidentiality and privacy. For electronic systems, we apply standard industry practices to protect against unauthorized access, alteration, or loss.

            Retention:

            • We retain personal data only as long as necessary to fulfill the purposes outlined above (service delivery, billing, client reporting, legal compliance).
            • Once personal data is no longer required, we will securely delete, destroy, or anonymize it (depending on format: paper – shredding/incineration or equivalent; electronic – secure deletion, wiping, or de-identification).

            For corporate travel records, billing, or financial/legal compliance, retention periods may be determined by applicable laws/regulations or contractual obligations.

              1. Access, Correction, Deletion, Objection & Portability (Your Rights)

              To the extent required by applicable law, you have the following rights regarding your personal data:

              • Access & Information: You may request to know what personal data we hold about you, the categories of data, the purposes of processing, recipients (or categories of recipients), storage/retention periods, and other information about the processing.
              • Correction / Update: If your personal data is inaccurate or incomplete, you may request correction or updating.
              • Deletion / Erasure: Where data processing is based on consent, or you object to processing and no overriding legitimate interest exists, you may request deletion or erasure of your personal data.
              • Restriction / Objection: You may request that we limit processing (e.g., suspend data use) or object to processing — particularly for direct marketing, profiling, or other uses beyond core service delivery.
              • Data Portability: Where technically feasible, you may request a copy of your data in a commonly used, structured, machine-readable format; and, where possible, request direct transfer to another controller.
              • Withdraw Consent: For data processing based on consent, you may withdraw consent at any time. Withdrawal does not affect lawfulness of processing done prior to withdrawal.
              • Complaint Handling: You may submit a complaint or dispute regarding our handling of your personal data or a breach of privacy; see Contact details below.

              Requests (access, correction, deletion, objection, portability, complaint) should be submitted in writing (e.g., email) to our Privacy / Data Protection contact. Voyzant will respond in a timely manner consistent with applicable law and may charge a reasonable administrative fee if permitted.

                1. Breach Notification

                In the event of a data breach (unauthorized access, loss, or disclosure of personal data) that poses a risk to your rights or freedoms, Voyzant will:

                • promptly assess the scope and impact of the breach;
                • notify affected individuals (or their employer, if travel on behalf of a company) without undue delay, consistent with applicable legal/regulatory requirements;
                • notify regulatory authorities if required by law;
                • take all reasonable remedial and mitigation steps (containment, investigation, improved security measures, staff retraining, etc.);
                • document the breach, response actions, and lessons learned.

                  1. Anonymization / De-identification & Use of Aggregate Data

                  As noted above, whenever possible and practical, we will anonymize or de-identify personal data before using for reporting, analytics, trend analysis, business intelligence, benchmarking, or statistical purposes. Once de-identified, such data cannot be linked back to individual persons.

                    1. Children & Minors

                    Voyzant does not knowingly collect personal information about children (under 18 years of age) unless submitted by a parent or legal guardian.

                      1. Update to This Policy

                      We may update this Privacy Policy from time to time (e.g., to reflect changes in applicable law, industry practices, or our services). The “Last Updated” date at the top will be revised when changes are made. We encourage you to review this Policy periodically.

                        1. Contact / Complaints / Data Protection Officer

                        If you have any questions or concerns about this Privacy Policy, wish to exercise your rights, or want to lodge a complaint (including breach reporting), please contact us at:

                        Voyzant Corporate Travel
                        Attn: Privacy / Data Protection Officer
                        Email: privacy@voyzant.com 
                        Mailing Address: 311 – 7100 Woodbine Ave. Markham, ON L3R 5J2

                        We aim to respond to all inquiries and complaints in a timely and fair manner.

                        Acknowledgment & Consent

                        By using our services or submitting your personal data (or data on behalf of others), you acknowledge that you have read and understood this Privacy Policy and consent to our collection, use, storage, disclosure, and processing of your personal data as described herein — until you withdraw consent or request deletion/erasure (to the extent legally permitted).