This Privacy Policy has been developed to meet the new obligations of the Personal Information Protection and Electronic Documents Act effective January 1, 2004.  The Act sets out rules for the management of personal information in the private sector.  It balances an individual’s right to privacy of personal information with the need of organizations to collect, use or disclose personal information for legitimate business purposes.  Organizations covered by the Act must obtain an individual’s consent when personal information is collected, maintained or disclosed.

SYNERGI Canada Global Travel Management Canada values the trust you have placed in us and we are committed to maintaining confidential the personal information you have provided to us. 

Terms of Reference:

Personal information includes any factual or subjective information, recorded or not, about an identifiable individual. This includes information in any form, such as:

• Age, name, ID numbers, income, ethnic origin, or blood type
• Opinions, evaluations, comments, social status, or disciplinary actions
• Employee files, credit records, loan records, medical records, existence of a dispute between a consumer and a merchant, intentions (for example, to acquire goods or services, or change jobs)

Personal information does not include the name, title, business address or telephone number of an employee of an organization.

SYNERGI Canada Global Travel Management Canada adheres to the ten principles of privacy.

1.)    Accountability

SYNERGI Canada Global Travel Management Canada is responsible for maintaining and protecting the customer information under its control.  We have a designated individual who is accountable for the company’s ten privacy principles.

2.)    Identifying Purposes

SYNERGI Canada Global Travel Management Canada collects and maintains your personal information for the purpose of facilitating travel reservations on your behalf and for keeping you informed on travel related issues and promotions. This information is stored in our Computer Reservation System (Sabre).  SYNERGI Canada Global Travel Management Canada does not collect personally identifiable information to sell or give away to third parties.

What we use your personal information for:

• Opening an account
• Identifying customer preferences
• Guaranteeing a travel reservation. (i.e.: with an airline, consolidator, wholesaler, tour operator, hotel, car vendor and other travel related suppliers.)
• Web bookings
• Informing you in case of delays and schedule changes
• Emergency contact
• Processing our electronic travel newsletter
• Communicating required travel documentation
• Processing Visa applications (when applicable)
• Providing you company with regular detailed management reports.
• Establishing customer eligibility for special offers or discounts
• Forwarding travel industry information, travel alerts, seat sales and specials
• Forwarding vacation specials and promotions
• Purchasing travel insurance
• Customer issue resolutions with suppliers
• Facilitate group travel through our Reward Worldwide Meetings & Groups Company
• Processing registration; to send our registration information and/or confirmation
• To provide after-hours service through our contracted after-hours service travel supplier

A representative within your organization may be asked to make travel arrangements on your behalf and/or inquire about your travel arrangements.  These inquiries may include billing/accounting questions.

You may choose not to submit all of the personal information we have requested via our travel profile, however, you should be aware that certain information may be required in order to facilitate travel reservations on your behalf such as your full name as it appears on your birth certificate and/or passport, your gender and credit card for processing.  Any other information that you choose not provide may interrupt the services we provide, i.e.:  if you do not provide your contact information we will not be able to update you on flight schedule changes or flight cancellations.

3.)    Consent

SYNERGI Canada Global Travel Management Canada requires consent from the customer for collection and in order to maintain personal information.  Express consent is unequivocal and does not require any inference or interpretation on the part of the organization seeking consent.  Express consent can be obtained in person, by phone, by mail or via the Internet.  Third party consent may also be obtained as long as the third party is known by SYNERGI Canada Global Travel Management Canada and is in a reasonable position to give such consent.  (e.g. the manager or travel coordinator correcting information on an associate’s file).  

Implied consent arises where consent may reasonably be inferred from the action or inaction of the individual.  Example:  A client leaves a message that they would like information on Alaska Cruises as well as any material that the Alaska Tourism Board may have.  We might reasonably imply that we have permission to send the client the information and have the Alaska Tourism Board forward the information directly to the client. 

4.)    Limiting Collection

 SYNERGI Canada Global Travel Management Canada limits the collection of personal information to that which is most pertinent in order to facilitate travel on our client’s behalf.

 5.)    Limiting Use 

The use and disclosure of personal information is only for the purpose for which it was collected, unless the individual consents.  Personal information is only kept as long as necessary to satisfy the purpose for which it is to be used. Our employees only pass on client information when a client requests travel arrangements to be made and the client’s information is only passed on to 3^rd party suppliers who are engaged in fulfilling the services purchased by the client through the agent.

 6.)    Accuracy 

We keep personal information as accurate, complete and up to date as necessary, taking into account its use and the interest of our clients.

 7.)    Safeguards 

SYNERGI Canada Global Travel Management Canada already maintains a high level of security with respect to the confidentiality of your records. Our employees are trained and required to abide by our privacy policy.  SYNERGI Canada Global Travel Management Canada uses the services of an third party After-Hours Travel Company. Our Sabre Reservation System uses highly sophisticated technology to ensure personal data is completely protected and secure. In addition, they have established complex physical, electronic and managerial procedures to safeguard privacy.  When filling in our on-line profile to make sure your connection is secure we use SSL (Secure Socket Layer) encryption. SSL is active by looking at the beginning of the address.  If it starts with “https” rather than the standard “http”, then SSL is operating. SSL encrypts information transferred between you and SYNERGI Canada website and renders it unreadable to anyone other than authorized SYNERGI Canada Global Travel Management Canada staff.  However, no data transmissions over the Internet can be guaranteed 100% secure.  We cannot ensure security of the information you transmit to us over the Internet. 

This website contains links to other sites.  Please be aware that SYNERGI Canada Global Travel Management Canada is not responsible for the privacy practices of such other sites.  We encourage our users to be aware when they leave our site and to read the privacy statements of these third party sites.  This privacy statement applies solely to information collected by this web site.

 8.)    Openness 

SYNERGI Canada Global Travel Management Canada is required to make information available to customers concerning the policies and practices that apply to the management of their information. 

 9.)    Individual Access 

Individuals may request a copy of their information to verify accuracy and completeness, and may request it to be amended, if appropriate.  Amendments to your personal information can be made using our on-line profile form located on our website at www.synergicanada.com

 10.)              Challenging Compliance

 Customers may direct any questions or enquires with respect to the privacy principles outlined above or about our practices by emailing ginab@synergicanada.com.

Use of Cookies

A cookie is a small data file that certain Web sites write to your hard drive when you visit them. A cookie file can contain information such as a user ID that the site uses to track the pages you've visited, but the only personal information a cookie can contain is information you supply yourself. A cookie can't read data off your hard disk or read cookie files created by other sites. While the use of cookies is an industry standard, and many web sites use them to provide useful features, SYNERGI Canada Global Travel Management Canada does not at any time use cookies to store information about preferences or other personal information.
If you prefer not to receive cookies, you can set your browser to warn you before accepting cookies and refuse the cookie when your browser alerts you to its presence. You can also refuse all cookies by turning them off in your browser. You do not need to have cookies turned on to use any area of SYNERGI Canada Global Travel Management Canada website.

Updated April 24, 2008