Privacy and Data Protection Policy

Effective Date: February 2019
Company Name: Travel Port Travel and Tours

Travel Port Travel and Tours is deeply committed to upholding the privacy and security of the personal information entrusted by its clients, partners, and associates. Since its establishment, the company has recognized that safeguarding client data is not only a legal responsibility but also a fundamental component of maintaining trust and delivering quality service.

This Privacy and Data Protection Policy serves as an official declaration of Travel Port Travel and Tours’ compliance with Republic Act No. 10173, otherwise known as the Data Privacy Act of 2012, and its Implementing Rules and Regulations. The policy outlines how personal data is collected, used, shared, stored, protected, and eventually disposed of in the course of providing travel-related services.

The company adheres to the general principles of transparency, legitimate purpose, and proportionality, ensuring that all personal data is handled fairly, lawfully, and responsibly. Travel Port
Travel and Tours ensures that every individual’s privacy rights are respected and protected at all times, whether data is processed manually, electronically, or through third-party service providers acting on behalf of the company.

This policy applies to all clients, employees, suppliers, and third-party entities engaged in business with Travel Port Travel and Tours. It also applies to all forms of personal data gathered through any medium—physical, electronic, or online.

By availing of our services, clients acknowledge that their personal information may be processed in accordance with this policy and applicable privacy laws.

This policy has been effective since February 2019, and continues to serve as the guiding framework for all privacy-related practices and procedures within Travel Port Travel and Tours.

1. Consent

By availing of the services of Travel Port Travel and Tours, providing information through booking forms, website, social media pages, email, or any other communication channel, you voluntarily and expressly consent to the collection, use, storage, and processing of your personal data as described in this policy. Clients acknowledge that their consent allows the company to:

Process and manage travel bookings, visa applications, and related transactions;
Communicate with clients regarding their inquiries, bookings, or service updates;
Share data with partner service providers (e.g., airlines, hotels, embassies, insurance companies) as necessary; and
Retain records for business, legal, or auditing purposes.

It is the responsibility of each client to provide complete, accurate, and updated information when availing of services. In the event that inaccurate, falsified, or outdated information is provided, Travel Port Travel and Tours shall not be held liable for any damages, losses, delays, or complications that may arise as a result of such misinformation.

Should a client wish to correct or update inaccurate information, they may contact Travel Port Travel and Tours directly through any of the following numbers:

Clients have the right to withdraw their consent at any time by contacting us through our official channels. However, withdrawal of consent may affect the processing or completion of certain travel-related services.

2. Information Collected

Travel Port Travel and Tours may collect and process the following types of personal data:

Personal Identification: Full name, nationality, date and place of birth, gender, and civil status.
Contact Details: Email address, mobile number, landline, home or office address.
Travel Information: Passport number, visa details, itinerary, and travel preferences.
Financial Information: Billing details, payment methods, bank account details, and e-wallet information used for transactions.
Supporting Documents: Identification cards, travel permits, or health-related requirements (if applicable).
Communications and Feedback: Messages, inquiries, or testimonials shared through email, chat, or social media.

Information may be collected through online forms, in-person transactions, phone calls, or email correspondence.

Clients may request the removal of their personal data from our records by sending an email to info@travelporttours.com. Requests will be processed within three (3) business/working days upon verification of identity and completion of necessary procedures, subject to applicable laws and regulatory requirements.

3. Information Use

The personal information collected by Travel Port Travel and Tours shall be used for legitimate business purposes, including but not limited to:

Booking and Travel Arrangements: To facilitate reservations, flight tickets, hotel accommodations, tours, transportation, visa processing, and insurance assistance.
Customer Communication: To send confirmations, updates, invoices, advisories, and respond to customer inquiries and requests.
Regulatory Compliance: To comply with applicable Philippine laws, travel regulations, and international requirements set by government agencies, embassies, and airlines.
Payment Processing: To securely process payments using provided banking details, credit/debit cards, or e-wallets for the completion of transactions, refunds, or reimbursements.
Marketing and Promotions: To inform clients of special offers, travel packages, and promotional campaigns (only upon consent).
Service Improvement: To evaluate client feedback, enhance customer experience, and improve the efficiency of our services.
Security and Fraud Prevention: To protect the company, its clients, and partners from fraudulent or unlawful activities.
Record Management: To maintain a reliable database for internal auditing, accounting, and business reporting purposes.

All payment information provided will be handled with strict confidentiality and used solely for legitimate transactional purposes. Likewise, all data collected are processed only for legitimate purposes in accordance with the client’s consent. Travel Port Travel and Tours does not use or disclose any personal data for purposes other than those stated in this policy without the client’s prior authorization.

4. Sharing of Information

Travel Port Travel and Tours upholds the confidentiality of all personal data and ensures that such information is not disclosed without the client’s consent, except when required by law or necessary for service fulfillment. Information may be shared under the following circumstances:

Partner Service Providers: Personal information may be shared with airlines, hotels, tour operators, embassies, and insurance companies to facilitate booking and travel arrangements.
Third-Party Contractors: Authorized external providers who assist in payment processing, document delivery, marketing, or IT support may access data only as necessary to perform their duties under strict confidentiality agreements.
Government Agencies and Legal Authorities: Data may be disclosed when required by lawful orders, subpoenas, or regulatory obligations to comply with the Philippine government, embassies,
or immigration authorities.
Business Continuity: In case of company reorganization, merger, or partnership, information may be transferred under data protection safeguards and subject to continued confidentiality obligations.

Travel Port Travel and Tours guarantees that all third-party entities adhere to the same level of data protection standards required by the Data Privacy Act of 2012.

All data-sharing activities are carried out under data-sharing agreements that ensure the continued protection and limited use of personal information.

Travel Port Travel and Tours does not sell, trade, or rent clients’ personal data to unauthorized third parties.

5. Retention

Personal data shall be retained only for as long as necessary to fulfill the purposes stated in this policy or as required by applicable laws and regulations. Once the retention period expires, data will be securely disposed of or anonymized to prevent unauthorized access or disclosure.

Records that are no longer necessary for business or legal purposes are regularly reviewed and destroyed following standard retention procedures to ensure privacy and compliance.

6. Data Protection

Travel Port Travel and Tours adopts comprehensive organizational, physical, and technical measures to ensure the confidentiality, integrity, and availability of personal data. These include:

Secure and encrypted data storage systems to prevent unauthorized access
Firewalls, antivirus protection, and regular system security updates
Role-based access controls ensuring only authorized employees can handle personal data
Confidentiality agreements signed by all employees and partner service providers
Regular employee training on data privacy awareness and safe handling of personal information
Monitoring of internal systems and periodic security audits to detect and address vulnerabilities
Secure destruction or anonymization of personal data when it is no longer needed

These measures are continuously updated to address emerging threats and ensure compliance with the National Privacy Commission (NPC) guidelines.

7. Data Deletion

Clients may request the deletion or removal of personal data from Travel Port Travel and Tours’ records by sending an email to info@travelporttours.com. Requests are processed within three (3) business days, provided that there are no legal grounds requiring data retention.

Additionally, dormant accounts or inactive client records will be periodically reviewed. Clients will be notified via email regarding their account status. Accounts that remain inactive for three (3) years will be manually deleted from the system to maintain data accuracy and security.

8. Contact Information

For concerns, inquiries, corrections, data access requests, or deletion of records, you may contact us through the following:

Travel Port Travel and Tours

Our Data Privacy Officer (DPO) or authorized representative will address all inquiries related to personal data management within a reasonable period, following the guidelines of the Data Privacy Act of 2012.

9. Amendment of Policy

Travel Port Travel and Tours reserves the right to update or modify this Privacy and Data Protection Policy at any time to reflect changes in law, technology, or business operations. Updates will be published through our official communication channels, including our office, website, or social media pages.

All amendments shall take effect immediately upon posting in our physical office, official website, or social media platforms. Continued use of our services after the release of updates constitutes acknowledgment and acceptance of the revised policy.

Regardless of any provisions contained in other documents or agreements you may have entered into with Travel Port Travel and Tours, in case of any inconsistency, the terms and conditions set forth in this Policy shall take precedence.

This Privacy and Data Protection Policy is effective since February 2019, and remains valid unless revised or replaced.