Terms of Service
Arks Voyage Disclaimer and Crisis Management
As a provider of travel tour operator services to clients (a "Client"), Arks Voyage collects, uses and discloses personal information of individuals authorized to travel as a Client (a "Traveller"). Anyone who submits personal information to us should understand the nature of our business and how their personal information is collected, used, disclosed or processed by Arks Voyage.
Arks Voyage is committed to a high standard of privacy. It complies with applicable U.S. Privacy Laws, including federal and/or provincial/state privacy legislation in these jurisdictions and adopts the ten principles for the protection of personal information as set out below ("Privacy Principles"). The Privacy Principles for the collection, use and disclosure of personal information include:
2) Identifying Purposes
4) Limited Collection
5) Limiting Use, Disclosure, and Retention
9) Individual Access
10) Challenging Compliance
Arks Voyage is responsible for personal information in its custody or under its control, including any personal information that has been transferred to a third party for processing. Arks Voyage requires a comparable level of protection for personal information handled by its third-party contractors.
2. IDENTIFYING PURPOSES
Arks Voyage shall identify the purposes for which personal information is collected, at or before the time the information is collected. When personal information that has been collected is to be used for a purpose not previously identified, the new purpose will be identified prior to use.
The primary purposes for which Arks Voyage collects personal information include:
to establish and maintain responsive relationships with Clients and Travellers;
to provide travel tour operator services to its Clients including, without limitation, making travel arrangements on behalf of Travellers, providing travel policy compliance services, and collecting
and reporting on Client travel data;
to understand Client and Traveller needs and preferences, including special requirements;
to obtain payment for services;
to develop, enhance, market or provide products and services, including, without limitation, to
market or provide products and services through Arks Voyage;
to manage and develop Arks Voyage business and operations;
to conduct surveys and promotions; and
to meet legal and regulatory requirements.
The knowledge and consent of the individual are required for the collection, use or disclosure of personal information, except where required or permitted by law.
Arks Voyage provides travel agent and tour operator services to clients. In order to complete these services, Arks Voyage requires personal information for authorized Travellers. The personal information collected by Arks Voyage may include, but is not limited to, name, address, age, marital status, passport and visa information, emergency contact, email, phone number, financial information and corporate data.
Arks Voyage may also collect sensitive personal information related to a Traveller’s travel arrangements (such as the Traveller’s disabilities, allergies and other medical information and special needs) to help the Traveller obtain special accommodations for travel arranged by or through Arks Voyage, but only if the Traveller submits such sensitive personal information to us. If a Traveller does not want us to collect and use such sensitive personal information, then the Traveller should not submit this information to us. Arks Voyage will not share a Traveller’s sensitive personal information with a third-party unless authorized to do so by the Traveller.
In order to complete the travel arrangements requested by the Traveller, Arks Voyage may input the Traveller’s personal information into a unique proprietary operating system or provide the Traveller’s personal information to one of the global distribution systems or an internet booking engine ("GDS") or other travel supplier. The GDS uses such personal information to aid in fulfilling the travel arrangements requested by a Traveller through specific travel suppliers, such as airlines, hotels and rental car agencies. Arks Voyage receives confirmation of the travel arrangements requested by a Traveller.
Upon completion, Arks Voyage provides information to the Client on travel arrangements made for a Traveller. This information may include, but is not limited to, information regarding the dates and times of travel, locations travelled to and from, classes of service provided, the names and locations of any hotels or other lodging arranged for the Traveller by Arks Voyage, the names of other travel suppliers providing services to the Traveller, and the costs incurred for all travel services selected by the Traveller. A Traveller’s personal information may also be shared with the Client for which a Traveller is making travel arrangements.
Arks Voyage may be required or permitted to disclose personal information from time to time in order to comply with legal requirements and will comply with applicable Privacy Laws in doing so.
In addition to collecting, using and disclosing personal information in connection with the provision of services, Arks Voyage may collect personal information from its employees and this personal information may be transferred among Arks Voyage, and may be subject to the Privacy Laws of a foreign jurisdiction. Employee personal information is not subject to PIPEDA, however, Arks Voyage handles employee personal information in accordance with the Privacy Principles (to the extent possible) and Arks Voyage human resources policies.
4. LIMITING COLLECTION
Arks Voyage limits the collection of personal information to that which is necessary for the purposes identified by Arks Voyage. Personal information must be collected by fair and lawful means.
Arks Voyage collects, stores and processes only that personal information required to provide travel tour operator services for or to fulfil contractual obligations with regard to Travellers and Clients.
5. LIMITING USE, DISCLOSURE AND RETENTION
Arks Voyage shall only use or disclose personal information for the purposes for which it was collected unless the individual has otherwise consented, or when it is required or permitted by law.
Personal information is retained only for the period of time required to fulfil the purposes for which it was collected.
Personal information is maintained by Arks Voyage in as accurate, complete and up-to-date form as is necessary to fulfil the purposes for which it is to be used. Arks Voyage relies upon the accuracy of the personal information submitted by the Traveller in order to provide the specific travel services, and does not routinely update that information. Quotes are also subject to be changed until booked as rates can change within a minute notice.
7. SAFEGUARDING INFORMATION
Personal information of Travellers is protected by security safeguards that are appropriate to the sensitivity of the information.
Keeping a Traveller’s personal information confidential is important to us and Arks Voyage takes reasonable steps to protect that information against such risks as loss or theft, unauthorized access, disclosure, copying, use, modification or destruction. Arks Voyage employs physical, administrative and technological safeguards to protect the security of personal information. For example, Arks Voyage has implemented physical security measures to protect against unauthorized access to its central and backup data centres where personal information is stored.
Any credit card information is transmitted in an encrypted format using standard SSL (secure socket layer) encryption. Travellers should use caution when disclosing personal information by telephone or other electronic media, as Travel Edge has no control over such third-party providers.
Arks Voyage conducts periodic internal reviews of its data collection, storage and processing practices and the security measures it has implemented to ensure that such security measures provide reasonable precautions and are commensurate with those generally practiced within the travel management industry.
As with all personal information, Arks Voyage will never rent or sell a Traveller’s personal financial information.
Arks Voyage employees who have access to personal information are bound by confidentiality obligations, the violation of which will subject the employee to discipline, which may include termination of employment.
Individuals may contact us at firstname.lastname@example.org if they have any questions about our privacy practices, subject line Openness Section 8.
Upon request, an individual shall be informed of the existence, use and disclosure of their personal information, and shall be given access to it. Individuals may verify the accuracy and completeness of their information, and may request that it be amended, if appropriate.
If a Traveller becomes aware of any inaccuracy in his or her personal information or if a Traveller wishes to inquire about his or her personal information, then the Traveller should notify us by contacting us at email@example.com, subject Access Section 9. Arks Voyage will make all corrections and/or deletions of erroneous personal information brought to its attention within a reasonable time period. Arks Voyage will provide access to personal information in accordance with the requirements of applicable Privacy Laws.
10. HANDLING COMPLAINTS AND SUGGESTIONS OR CRISIS SITUATIONS
A Traveller who thinks that his or her personal information has been misused should direct any questions or complaints to Arks Voyage at firstname.lastname@example.org, subject Misused Section 10, providing a written description of the complaint. After receiving a written description of the complaint, a representative of Arks Voyage will contact the Traveller in order to discuss his or her concerns. Arks Voyage is interested in addressing all legitimate complaints about its adherence to applicable Privacy Laws and will make a good faith effort to resolve promptly any complaint brought to its attention.
If there is a crisis situation, Arks Voyage always encourages Travellers to purchase Travelers Insurance to cover these situations.
Arks Voyage employees will quote insurance options for their destination in case of any situation that may occur, insurance will cover to avoid any further issues. There will be a written plan showing what possibly could go wrong or worse scenario, so insurance can put their mind in ease. We will have contact information of Clients embassy for further information.
Arks Voyage is always available via e-mail. The insurance plan will have a 24/7 line open for any situation and tour operators or third-party vendors will also have a 24/7. On the contract, a DocuSign is required to be signed from Traveller stating they agree and fully understand everything prior to purchasing. Arks Voyage’s goal is for all Travellers to feel relaxed and at home, even if a scenario is not going as planned, to rest assured as they are in good hands enjoying a luxury personalized experience.