Privacy Policy

Effective Date: July 2026

Travel GHR, LLC (“Travel GHR,” “we,” “us,” or “our”) values your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your data when you engage our services, visit our website, or interact with us in person or online.

By using our services or submitting information to us, you consent to the terms described herein.

1. Who We Are

Travel GHR, LLC is a travel agency based in Edwardsville, Illinois, USA, providing travel design, booking, and consulting services to clients worldwide. We use secure technology, professional travel networks, and artificial intelligence (“AI”) tools to enhance service delivery and personalization.

2. Information We Collect

We collect only the information necessary to provide travel services, ensure compliance with legal obligations, and improve user experience.

A. Personal Information

• Full name, date of birth, gender
• Contact details (email, phone, address)
• Passport and travel document information
• Payment and billing information
• Emergency contact details
• Travel preferences, special requests, loyalty program numbers

B. Sensitive or Optional Data

• Health or accessibility requirements (e.g., dietary needs, mobility requests)
• Pet travel information (e.g., breed, vaccination documentation)
• Insurance policy information

C. Automatically Collected Data

When you interact with our website or emails, we may automatically collect:

• IP address, device ID, browser type
• Log data, clickstream data, time zone
• Marketing engagement metrics (email opens, clicks)

D. CRM and Third-Party Data

We may supplement your information from:

• Supplier confirmations and loyalty programs
• AI-assisted tools (for itinerary personalization)
• Social media or referral sources (if you connect or communicate through them)

3. How We Use Your Information

We process your information to:

1. Provide travel planning, booking, and customer support.
2. Communicate about itineraries, payments, updates, or disruptions.
3. Process transactions and issue travel documents.
4. Send marketing, newsletters, and promotional content (with opt-out options).
5. Personalize services using AI tools and CRM analytics.
6. Fulfill legal, tax, or regulatory obligations.
7. Improve website functionality and service offerings.

4. Use of Artificial Intelligence (AI)

4.1 Purpose

Travel GHR may use proprietary and third-party AI systems to assist in itinerary design, quote preparation, communications, and content generation.

4.2 Data Processing and Safeguards

AI tools may analyze non-sensitive data (preferences, destinations, trip history) to improve personalization. Personally identifiable information (PII) is never sold or shared for AI model training without explicit consent.

4.3 Accuracy and Limitations

AI-generated suggestions are intended for convenience only and may contain inaccuracies. Travel GHR verifies all AI outputs with human oversight before final client delivery.

4.4 Client Consent

By using our services, you consent to AI-assisted processing of your data as described.

5. Legal Basis for Processing (For EU/UK Clients)

Under the GDPR, we process personal data based on:

• Contractual necessity to perform our travel services.
• Legitimate interests to improve client experience and manage operations.
• Legal obligation to comply with applicable laws (e.g., tax or customs).
• Consent for marketing or optional communications.

6. Sharing of Information

We share personal information only as necessary to provide or support your travel arrangements:

• Suppliers and vendors: airlines, hotels, tour operators, insurance providers, and payment processors.
• Technology partners: CRM, AI, and automation platforms for internal use.
• Legal or governmental authorities: where required by law or to protect our rights.

We do not sell your personal data to third parties.

7. Data Retention

We retain personal data:

• For as long as necessary to fulfill the purpose for which it was collected;
• To comply with legal and accounting obligations; and
• For up to seven (7) years after your last transaction unless a longer retention is required by law.

8. Data Security

We use reasonable technical and organizational safeguards to protect your data, including:

• Encryption of sensitive data (payment and PII).
• Restricted staff access to client records.
• Secure CRM and cloud-based storage compliant with U.S. and GDPR standards.
• Multi-factor authentication for internal systems.

However, no system is completely secure. You acknowledge that internet transmission always carries some risk.

9. International Data Transfers

As a U.S.-based company serving global clients, your data may be transferred to and processed in the United States and other jurisdictions where privacy laws may differ. We take steps to ensure such transfers meet applicable legal standards (e.g., Standard Contractual Clauses for EU clients).

10. Automated Communications and Marketing

10.1 Transactional Communications

We use automated emails, SMS messages, and notifications to communicate itinerary details, confirmations, reminders, and updates. These communications are considered essential to the delivery of services.

10.2 Promotional Marketing

With your consent, we may send promotional materials or newsletters. You can opt out anytime by clicking “unsubscribe” or contacting us directly.

10.3 CRM Integration

Client contact and booking data are stored securely in our CRM for recordkeeping, personalization, and follow-up communications.

11. Cookies and Tracking Technologies

We use cookies and analytics to improve site performance, monitor traffic, and understand client behavior. You may adjust browser settings to disable cookies, though this may affect functionality.

12. Your Rights

Depending on your jurisdiction, you may have the right to:

• Access, correct, or delete your data.
• Withdraw consent to marketing communications.
• Request data portability.
• File a complaint with a supervisory authority (e.g., for EU residents).

To exercise these rights, contact us using the information below.

13. Third-Party Websites

Our website or communications may contain links to third-party sites. Travel GHR is not responsible for the content, security, or privacy practices of such sites.

14. Children’s Privacy

Our services are not directed to children under 18. We do not knowingly collect personal information from minors without parental consent.

15. Updates to This Policy

We may update this Privacy Policy periodically. The “Effective Date” above reflects the latest revision. Continued use of our services after updates constitutes acceptance of the revised terms.

16. Meta Pixel

On our public marketing pages we use the Meta Pixel, a measurement tool provided by Meta Platforms, Inc. It runs only after you select Accept in our privacy banner. When active, it collects page views, clicks on our phone and email links, the fact that an inquiry form was submitted successfully, and standard device and browser data such as your IP address, browser type, and device information. We do not send your name, email address, phone number, or the contents of any form to Meta, except as described in the checklist sign-up section. Meta receives this information and may use it to measure our advertising and show our ads to people who may be interested in travel with us, under Meta’s own privacy policy. The Meta Pixel does not run on our client portal, administrative pages, or legal pages.

You can decline at any time by selecting Privacy choices in the footer of any page and choosing Decline. If your browser sends a Global Privacy Control signal, we treat it as Decline automatically.

Checklist sign-up. When you request the Corporate Event Travel Checklist, we collect your first name and email address, plus any optional details you choose to give: company, role, event size, event timing, and how you heard about us. We email you only if you tick the first consent box, and every email includes an unsubscribe link. The advertising box is optional. If you tick it, only a scrambled (hashed) version of your email is shared with Meta to measure our advertising. Nothing is shared with Meta for visitors whose browser sends a Global Privacy Control signal.

17. Contact Us

For questions, corrections, or data-related requests, please contact:

Travel GHR, LLC
1012 North Main Street
Edwardsville, IL 62025, USA
nicci@travelghr.com
+1 (618) 954-7979