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Legal
AGENT PRIVACY
POLICY
Last Updated: September 2026For Travel Agents & DMCsData Controller GuideGlobal
Last Updated: September 2026 | This policy is reviewed every 6 months and updated whenever we add new features, enter new markets, or when applicable laws change.
This Privacy Policy applies specifically to travel agents, tour operators, and Destination Management Companies (DMCs) who use the TravDigi Agent application for group traveller identity submission and hotel check-in coordination.
This policy explains what data TravDigi collects about you and your agency, how traveller data you submit is processed and deleted, your responsibilities as an Agent using our platform, and how we protect all data involved.
The TravDigi Agent app is available globally — any travel agent, tour operator, or DMC worldwide may register and use it to coordinate hotel check-ins for their clients.
Important legal note: Under applicable data protection laws worldwide — including the India DPDP Act 2023, EU GDPR, UK GDPR, US CCPA, Australia Privacy Act, Singapore PDPA, South Africa POPIA, and all other applicable national and regional data protection frameworks — you, as the Agent, act as the party introducing your travellers' data into the platform on their behalf, and TravDigi processes this data to facilitate their hotel check-in. This means you have responsibilities for ensuring you have your travellers' consent before submitting their information.
All TravDigi legal documents are maintained in English only. English is the internationally recognized language for legal documents. For assistance please contact hello@travdigi.com
This policy applies to:
- Travel Agents & Tour Operators — individuals or businesses managing bookings and group travel
- Destination Management Companies (DMCs) — businesses coordinating hotel stays for clients
- Any staff members an Agent authorises to use the Agent App under their account
By registering on the TravDigi Agent app, you confirm that you are operating a genuine travel, tourism, or destination management business, and that you have the authority to bind your organisation to this policy.
When you register on the Agent App, we collect:
- Agency identity: Company/agency name, area or city of operation, business type (Travel Agent, Tour Operator, or DMC)
- Contact details: Your name, email address, phone number
- Account data: Login credentials, account status, registration date
- Submission history: The name, mobile number, and email address of travellers you have submitted for check-in — retained so you can view your own activity history
- Usage data: Number of travellers submitted, hotels engaged with, app activity
- Audit logs: Every submission you make is logged with a timestamp for security and compliance purposes
What we do not permanently store: Traveller identity documents (such as passports or government-issued IDs) that you submit are not retained long-term. See Section 3 for full detail on how this data is handled and deleted.
TravDigi is built on a privacy-first, minimal-retention model for data submitted through the Agent App:
- When you scan and submit a traveller's identity document, it is sent securely to the relevant hotel via a time-limited download link
- This link, and the underlying identity document, is automatically and permanently deleted from TravDigi's servers within 3 (three) days of submission — whether or not the hotel has downloaded it
- Because this data is not permanently retained, you will need to scan and submit each traveller's document again for each new check-in or hotel — the Agent App does not retain a reusable copy of traveller identity documents on your behalf
- Basic traveller contact details — name, mobile number, and email address — are retained separately in your submission history, so you can review your past activity
- You may request deletion of this retained history data (name, mobile number, email) at any time, without needing to delete your Agent account
Group check-ins: This process works the same way regardless of group size — whether you are submitting details for a single traveller or a large tour group, each traveller's identity document follows the same secure, temporary handling and 3-day deletion described above.
By registering on the Agent App, you consent to being listed in the TravDigi Agent Directory, which is visible to hotels and other registered users. The Directory displays:
- Your company/agency name
- Your area or city of operation
- Your business email address
- Your business phone number
Why this exists: This information is provided so that hotels and other partners may contact you directly regarding potential business. You may request removal from the Directory at any time by contacting hello@travdigi.com, without affecting your ability to continue using the Agent App.
As an Agent using TravDigi, you agree to:
- Obtain proper consent from each traveller before submitting their identity documents through the Agent App
- Submit only accurate, genuine, and unaltered traveller identity documents
- Use the Agent App solely for legitimate travel booking and hotel check-in coordination purposes
- Not use any traveller data obtained through the Agent App for marketing, resale, or any purpose unrelated to facilitating the traveller's hotel check-in
- Keep your Agent App login credentials confidential and not share them with unauthorised persons
- Notify TravDigi immediately of any suspected unauthorised access to your Agent account
- Ensure the accuracy of the company and contact details displayed in the Agent Directory
- Comply with all applicable data protection and travel industry laws in your jurisdiction
Misuse warning: You must not attempt to download, copy, screenshot, or retain traveller identity documents outside the Agent App, or submit any traveller's data without their knowledge or consent. All activity is logged and audited. Misuse of traveller data is a violation of this policy and may constitute a criminal offence under applicable data protection laws.
When you submit a traveller's details for check-in, the relevant hotel receives:
- The traveller's identity document, accessible via a secure, time-limited download link
- The traveller's name, mobile number, and email address
- Your agency name and contact details, so the hotel can reach you regarding the booking
Data isolation: A hotel can only see the travellers you have submitted to them specifically. Hotels cannot see your submission history with other hotels, and other agents cannot see your submissions.
| Data Type | Retention Period | Reason |
|---|
| Traveller identity documents (passports, IDs) submitted for check-in | Automatically deleted within 3 days of submission | Privacy-first, minimal-retention design |
| Traveller name, mobile number, email (submission history) | Until you request deletion, or your account is closed | To allow you to view your own submission history |
| Your agency and account data | Duration of your active account, plus a reasonable period thereafter for legal and accounting purposes | Account and billing records |
| Submission and access logs | Minimum 5 years | Security audit and legal defence |
TravDigi implements the following security measures protecting your and your travellers' data:
- AES-256 encryption for all data at rest
- TLS 1.3 encryption for all data in transit between the Agent App and TravDigi servers
- Time-limited, secure download links for delivering traveller documents to hotels
- Automatic 3-day deletion of traveller identity documents from our servers
- Role-based access control — you only see your own submission history, never another agent's
- Complete audit trails — every submission is logged with who, when, and to which hotel
- No local storage of traveller identity documents beyond the temporary secure link
Use of the TravDigi Agent App is currently provided free of charge. TravDigi reserves the right to introduce fees for the Agent App or specific features in the future, with prior written notice to registered Agents before any such fees take effect.
By registering on the Agent App, you agree to the following obligations:
- Use the Agent App only for its intended purpose — coordinating traveller identity submission and hotel check-in on behalf of your genuine clients
- Obtain proper consent from each traveller before submitting their information
- Never attempt to download, copy, screenshot, or retain traveller identity documents outside the Agent App
- Submit accurate, genuine, and unaltered traveller information
- Never use traveller data for any commercial, marketing, or non-compliance purpose
- Keep your Agent App login credentials secure and confidential
- Notify TravDigi immediately of any suspected unauthorised access to your account
- Ensure the accuracy of your company and contact details shown in the Agent Directory
- Comply with all applicable data protection and travel industry laws in your jurisdiction
Your liability: You remain solely responsible for the accuracy and authenticity of any traveller data you submit, and for obtaining proper consent from travellers whose data you submit. TravDigi's liability under this policy is limited to the accuracy and security of data processed within its own platform, and does not extend to any dispute, loss, or claim arising between you, your travellers, and any hotel.
If you wish to stop using the Agent App:
- Contact hello@travdigi.com with subject "Agent Account Cancellation"
- Your Agent account access will be disabled within 30 days of your cancellation request
- Your listing in the Agent Directory will be removed
- Your retained submission history (name, mobile, email of past travellers) will be deleted upon account closure, unless retention is required for legal or audit purposes as described in Section 7
- You will receive written confirmation of cancellation and data handling
We may update this policy as we expand to new markets, add features, or when laws change. When material changes are made:
- Registered Agents will be notified in advance by email before changes take effect
- Continued use of the Agent App after the effective date constitutes acceptance of the updated policy
- Previous versions are available on request
- This policy is reviewed every 6 months and updated whenever we add new features, enter new markets, or when applicable laws change
Language: All TravDigi legal documents are maintained in English only. English is the internationally recognized language for legal documents. For assistance in your language please contact hello@travdigi.com
For any questions about this policy, your data, or to report a concern:
All Agent queries are responded to within 48 hours on business days.