Vertex Travel LLC – Privacy Policy
1. Introduction
Vertex Travel LLC (“Vertex Travel", "Vertex Travel Management" VERTEX" ,“we”, “us”, or “our”) values you as our customer and recognizes that privacy is important to you. This Privacy Policy explains how we collect, use, disclose and protect your personal information when you use our services (for example: bookings, travel management, corporate accounts, our website(s), mobile application(s)), your rights in relation to your personal data, and how you can contact us with questions or requests.
2. What does this Privacy Policy cover?
This policy describes:
- The types of personal and travel‑related information we collect.
- How and why we collect and use such information.
- When and with whom we may share your information.
- What choices you have about how your information is collected, used, shared, and stored.
- How you can access and update your information, and exercise your privacy rights.
3. Information we collect
We collect personal and travel‑related information through the following means:
- Information you provide directly, such as when you create an account, make a booking, request a service, subscribe to marketing communications, or otherwise communicate with us.
- Information collected automatically when you use our websites or mobile applications, including via cookies, device identifiers, IP address, browsing behaviors, search history, usage data.
- Information obtained from third‑party sources, such as our business partners, travel providers (airlines, hotels, car‑rental companies), corporate travel programs, or publicly available sources.
Examples of the categories of information we may collect include (but are not limited to):
- Identification data: name, address, email address, telephone number, date of birth, government‑issued ID or passport number (where required for travel), tax identification number.
- Payment data: credit or debit card number, billing address, bank account information is handled under strict Payment Card Industry Data Security Standard (PCI DSS) compliance.
- Travel reservation information: itinerary details, travel preferences, frequent traveler numbers, special services (dietary, accessibility), co‑traveler information, loyalty membership.
- Encrypted Transmission: Payment data is transmitted using industry-standard encryption protocols (e.g., TLS/SSL).
- Limited Access: Only authorised personnel have access to payment information for processing and reconciliation purposes.
- No Storage of Sensitive Data: We do not store full card numbers or CVV codes unless required for recurring corporate bookings, and even then it is securely tokenized.
- Communications and customer service records.
- Sensitive information (if provided) such as health or dietary restrictions, mobility requirements — we use such data only for the purposes for which you provided it, and with your consent or as required by law.
4. How and why we use your information
We use your personal information for a number of business purposes, including but not limited to:
- To provide and manage bookings, travel arrangements, and our services (for example: flights, hotels, car‑rental, group travel, corporate travel management).
- To create, maintain and authenticate your account with us.
- To process payments, refunds, and manage billing.
- To communicate with you, including travel confirmations, updates, alerts (e.g., flight changes), customer support, and service requests.
- To send you marketing communications (with your consent where required) and to personalize your experience.
- To conduct market research, analytics, improve our service offerings, tools, website/app experience, and to train our staff.
- To detect, investigate, and prevent fraud, unlawful or prohibited activity, and to protect our rights, property, travelers and business.
- To comply with legal, regulatory, tax or accounting obligations.
We rely on several legal bases for processing your information, including: your consent, performance of a contract with you (e.g., your travel booking), legal obligations, and our legitimate interests (provided such interests are not overridden by your rights).
5. Sharing your information
We may share your personal information with:
- Travel‑service providers (airlines, hotel/resort operators, car‑rental companies, group/charter operators), to enable your bookings and travel assistance.
- Our business partners and affiliated entities, to provide integrated services (for example: corporate travel programmes, loyalty programmes).
- Technology, payment‑processing and service‑provider vendors who work on our behalf under contract.
- Legal, regulatory authorities or law‑enforcement agencies, if required by law, or to respond to a subpoena, court order, or similar legal process.
- In the event of a corporate transaction (e.g., merger, acquisition, asset sale), your personal information may be transferred as part of the business assets.
- Other third parties only with your consent or as otherwise described in this policy.
We do not sell your personal data to third parties for their direct marketing use.
6. Your privacy choices and rights
You may have the right (depending on your location) to:
- Access the personal information we hold about you.
- Request correction or deletion of your personal information.
- Object to or restrict our processing of your personal data.
- Request portability of your data (i.e., ask for a copy in a structured, commonly‑used format).
- Withdraw your consent (where processing is based on consent) without affecting the lawfulness of past processing.
- Opt out of marketing communications.
- If you are in a jurisdiction that provides additional rights (for example, under the California Consumer Privacy Act (CCPA), GDPR in the EU, or similar), you may also have rights to opt‑out of the sale/sharing of your data, or to limit profiling.
To exercise any of these rights, please contact us as described in Section 9 below. We will respond in accordance with applicable laws.
7. International transfers
Because our operations and service providers may be located in multiple countries, your personal information may be transferred to, stored in, and processed in countries that have different data‑protection laws than your country of residence. When such transfers occur, we apply appropriate safeguards (such as standard contractual clauses, certifications, or other lawful mechanisms) to ensure your data remains protected in accordance with this Policy.
8. Security and retention
We implement appropriate technical and organizational security measures to protect your personal data against unauthorized access, alteration, disclosure or destruction. While no transmission over the internet can be guaranteed to be 100 % secure, we make commercially reasonable efforts to protect your data.
We retain your personal information as long as needed for the purposes for which it was collected (such as to complete bookings, comply with legal obligations, resolve disputes), and as required or permitted by law. When no longer required, personal information is securely deleted or anonymised.
9. Contact us
If you have questions, concerns or wish to exercise your privacy rights, you can contact us at:
Vertex Travel LLC
Email:info@vertextravel.us
(By Appointment only)
Address: 435 E. Main St., Suite 110, Greenwood, IN 46143, USA
10. Updates to this Privacy Policy
We may modify this Privacy Policy at any time for reasons including: to improve clarity, reflect changes in our services or business practices, comply with legal/regulatory requirements, or adapt security enhancements. When we make material changes that affect your rights or how your information is used, we will provide you with notice (for example: via email or on‑site notice) prior to the change taking effect. The “Last Updated” date at the top of this policy will indicate when the latest changes were made.
Vertex Travel LLC – Privacy Policy
Last Updated: [11/01/2025]