Privacy Policy

EFFECTIVE DATE: 30 MAY 2017

General information

API respects the privacy of the crew members and employees of our airline and cruise line clients. We recognize the need for appropriate protections and management of personal information that may be provided by your airline/cruise line employer to API, and personal information that you may provide to us as part of our services. This Privacy Policy will assist you to understand what types of information we may collect, how that information may be used, and with whom the information may be shared.

Scope

This Privacy Policy applies to the personal information received from your airline/cruise line employer and processed by API as part of our contractual obligations to your airline/cruise line employer, and any other personal information provided by you as part of our services.

What personal information does API process?

Personal Information for purposes of this Privacy Statement is information that identifies or can identify a specific individual. API may obtain and retain information about individuals, particularly airline and cruise line crew members and employees, to include:

  1. Individual’s name, employee number, crew position (e.g., captain, first officer, flight attendant, or job title, etc.), base location (domicile), hire date, gender (only for specific airlines and cruse lines), associated flight, ship, deadhead, pairing, department, and accounting information as may be provided by the individual’s airline/cruise line for the purposes of performance of the individual’s work related activities.
  2. Information that associates individuals with assigned hotels and ground transportation providers as part of the individual’s work-related activities. This may include additional room/pick-up information such as confirmation numbers, etc.
  3. Cell phone or e-mail address information, as may be provided by you or your company, to receive work-related e-mails and/or SMS text messages. You have the ability to opt into and out of this service as contractually agreed-to with your airline/cruise line employer.
  4. Per diem (allowance) information may be obtained, derived, used and retained expressly as contractually agreed with your airline/cruise line.
  5. Information that an individual may voluntarily provide as feedback to API for a specific hotel or ground transportation service.
  6. Information that an individual may voluntarily provide to API for the purposes of booking leisure hotels (not associated with work-related activities). Note that API does not retain credit card information (except for the last four numbers of the credit card), however credit card information may be passed to third party systems and booking engines associated with the hotel booking process.
  7. Audit logs of user activity on API websites, such as date/time stamps, used in accordance with industry-standard security practices.

API does not collect personal information when you visit API’s web sites unless you choose to provide it to API.

How does API use personal information?

API primarily uses your personal information for the management of hotel, ground transportation, and optionally per diem services associated with your airline/cruise line employer. This information is only used in accordance with API’s contractual obligations with your airline or cruise line. Other uses may include:

  1. Management of feedback you voluntarily provide to API regarding your layover experience.
  2. We may use your information to help you complete a transaction such booking a leisure hotel.
  3. Occasionally we may use your information to contact you to complete surveys that we use for quality assurance purposes.

For information not voluntarily provided by you, API only uses and retains personal information in accordance with the contractual agreement between API and your airline/cruise line employer.

With whom does API share personal information?

  1. API primarily provides personal information (such as name, employee ID, rank, and arriving/departing flight/cruise information) to third party hotel and ground transportation companies in accordance with the contractual agreements with your airline/cruise line employer. For selected airlines and cruise lines, API may also provide per diem (allowance) information to hotels in accordance with the contractual obligations with your airline/cruise line.
  2. API may provide personal information to third-party hotel booking engines and tools as may be necessary for fulfillment of our obligations to your airline/cruise line employer, or as part of your voluntary request for booking leisure hotels.
  3. API may provide any and all personal information we have in our databases with your airline/cruise line employer. This information may be included in reports, invoices, data marts etc.
  4. General database information may be shared with our software development partners for the sole use of analysis, programming,  testing, monitoring and quality assurance of our technology solutions.
  5. We may provide personal information to national or law enforcement agencies as required by applicable law, or if we feel this action is necessary to protect our business, employers, suppliers or customers.

Unless permitted by relevant laws, or you have agreed to this, API will not share personal information you provided to API with any other third parties without your permission, or sell, trade or lease your personal information to others, except as provided in this Privacy Policy.

Choice and Consent

API receives and/or processes your personal as part of a contractual agreement with your airline/cruise line employer. For any optional services that API provides, such as receiving email or text messages of hotel changes, you will have the ability to opt into or out of these optional services.

Sensitive Information

Sensitive information is defined for purposes of this Privacy Policy as personal information specifying medical or health conditions, racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, or information specifying the sexual orientation of the individual.

API does not require, request or process sensitive information as part of its services. Should sensitive information be received from any source, API will endeavor to protect such information as appropriate. Such information will not be shared with third parties except as permitted by applicable law or as required in connection with API’s contractual obligations with your airline/cruise line employer.

Accuracy of personal information

API strives to keep your personal information accurate. We have implemented technology, management processes and policies to reasonably ensure data integrity. This includes ensuring that the data is complete, accurate and reliable for its intended use.

Security of Personal Information

API is committed to taking reasonable efforts to secure your personal information. To protect the privacy of any personal information, API employs industry-standard physical and logical access controls that change in response to the changing regulatory and threat environments. This includes, but is not limited to, Internet firewalls, intrusion detection, anti-virus protection, network encryption, network monitoring, and disaster recovery.

In addition, access to personal information is restricted to individuals and agents having a need to know.

Other Information/Logging and Cookies

API may collect and/or log Internet Protocol addresses, Internet domain names, the web browser and operating system used to access the API web sites, and nominal metrics regarding the pages visited, the time spent on each page, and the time and date of each visit.

API may also use cookies on its web site. Cookies are identifiers that can be sent from a web site via your browser to be placed on your computer’s hard drive. Thereafter when you visit a web site, a message is sent back to the web server by the browser accessing the web site. You may elect not to accept cookies by changing the designated settings on your web browser. However, not utilizing cookies may prevent you from using certain functions and features of our web sites.

You can set your browser to notify you when you are sent a cookie, giving you the chance to decide whether or not to accept it.

Links to Non-API Web Sites and Third Parties

The API web sites may provide links to third-party web sites for your convenience and information. If you access those links, you will leave the API web site. API does not control those sites or their privacy practices, which may differ from API’s Privacy Policy. We do not endorse or make any representations about third party web sites. The personal data you choose to give to unrelated third parties is not covered by the API Privacy Policy. We encourage you to review the privacy policy of any company before submitting your personal information.

Comments and Enforcement

We encourage interested persons to raise any questions or concerns regarding API’s use and disclosure of personal information. We will investigate and attempt to resolve any concerns in a timely manner. Since API primarily processes personal information in accordance with contractual agreements with your airline/cruise line employer, API may need to coordinate any concerns with your airline/cruise line.

If a complaint or dispute cannot be resolved through our internal process, we agree to dispute resolution using the United States Council for International Business (USCIB) as a third party resolution provider.

Verification

API will engage in periodic self-assessment of its compliance with this Privacy Policy.

Changes to this Statement

API will review and update this Statement periodically, and will note the date of its most recent revision below.

 

REVISED: JUNE 2017