Privacy Policy
PRIVACY POLICY
GLOBAL TRAVEL SOLUTIONS PTY LTD (ABN 17 625 307 708)
TRADING AS GLOBAL TRAVEL SOLUTIONS
1.ABOUT THIS POLICY
This Privacy Policy explains how Global Travel Solutions Pty Ltd (Global Travel Solutions, GTS, we, us, our) collects, uses, stores and discloses your personal information, and how you can access, correct or complain about the handling of that information.
We are bound by the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
By using our services or providing personal information to us, you agree to the terms of this Privacy Policy.
We may update this Privacy Policy from time to time. The most current version will always be available on our website.
2.WHAT PERSONAL INFORMATION WE COLLECT
The personal information we collect will depend on the products and services we are arranging for you, but can include:
Contact details
• name
• residential and mailing address
• email address
• phone number(s)
Travel details
• dates, destinations, flight and ticket details
• hotel, cruise, rail, car hire and tour bookings
• frequent flyer and loyalty program numbers
• seat, meal and room preferences
• travel preferences (for example, style, special interests, budget ranges)
Identification and documentation
• date of birth
• passport details (name, number, expiry, nationality, place of issue)
• visa details
• copies of passports and other identification where provided to us for booking or documentation purposes
Payment details
• the last four digits of your card (for reference and reconciliation)
• payment confirmations and transaction references
• records of amounts paid, due and refunded
Note: Full card details are typically processed and stored within secure payment systems (for example, TravelPay and our booking system Cross Check Travel Enterprise) and not in plain text in our ordinary email or document storage.
Other information you choose to provide
• information about your interests, lifestyle and destinations you enjoy
• feedback, complaints or survey responses
• marketing preferences and subscription details
Sensitive information (only where reasonably necessary)
Sensitive information may include health information (such as mobility needs, dietary requirements, or medical considerations relevant to travel) and, occasionally, other sensitive details you choose to share (for example religious preferences relevant to meals or holidays). We only collect this with your consent where it is reasonably necessary for your travel arrangements and handle it with additional care. See section 11.
3. HOW WE COLLECT PERSONAL INFORMATION
We usually collect personal information directly from you when you:
• contact us by phone, email or in person
• request a quote or make a booking
• provide information for a passport, visa or travel documentation
• complete forms or supply documents for your itinerary or travel file
• subscribe to our newsletters or marketing
• engage with us via our website, social media or online forms
We may also receive personal information about you from:
• another person making a booking on your behalf (for example, a family member or group organiser)
• your employer or organiser if you are travelling on a group or hosted trip
• suppliers where it is necessary to manage or troubleshoot your booking
If you provide us with personal information about someone else, you must ensure they are aware of this Privacy Policy and that they consent to you providing their details to us.
4. HOW WE USE YOUR PERSONAL INFORMATION
We use your personal information for purposes including:
Booking and managing travel
• providing travel advice and recommendations
• arranging and managing your flights, accommodation, transfers, cruises, tours and other travel services
• preparing itineraries, travel documents and confirmations (including via our itinerary system AXUS)
• communicating with you and relevant suppliers about your bookings
Administration and operations
• processing payments and refunds (including via systems such as TravelPay and Cross Check Travel Enterprise)
• maintaining our client records and travel files (including documents stored in our cloud-based file system managed by our IT provider Progress IT)
• internal accounting, reporting and business management
• staff training, quality assurance and risk management
Compliance and safety
• complying with legal obligations and lawful requests from government agencies
• assisting with emergency or safety matters relating to travel, where appropriate
Marketing and customer experience
• sending you newsletters, updates and offers where you have not opted out
• tailoring our communications and recommendations based on your preferences and past travel history
• conducting customer satisfaction surveys and improving our services
We only use personal information for the purposes described above, or for related purposes you would reasonably expect, or where required or authorised by law.
5. WHEN WE DISCLOSE YOUR PERSONAL INFORMATION
We may disclose your personal information to third parties where reasonably necessary to provide our services, including:
Travel suppliers
• airlines, cruise lines, tour operators, rail companies, car hire firms, hotels, lodges and ground handlers
• local destination management companies and on-the-ground partners
Service providers who support our business
• travel booking and management systems (for example, Cross Check Travel Enterprise and AXUS)
• payment processors and gateways (for example, TravelPay or similar)
• our IT and cloud service providers, including Progress IT, who manage and secure our file storage and systems
• email, website hosting and marketing/communication platforms
• data backup and security providers
Other parties
• travel insurance providers where you ask us to facilitate an introduction or where you provide a policy to us for record-keeping
• professional advisers such as lawyers, accountants and auditors
• government authorities, immigration, customs or law enforcement agencies where required by law or reasonably necessary for safety or compliance
• others where you expressly authorise us to do so, or where we are required or authorised by law
We do not sell or rent your personal information.
6. OVERSEAS DISCLOSURE
Because we arrange travel all over the world, it is often necessary to disclose your personal information to recipients outside Australia, including:
• overseas airlines, hotels, cruise operators, tour companies and other travel suppliers in the countries you visit or transit
• global booking and itinerary systems which may store data on servers located overseas
• offshore or cloud-based service providers used for email, file storage, backups, analytics or similar functions
The countries involved will depend on your specific itinerary and the suppliers used.
We take reasonable steps to ensure that overseas recipients handle your personal information in a manner consistent with the Australian Privacy Principles. In some cases, it may not be practicable to obtain and monitor formal privacy undertakings from every overseas supplier. In those situations, by providing your personal information and requesting us to arrange international travel, you consent to us disclosing your information to overseas recipients as necessary to fulfil your booking, and you acknowledge that Australian Privacy Principle 8.1 may not apply.
7. COOKIES, ONLINE ANALYTICS AND DIGITAL TOOLS
When you visit our website or interact with our emails or online content, we and our service providers may use cookies, pixels and similar technologies to collect information about your device and how you use our site, such as:
• pages visited and time spent on site
• links clicked and content viewed
• browser type and operating system
• basic device and network information (such as IP address)
We use this information to:
• understand how our website is used and improve its performance and content
• help keep our website secure
• measure the effectiveness of our communications and campaigns
• provide more relevant content and marketing where permitted
We may use tools such as Google Analytics or similar services for these purposes. These tools typically provide aggregated and de-identified statistics and do not identify you personally.
You can usually adjust your browser settings to refuse cookies or notify you when they are used. Some site features may not function optimally if cookies are disabled.
8. STORAGE AND SECURITY OF PERSONAL INFORMATION
We store personal information in a combination of:
• secure electronic systems, including Cross Check Travel Enterprise, AXUS and our cloud-based file server managed by Progress IT
• secure email systems and internal databases
• limited paper files where necessary
We take reasonable steps to protect personal information from misuse, interference and loss, and from unauthorised access, modification or disclosure, including:
• access controls and permissions within our systems
• secure passwords and authentication measures
• encryption and security protocols as supported by our service providers
• staff training and confidentiality obligations
• regular review of our IT environment with our external IT provider
We retain personal information for as long as reasonably necessary to provide our services, meet legal and accounting obligations, and maintain appropriate records of our work. When information is no longer required, we will take reasonable steps to destroy it or de-identify it, subject to any legal retention requirements.
9. ACCESS TO AND CORRECTION OF YOUR PERSONAL INFORMATION
You may request access to the personal information we hold about you, or ask us to correct or update it if you believe it is inaccurate, incomplete or out of date.
Requests can be made by contacting us using the details in section 14. We may need to verify your identity before providing access or making changes.
In some cases, we may be permitted by law to refuse access, for example where giving access would unreasonably affect the privacy of others or be unlawful. If we refuse access or correction, we will tell you why, unless it is unreasonable to do so.
We do not charge for making a request. If a request is complex, we may charge a reasonable fee for the time and resources required to collate and provide the information, but we will let you know in advance if that applies.
10. SENSITIVE INFORMATION
Sensitive information includes health information and information about things like racial or ethnic origin, religious beliefs, political opinions and union membership.
We only collect sensitive information where:
• it is reasonably necessary for your travel (for example, to arrange appropriate assistance, meals, or insurance-related documents), and
• you have given your consent, or we are otherwise permitted or required by law to do so.
We only use and disclose sensitive information for the primary purpose for which it was collected (such as booking travel or assisting in an emergency), or for directly related purposes you would reasonably expect, unless you consent to another use or disclosure or we are required by law.
11. INFORMATION ABOUT CHILDREN AND OTHER TRAVELLERS
We may collect personal information about children and other travellers where it is provided by a parent, guardian or organiser for the purpose of making a booking.
If you provide us with personal information about another person (adult or child), you are responsible for ensuring they are aware of this Privacy Policy and that they consent to you providing their information to us for the purposes described in this policy.
12. DIRECT MARKETING
We may use your contact details to send you:
• updates about destinations, travel products and offers
• information about services we believe may be relevant to you, based on your relationship with us
We will only send you electronic marketing (such as email newsletters) in accordance with applicable spam and privacy laws. You can opt out of marketing communications at any time by:
• using the unsubscribe link in our emails, or
• contacting us using the details in section 14
Even if you opt out of marketing, we may still contact you about existing bookings, important travel information or legal/administrative matters.
13. LINKS TO OTHER SITES AND SOCIAL MEDIA
Our website, emails or social media may contain links to other websites or platforms. Those sites are not controlled or operated by Global Travel Solutions and may have their own privacy policies.
We are not responsible for the privacy practices of third-party websites or platforms. You should review their privacy policies before providing personal information to them.
14. QUESTIONS, COMPLAINTS AND CONTACT DETAILS
If you have any questions about this Privacy Policy, wish to access or correct your personal information, or wish to make a privacy complaint, please contact:
Privacy Officer
Global Travel Solutions Pty Ltd
5 Lichendale Street
Floreat WA 6015
Phone: +61 8 9285 2222
Email: travel@globaltravelsolutions.com.au
We will investigate and respond to privacy complaints as soon as reasonably practicable. If you are not satisfied with our response, you may contact:
Office of the Australian Information Commissioner (OAIC)
Phone: 1300 363 992
Website: www.oaic.gov.a\
15. LAST UPDATED
This Privacy Policy was last updated on 09 December 2025
