When a traveler contacts us or an agent contacts us on behalf of their client, all the data relevant to their booking/request/travel/tours during registration and booking, are collected securely by e-mail and captured within our database.
Data collected during account registration and booking process, may include:
At the time of an enquiry or registration
Booking name (First-name, Middle/Other names, Last-name) – our suppliers require this to hold a provisional booking
Nationality – to advise guests if there are any visa requirements for the destinations they plan to visit
Ages of children – to ensure our consultants suggest age appropriate accommodation and activities and quote reduced rates where child discounts are applicable. Budget, interests and any other personal information that travelers choose to share with their agent to guide us in making recommendations for their holiday.
At the time of confirmation
There are inherent risks associated with tours. As the first point of contact on the ground it is recommended that we have all tourists’ personal details on hand in the event of an emergency. This information is also required by a number of our service providers on confirmation of a booking for operational and legal reasons. By choosing not to share this information with us, our response time in the event of an emergency may be compromised. The following information is requested to manage emergency situations that may arise during travel/tour.
Further information may be required to ensure travelers comfort and convenience during travel/tour, including special dietary requirements, birthday, weight etc.
Arshad Travel and Tour, mainly use the information that is provided to us only for the reason it was gathered. That is to plan and book travel & tour arrangements on behalf of our clients and to respond to an emergency situation that may arise during travel. We also share data to third parties only when necessary and needed to plan travel & tour arrangements in the event that the third party is the one working out the programme on our behalf.
On confirmation of a booking, this data will be passed on to the relevant sub-contractors as necessary (accommodation, transfer & activity providers on the ground) to ensure that our clients comfort and safety is assured during travel, and all arrangements are held. In the event of an emergency, this data may be passed on to emergency response personnel, police, government officials etc. as required and deemed necessary by senior management.
Feedback will be shared with service providers to allow them to address any areas of concern and give credit where credit is due. Feedback will also be shared internally within our reservations department as a learning opportunity to enhance consultant’s knowledge of the destination, product and / or clients expectations.
Customer Information Forms are kept for a period of 12 months after travel. More general information relating to the booking process may be kept on file for up to 2 years after travel.
