JTB International (Canada) Group including
JTB International (Canada) Ltd
Tourland Travel Ltd.
TPI Travel (Canada)
To Our Valued Clients
As a premier tour and travel organization, the privacy of personal information is an important principle to the JTB International (Canada) Group. For the purposes of the website, the Group consists of JTB International (Canada) Ltd. and its subsidiaries, Tourland Travel Ltd. and TPI Travel (Canada) Ltd. We are fully committed to collecting, using and disclosing personal information responsibly and only to the minimum extent necessary to provide you with the best possible travel products and services: This may mean that such information may be shared within the JTB Group or with preferred suppliers but only to the extent necessary to provide appropriate levels of service. In so doing, we make our best efforts to be open and transparent in how we handle personal information. This document describes our privacy policies with you, our valued clients.
What is personal information?
Personal information is information about an identifiable individual. It includes information that relates to:
Personal characteristics such as gender, age, income, home address, phone number, ethnic background, family status;
Personal health such as health history or conditions, health services received; and
Personal activities and views such as religion, politics, opinions
Personal information should not be confused with commercial or business information such as business address. Such business information is not protected by privacy legislation.
What personal information do we collect?
As a tour and travel service organization, the information we collect is related directly to the purposes for which we collect such information: to have enough information to make appropriate travel arrangements and meet the client’s basic travel requirements. Typically this will include information to identify and contact an individual and to provide the appropriate service and pricing information:
Phone number or other contact (may include e-mail address)
We may also collect the following information to arrange for payment and settlement of the services provided
Credit Card information
What are the “steps” taken in the information collection process?
Basically, there are three steps in the collection process and each step informs the minimum type of information to be collected. These steps are as follows:
Inquiry stage-obtain the basic information about the trip (in addition to name, gender, contact information, information about prospective destination or service, dates etc)
Application or booking stage-obtain further information to support booking or making reservations with suppliers (depending on the type of booking, we may collect information to facilitate a deposit with the service provider)
Payment or settlement stage-obtain sufficient information to enable secure and appropriate payment for the services provided or to be provided (this may include credit card or related information and depending on the type of arrangements (2) and (3) may occur simultaneously).
We note that due to the nature of the travel agency and tour operations business, we also include as part of our policy the strict control and protection of any client financial information including the checking of account information and credit card information.
For what purpose do we collect personal information?
Like most travel agencies and tour operators, we collect, use and disclose personal information in order to best serve our valued clients. This may mean that such information as necessary to meet this mandate will be forwarded to our preferred suppliers such as accommodations providers, transportation companies and related suppliers.
For our clients, the primary purposes of collecting personal information are as follows:
To make and secure reservations;
To issue vouchers or other transportation documents;
To provide travel suppliers with the information they need to complete the necessary purchasing arrangements for a wide range of travel and tourism products and services
In this regard include, such information may include the following: Name, home address; home phone number, age, credit card information, passport of visa information and similar personal information necessary to properly identify our clients and secure their entitlement to the services we arrange.
Who we deal with regarding your personal information?
Our travel agency and tour operations are part of a full service agency and tour business. We arrange travel products and services for our clients with a wide spectrum of industry suppliers. Accordingly, we may in the course of that work deal with a number of consultants and third parties that may in the course of their work have limited access to personal information we hold. These other parties may include airlines, railroads, cruise lines, bus companies, restaurants, other tour operators, computer reservations systems and other travel related vendors.
We do our utmost to restrict their access to your personal information as much as reasonably possible while ensuring you are provided with the best quality in products and services. Additionally, we make every reasonable effort to determine if those we work with on your behalf follow appropriate privacy principles in accordance with their own policies under the Personal Information Protection and Electronic Documents Act (PIPEDA) or similar provincial legislation where applicable.
What other measures are in place to protecting Personal Information?
We understand the importance of protecting personal information and have taken the following steps:
Paper information is either under supervision or secured in a locked or restricted area
Electronic Hardware is either under supervision or a locked or restricted area at all times. In addition, passwords are used on computers.
Paper information is transmitted through sealed addressed envelopes or boxes by a reputable companies
Electronic information is transmitted either through direct line or is encrypted.
What are the policies for Retention and Destruction of Personal Information
We need to retain personal information for some time to ensure that we can answer any questions you might have about the services provided and for our own accountability to external regulatory bodies. However, in order to protect your privacy, we do not want to keep personal information any longer than necessary.
Where possible, we keep our client file information for 3 years, which means we retaining only information from within the last 3 years on client file basis. Our client contact directories for our Travel Agency Operations are much more difficult to systematically destroy, so we remove as such information when we can if it does not appear we will be contacting you again. However, if you ask, we will remove such contact information right away. Other personal information may form part of other records such as a sales record for a particular purchases you make with us or a tour file for complete tour arrangements you make with us. In such cases, we may have other requirements such as exist with Canada Revenue Agency (the Government of Canada taxation authority) that may make it necessary for us to keep such records for periods of up to seven year for compliance such applicable record retention regulations.
We destroy paper files containing personal information by shredding.
We destroy electronic information by deleting it.
May I look at the personal information you have collected from me?
With only a few exceptions, you have a right to see what personal information we hold about you. Often, all you have to do is ask. We will endeavour to help you identify what personal information we have about you and explain such information that you may not understand. Should you make such a request, we will need to confirm your identity if we do not know you, before we can provide you access to such information. We reserve the right to charge a nominal fee for such a request. In any event, we ask that all such requests be submitted in writing in English. If we cannot give you access, we will tell you within 30 days if at all possible and the reason why we cannot give you access as best we can.
If there is a mistake with your personal information, you have the right to ask for it to be corrected: this applies strictly to factual information. In such cases, we may ask you to provide documentation to support the assertion that our files are wrong. Where we agree that we made a mistake, we will make the correction and to the best of our ability, notify anyone to whom we sent the information. If we do not agree that we have made a mistake, we will still agree to include in our file a brief statement from you on the point and, to the best of our ability, we will forward, that statement to anyone else who received the earlier information.
Are there any differences for personal information collected on your website?
The same principles and basic policies apply to protection of personal information collected by our web site on the Internet: For better clarity and to address some of the technical aspects of personal information protection, we provide the following:
As with personal information collected through other means ways, only the minimum amount of information is collected for use by JTB International (Canada) Ltd. and its subsidiaries and such information may be provided to preferred service providers to enable the provision of the order travel requested. We provide such information to other parties only in response to a legal order or if the customer himself or herself requests it.
We do not disclose e-mail addresses of customers for unauthorized advertisement
For the protection of information that is collected on the website, we use appropriate Internet infrastructure fitted with applications and database based on prevailing industry standards, including firewalls and other means to mitigate against non-authorized access from the outside. At the time of both sending and receiving of personal information, appropriate encryption of such information is performed, including the use of Digital Certificates issued by THAWTW
There may be links on our website from third parties: JTB International (Canada) Ltd. and its subsidiaries cannot provide any assurances that information collected on those cites are fully compliant with regulations relating to the handling of personal information.
Regardless of the means used to collect personal information, whether by web or directly with our staff, we do not disclose personal information to third parties with the following exceptions:
The disclosure of that information is necessary to appropriately complete a travel arrangement requested by that individual and it can be reasonably ascertained that the third party complies with applicable personal information regulations; or
The individual otherwise gives us permission to disclose that information; or
The disclosure is required by law
Administrative management of personal information and Administrator
Based on the above policies, for managing and conducting the confidential and personal information the Company assigns following person(s) as Administrative Manager for Website: Andrew (Andy) H Shimizu CGA, General Manager, Corporate Planning (contact information given below).
Do you have a concern?
You may contact the managers of our Privacy Compliance Group to address any of the concerns you may have at the locations given below. If you wish to make a formal complaint about our privacy practises, please submit it in writing to any of the managers below. We will acknowledge receipt of your complaint and ensure that it is investigated promptly and that you are provided with a formal decision and reasons in writing.
The individuals named above will be referred to collectively as the Privacy Compliance Group.
We appreciate and value your patronage. At the JTB International (Canada) Group, your privacy is not a privilege: It is a right.
as of Aug. 1, 2013