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ETA Tour & Travel Agency
Member Since Sep 2025
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Hi, I'm ETA Tour & Travel Agency
A company's policy for sales team flight bookings should outline the procedures, standards, and roles for arranging business travel, while the associated privacy policy clarifies how employee and booking information is collected, used, and protected
. Both are crucial for controlling costs, ensuring legal compliance, and protecting employee privacy. Sales team flight booking policy
This policy provides the rules for booking and paying for flights, creating clarity and consistency for your sales team.
Key policy elements
- Booking procedures:
- Approved booking methods: Specify if the team should use an internal travel manager, a designated travel agency, or a company-approved online booking tool.
- Booking timeframe: Mandate advance booking requirements to secure better rates.
- Approval process: Define who needs to approve travel requests and any exceptions to the standard rules.
- Air travel guidelines:
- Class of service: Set clear rules on when economy versus business class travel is permitted. For example, business class might be allowed for flights over a certain duration.
- Preferred vendors: Designate preferred airlines to maximize loyalty benefits and consolidate travel data.
- Baggage: Outline allowances for checked baggage and how excess baggage costs are handled.
- Frequent flyer miles: Clarify if frequent flyer miles belong to the employee or the company.
- Expense management:
- Approved expenses: List all reimbursable air travel expenses, such as seat selection, in-flight WiFi, and meals, and provide a clear process for submitting claims.
- Non-reimbursable expenses: List examples of expenses the company will not cover, such as personal leisure costs.
- Emergency protocol:
- Provide clear instructions and contact information for employees who experience a travel emergency or disruption, such as a missed or canceled flight.
- Policy violations:
- State the consequences for violating the travel policy.
Privacy policy for employee flight bookings
This policy informs your sales team about how their personal data is handled during the booking process, ensuring transparency and compliance with data protection laws.
Key privacy elements
- Data collection:
- Type of data collected: Clearly state the personal information you collect for flight bookings, including names, dates of birth, contact details, passport information, and frequent flyer numbers.
- Source of data: Explain where the information is collected from, such as directly from the employee or from a booking agent.
- Purpose of processing:
- Specify the legitimate business purposes for processing the data, which include booking and managing travel, fulfilling legal obligations, and ensuring employee safety and security.
- Data sharing:
- Third-party providers: Explain which external parties your company shares information with, such as airlines, hotels, and travel management companies. Employees must consent to sharing this data for bookings to be made.
- Overseas transfers: If your sales team travels internationally, disclose that personal data may be transferred to service providers in other countries.
- Data security:
- Detail the technical and organizational security measures in place to protect employee data from unauthorized access, loss, or theft, and mention regular security reviews.
- Data retention:
- State how long employee travel data will be retained after a trip is completed and specify that it will be securely destroyed when no longer needed for business or legal purposes.
- Employee rights:
- Inform employees of their rights regarding their personal data, including the right to access, rectify, or erase their information, as required by laws like GDPR.
Legal compliance considerations
When creating these policies, be mindful of applicable laws, which may include:
- GDPR: The General Data Protection Regulation applies to organizations that process the personal data of EU citizens, even if the company is based elsewhere.
- Data Protection Act 2018 (UK): This law supplements the UK GDPR and governs how personal data is used by organizations in the UK.
- Department of Transportation (DOT) rules: For US travel, the DOT protects air consumers from unfair or deceptive privacy practices by airlines and ticket agents.
- Local and international laws: Data protection laws vary widely by country. For international sales teams, compliance with foreign data protection regulations may also be required
- ETA Tour & Travel Agency
- Email. sales@etatourtravel.online
- 1355 Market St, Suite 900San, Francisco, CA 94103 United States.
- Brockville , Ontario Of canada.
- Mlnbone, Victoria Of Australia
- Rome Of Italy.
