Privacy Policy

Corporate Travel Management

Privacy Principles



Because your privacy is important to us, Balboa Travel conducts business under the following privacy principles:

Principle 1 - Your Information is Secure

All of the information we compile about your travel arrangements and personal information that we collect about you is considered confidential. This information is protected by usernames and passwords. Where you have been given access to information via our website, you should keep your password and user name confidential. We have implemented industry standard security mechanisms to protect this information from loss, misuse and unauthorized access, disclosure, alteration and destruction. Our security mechanisms also include limited access, firewalls, complex passwords, intrusion detection systems (IDS), use of non standard ports, and use of Virtual Private Networks (VPN) and Secure Sockets Layer (SSL) encryption to protect transmission of data. Our software and hardware are configured to provide effective security.

Given the nature of the travel industry, some third parties whom Balboa Travel does not control may have access to customer data that is deemed necessary to complete the reservation and fulfillment of travel services. The primary third parties accessing your information through Balboa Travel are Amadeus North America, LLC and Sabre, Inc. Pursuant to the agency's policies, Amadeus and Sabre will not sell or give the personal information individuals provide through the use of any Amadeus or Sabre product or service to any unaffiliated party other than those involved in providing the requested transportation or service without the individual's permission, except when required by law or when data is requested by government or law enforcement authorities or in the unlikely event of a sale of the business or transfer of assets.

Other third parties that access your information include but are not limited to airlines, hotels, car rental agencies, cruise lines, and tour operators. Balboa Travel also has links on its website to various travel related entities. Balboa Travel cannot guarantee the privacy of information you provide to those sites.

Furthermore, Balboa employees who have access to customer information have signed confidentiality agreements for data made available to them during their course of employment at Balboa Travel.

Balboa Travel is liable for appropriate onward transfers of personal data to third parties.


Principle 2 – Balboa Travel Limited Use of your Information

Balboa Travel will not divulge the statistical information we compile for your company except for the express purpose of generating reports which have been authorized by you or otherwise agreed to by you in the normal course of our assisting you in managing your travel spending, or unless acting under a good faith belief that such action is necessary to: (1) conform to legal requirements or comply with legal process; (2) protect and defend the rights or property of Balboa Travel; (3) enforce our agreements with customers. We may also compile statistics from IP addresses accessing our website. Balboa Travel will not sell any customer specific information to any third party.

Principle 3 – Disclosure of Traveler Specific Data

Balboa Travel will not divulge to any third party, traveler specific information unless in the ordinary course of conducting business for the benefit of customers which may include confirming reservations, upgrades, frequent flyer status or for purposes of accommodating a change in travel plans.

Please be aware that Balboa Travel may be required to disclose an individual’s personal information in response to a lawful request by public authorities, including to meet national security or law enforcement requirements.

Principle 4 - Data Collection Methods

The collection of travel data for reporting purposes and customer billing is an industry standard, and many travel management companies use this information to provide useful features for their customers including web access to reporting and ability to modify traveler profiles online. This data may also be provided to suppliers with your consent to benchmark market share and revenue production for the sole purpose of analyzing spending patterns in accordance with your pre-existing or pending contracts. Customers wishing to opt-out of having their information shared with third parties for the purpose of analysis may do so by submitting a request to:

Balboa Travel,
Attn: Privacy Policy,
5414 Oberlin Drive, Suite 300
San Diego, CA 92121

or sending an email to:

PrivacyPolicy@balboa.com


Principle 5 - Personal Information

Before a traveler takes their first trip we will request specific personal information to insure a high service level for each trip. Such personal information may include but is not limited to:

Passenger First Name
Passenger Last Name
Passenger Middle Initial
Passenger Salutation
Passenger Home Phone Number
Passenger Work Phone Number
Passenger Cell Phone Number
Passenger Fax Phone Number
Passenger Passport and Visa Number
Passenger Birth Date
Passenger Airline Frequent Flyer Number
Passenger Rental Car Loyalty Program Number
Passenger Hotel Loyalty Program Number
Passenger Office Address
Passenger Email Address
Employee Identification Number
Ticket/Document Number
Credit Card Number
Credit Card Expiration Date

We collect and process this personal information so that we can complete a reservation with an airline carrier, a hotel, a car rental agency, or other supplier named on a traveler’s itinerary.

We also collect this data from other travel management companies/travel agencies for data consolidation purposes. In the course of doing so, we share this data with (a) the client that requested the consolidation of such data for management reporting purposes, and (b) it’s client’s vendors that are not Travel Suppliers (e.g., a credit card company for reconciliation or a risk management company)

When you submit comments and questions on our services via our website, we also ask for your e-mail address. This is to allow us to contact you with questions about your feedback.

In addition to the uses for the information you submit to us, we may use personally identifiable information about you to:

* Contact you when necessary for additional information necessary to process or fulfill your travel request; determine if you are satisfied with our service; inform you that an upgrade is available; send travel warnings and updates; verify the status of a non-refundable booking; inform you of the status of your trip.
* Send or contact you with information or special offers available from Balboa Travel

Balboa Travel takes steps to protect the confidentiality, privacy and security of personal information that is communicated to us.

Like many companies that accept payment by credit card, Balboa Travel may share customers' personal information with qualified third parties in order to process your order.

Principle 6 – Access to Personal Information Stored by Balboa Travel

Customers have access to personal information about them that Balboa Travel holds in a secure database. EU and Swiss individuals have the right to access their information to review, update, edit and/or delete it. Through the web-based Traveler Profile or other online booking tools that we offer, customers can correct this information where it is inaccurate. Customers may also correct this information through their account managers. As another alternative, customers may request, review, update, edit or delete their personal information by submitting a request to:

Balboa Travel,
Attn: Privacy Policy,
5414 Oberlin Drive, Suite 300
San Diego, CA 92121

or sending an email to:

PrivacyPolicy@balboa.com


Balboa Travel may store information about customers in other databases for secondary purposes such as marketing.

Principle 7 – Ownership of Data

All data and personal information is the property of our customers, as such, customers may request transfer of this data to them if they are no longer contracting to use Balboa Travel services. Balboa Travel may charge a reasonable fee to assist in such data transfers.


Additional Information

EU-US and Swiss-US Privacy Shield

Balboa Travel complies with the EU–U.S. Privacy Shield Framework and the Swiss-U.S. Privacy Shield Framework as set forth by the U.S. Department of Commerce regarding the collection, use and retention of personal information transferred from the European Union and Switzerland to the United States, respectively. Balboa Travel has certified to the Department of Commerce that it adheres to the Privacy Shield Principles. If there is any conflict between the terms in this privacy policy and the Privacy Shield Principles, the Privacy Shield Principles shall govern. To learn more about the Privacy Shield program, and to view our certification, please visit https://www.privacyshield.gov/.

The United States Department of Transportation is the enforcement authority with jurisdiction over this compliance with the Privacy Shield.

In compliance with the EU-US and Swiss-US Privacy Shield Principles, Balboa Travel commits to resolve complaints about your privacy and our collection or use of your personal information. European Union or Swiss individuals with inquiries or complaints regarding this privacy policy should first contact Balboa Travel at

PrivacyPolicy@balboa.com,

or write to us at:

Balboa Travel, Attn: Privacy Policy, 5414 Oberlin Drive, Suite 300 San Diego, CA 92121

Balboa Travel has further committed to refer unresolved privacy complaints under the EU-US and Swiss-US Privacy Shield Principles to an independent dispute resolution mechanism, the BBB EU PRIVACY SHIELD, operated by the Council of Better Business Bureaus. If you do not receive a timely acknowledgment of your complaint, or if your complaint is not satisfactorily addressed, please visit www.bbb.org/EU-privacy-shield/for-eu-consumers/ for more information and to file a complaint.

Finally, as a last resort and in limited situations, individuals may seek redress from the Privacy Shield Panel, a binding arbitration mechanism.






Original Effective Date : 11/14/2003, Last Updated : 4/6/2017