Effective 25 May 2018
Thank you for using VAX VacationAccess
"VAX" – means the VAX VacationAccess technology owned by VAX that enables the Travel Agency to access the VAX Content and Inventory and make purchases on behalf of their agency and/or customers.
Customer – means an individual for whom the Travel Agency undertakes researching, shopping, booking, or purchasing of products and services on the VAX VacationAccess web sites.
Contractor – means an independent provider of goods or services on behalf of VAX VacationAccess Worldwide, LLC.
Third Party – means a company other than VAX VacationAccess Worldwide, LLC or a domain name other than www.vaxvacationaccess.co.uk or www.funway4agents.co.uk
How we Collect Information
We collect travel agent user name, travel agency and customer information in a number of ways including, but not limited to, when you register for VAX, when you sign up to receive emails, when you update your agency profile, when you complete travel agency surveys (e.g. product improvement, pre- or post-training), or requests for agency advisory panel feedback, when you send a comment to the suggestion link on our weekly email or on the website, when you forward an email/webpage to a friend, when you complete online forms (e.g. technical support), when you register your agency to receive commission payments electronically, when you send your client a confirmation or itinerary by email, and when you purchase VAX products and services for your agency or on behalf of your Customer.
The types of information collected include but are not limited to, travel agent user name, travel agency name, agency ABTA number, mailing address, domain address, email address, telephone number, agency description, affiliations, site manager/administrator name, user information, agency bank account/routing number, agency-level and user-level preferencing rules, agency security settings, agency contacts, notes/activities, marketing information, agency payment information, traveler reservation, payment, preferences and profile information.
How Your Information is Used
When you register on VAX, we collect agency information (ABTA and/or phone number, agency name, address, owner/manager name, GDS and site manager/administrator, agency and user profile, services subscription information.
You have the choice of receiving or not receiving VAX/ Funway Holidays email updates. If you choose to receive emails, we will send you regular emails featuring the latest deals, exclusive offers, and other information. You may unsubscribe from the email updates at any time by accessing the unsubscribe link at the bottom of the email or by using the link below under our Opt-Out Policy.
The information you supply when you send a request to update your agency profile is a confidential communication between your agency, VAX VacationAccess Worldwide, LLC and Contractors. We do not collect data from this request, except the total number of requests we receive.
Information collected through surveys and agency advisory panels may be used by us to improve products, processes and travel agency support. We may also use some/all of the information to create agency mailing lists and may occasionally send our agencies promotional pieces or other mailings. Mailing lists compiled from the information you provide will only be used for marketing and promotional efforts.
The information that you supply when you send an online form, suggestion or comment via our email suggestion links are used to reply to your comment. Your information may also be forwarded to the relevant product team or VAX Technical Support team to further process your comment or help to improve VAX products and services, promotions and support.
The information you supply when you send an email/webpage to a friend or an email itinerary to your customer is used to forward the relevant email or webpage information. We will not send additional emails or mailings to your Customer. Your friend must subscribe to our email updates, provide information himself/herself through one of the other available means before we will contact him/her.
The information provided by you to receive commission payments electronically is a confidential communication between you, VAX, and Contractors. We do not collect data from this request except the total number of requests received.
You may email an itinerary prior to confirming a reservation. To do so, you will enter your and Customer's email addresses to send the itinerary email. Upon confirmation of Customer's reservation, you can send an e-travel confirmation to Customer. The VAX email address will always default to your agency address, however, if you elect to enter Customer's email address, all subsequent changes e.g. airline flight schedule change will be sent directly to the customer's email address.
The information you provide to make purchases online is used to confirm Customer's reservation or your subscription to VAX products and services. We will not share this information with any outside parties except to the extent necessary to process your request e.g. credit card authorizations, or to populate your online database including customer contacts, profiles, trip plans and agency accounting tools.
We may also use identifying, non-identifying or aggregate information to improve our website, track promotional success, and/or to share website usage information with our contractors, third parties or other business affiliates. This information may include, but is not limited to: number of page views, visitor sessions, clicks, and unique visitors; session length; browser type; top site paths; and, top referring domains. Not all of this information is shared with our business affiliates, but some aggregate numbers such as page views on a particular page during a particular time frame may be shared. However, no personally identifiable information about you will be shared with any contractor or third party.
Except as noted above, we do not disclose any information on you or your customer without having obtained your consent, as applicable, or unless bound by any statue or regulation to do so.
If you wish to receive information about VAX news, products and services via email, you may access the sign up forms throughout the website.
To unsubscribe from VAX or Funway Holidays emails, you can visit the unsubscribe page here.
If our information practices change at some time in the future we will post the policy changes to our website to notify you of these changes and provide you with the ability to opt out of these new uses. If you are concerned about how your information is used, you should check our website periodically.
The table gives more detail on the cookies we use and why we use them:
Analytics cookies i.e. Google Analytics, Adobe Omniture
These cookies are there to enable us to collect details about how visitors use our website. We use them to create reports and help us improve the usability of our website. All data collected is done so in an anonymous form, including the number of visitors to the site, where visitors have come to the site from and the pages they visited.
These cookies are used to remember any holiday searches that a user has made including for example, these cookies enable us to customise a user’s visit and make it easier for them to recall previous details.
Third Party Cookies i.e. Trip Advisor
So that we can continue to promote the most relevant products to the most relevant people we will use third party cookies, details of their cookies and opt out information will be found on their individual policies.
As a general guideline, remove cookies from your computer:
- On a quarterly basis.
- When you see enhancements or new functionality in VAX.
- When VAX appears to be running slowly.
To ensure that VAX applications function properly on your computer, the Internet Options Privacy setting must allow first-party cookies from www.vaxvacationaccess.co.uk and www.funway4agents.co.uk
We understand the security and trust obligations of ourselves and travel agents and strive to implement the highest standards and achieve the highest levels of security in the travel industry. We have audited security processes and perform strong internal tests and multiple external intrusion tests to ensure our systems and products are protecting the data and security of travel agents. Our certifications include the AmbironTrustWave Trusted CommerceSM Seal.
In the event of our insolvency we, or any appointed insolvency practioner, may disclose your personal information to the CAA, and/or ABTA so that they can assess the status of your booking and advise you on the appropriate course of action under any scheme of financial protection. The CAA's General Privacy Notice is at https://www.caa.co.uk/our-work/about-us/general-privacy-notice / ABTA's Privacy Notice is at https://www.abta.com/privacy-notice