Effective March 1st, 2022
VAX is an award winning travel platform specifically designed for Travel Agencies and Travel Agents. VAX VacationAccess Worldwide, LLC. works with contractors to provide you with access to a variety of benefits described herein as “VAX Content” which includes but is not limited to VAX applications, products and services. VAX VacationAccess is powered by Trisept, an Apple Leisure Group (“ALG”) company.
Except as otherwise noted in this Privacy Policy, VAX VacationAccess is a data processor and a member of the ALG companies, which means that we manage how and why the information you provide to us is processed. This Privacy Notice may be amended or updated from time to time to reflect changes in our practices with respect to the Processing of your information, or changes in applicable law.
We encourage you to read this Privacy Notice carefully, and to regularly check this page to review any changes we might make
The VAX family of platforms and services is managed by Trisept Solutions which is part of Apple Leisure Group (“ALG”) and operates under the policies of ALG. Trisept processes customer travel data from its data centers in the USA. Trisept is not responsible for the content of the information it processes or responsible for the way its clients treat personal information they collect or control.
Accordingly, neither VAX VacationAccess nor Trisept directly interfaces with the traveling public (with the exception of “VAX Web” which allows travelers to interact with the platform services directly) and does not collect Personally Identifiable Information (“PII” under the General Data Protection Regulation (GDPR) of the European Union) or Personal Information (“PI” under the California Consumer Protection Act (CCPA)) from consumers. However, limited PII/PI is collected from representatives of its clients such as Travel Agents or Travel Merchandisers. This policy describes what information is collected directly as well as protections that are incorporated in the products and services Trisept/VAX VacationAccess provides to its clients that protect the information of their customers.
Please note that VAX VacationAccess Worldwide, LLC, Trisept and the Apple Leisure Group of companies are now subsidiaries of Hyatt Hotels Corporation. However, this Privacy Notice only applies to the processing of Personal Information undertaken by VAX VacationAccess and Trisept. It does not apply to processing by other members of the Apple Leisure Group or processing by the Hyatt Group.
“Client” – means any Travel Agency or Travel Agent that contracts for or agrees to use the VAX VacationAccess platform(s).
“Contractor” – means an independent provider of goods or services on behalf of VAX VacationAccess Worldwide, LLC.
“Controller” means the natural or legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the processing of personal data.
“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.
“Hyatt Group” means Hyatt Hotels Corporation, its direct and indirect subsidiaries (with the exception of the Apple Leisure Group companies), its affiliates, and the separate and distinct legal entities that manage, operate, franchise, license, own and/or provide services to the various locations operating under or in connection with a Hyatt brand.
“Personal Information” means information from which any individual is directly or indirectly identifiable.
“Process”, “Processing” or “Processed” means anything that is done with any Personal Information, whether or not by automated means, such as collection, recording, organization, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.
“Processor” means a natural or legal person, public authority, agency or other body which processes personal data on behalf of the Controller.
“Third Party” – means a company other than VAX VacationAccess Worldwide, LLC or a domain name other than www.vaxvacationaccess.com.
“Trisept” – means the company that is part of Apple Leisure Group that provides solutions and services to travel agents and agencies and in some cases to the traveling public directly.
"VAX" – means the VAX VacationAccess technology owned by VAX that enables the Travel Agency to access the VAX Content, various customer’s inventories (all of which are maintained separately and are not owned or controlled by VAX) and make purchases on behalf of their agency and/or customers.
We may Process the following categories of Personal Information about you:
We may also collect:
Children. The services are not intended for use by children, especially those under 13. No one under the age of 13 should provide any Personal Information or use our public discussion areas, forums or chats. Minors under the age of 18 are not permitted to make purchases through the services or to obtain coupons or codes from the services to purchase goods or services on third party websites. If, notwithstanding these prohibitions, your children or your customer’s children disclose information about themselves in our public discussion areas, consequences may occur that are not intended for children (for example, they may receive unsolicited messages from other parties). If it is discovered that we have collected Personal Information from someone under 13, we will delete that information immediately.
The PII/PI is collected and used for processing transactions through the platform to provide services to your customers. The agreement between VAX VacationAccess and our clients ensures the information will be used for the purpose it was intended.
When we process your Personal Information as a customer or someone else with whom we do business, we do so in the legitimate interests of the purposes listed above, because of the legal compliance we are subject to, or because the information is required to fulfil contractual obligations to you.
We may have to share your personal data with the parties set out below for the purposes set out above.
We require all service providers and third parties to respect the security of your personal data and to treat it in accordance with the law.
We do not allow our third parties and service providers to use your personal data for their own purposes without your consent and only permit them to process your personal data for specified purposes and in accordance with our instructions.
Because of the international nature of our business, we may need to transfer your Personal Information within the ALG group of companies, and to third parties, in connection with the purposes set out in this Privacy Notice. For this reason, we may transfer your Personal Information to other countries that may have different laws and data protection compliance requirements to those that apply in the country in which you are located.
Transfers of Personal Information often occur so that we may provide you with services you’ve asked for. Having a contractual relationship is usually a permissible reason for transferring Personal Information in countries with privacy regulations. Where it’s not, we’ll seek to put in place additional technical and contractual measures to protect your Personal Information.
In accordance with the above, we may send your Personal Information to the following countries where Apple Leisure Group has operations and partnership with services providers:
• United States of America
• Mexico
• Dominican Republic
• Panama
• Curacao
• Jamaica
• Costa Rica
• Spain
• St Martin
• Netherlands
• United Kingdom
• Canada
• Switzerland
• Aruba
• Bahamas
• Colombia
• St. Lucia
• Trinidad & Tobago
Where your personal data is shared with the Hyatt Group, your personal data may be shared with any of the locations in which an entity in that group operates a hotel or where you or someone you are connected with has booked a stay (a list of these can be found by selecting “All” at www.hyatt.com/explore-hotels) and their major business locations, which, in addition to those set out in the bullet point list above, includes locations in Hong Kong (SAR) and Germany.
We have implemented appropriate technical security measures in order to protect Personal Information during international transfers, in compliance with applicable laws.
Where you have made a reservation for accommodation or travel arrangements which are located or otherwise due to be fulfilled outside your origin country, we will have to transfer your personal data to the suppliers fulfilling or providing those travel arrangements in order to make your booking and for those suppliers to be able to provide you with the travel arrangements you have booked.
Access to data controlled by VAX VacationAccess
Under the data protection laws in Europe and other jurisdictions, you have various rights in relation to the Personal Information about you that we process.
Where we are the data controller, with some limited exceptions, you have rights to access and update Personal Information held about you. If you want to inquire about any Personal Information we may have about you, you can do so by sending us a written request by letter or email to the addresses set out below. Please be sure to include your full name, address and telephone number and a copy of a document evidencing your identity (such as an ID card) so we can ascertain your identity and whether we have any Personal Information regarding you, or in case we need to contact you to obtain any additional information we may require to make that determination. Where you make more than one request in quick succession, we may respond to your subsequent request by referring to our earlier response and only identifying any items that have changed materially.
You may request that we correct, delete, and/or stop or restrict processing or using Personal Information that we hold about you by sending a letter or email to the addresses set out below. If we agree that the Personal Information is incorrect, or that the processing should be stopped, we will delete or correct the Personal Information. If we do not agree that the Personal Information is incorrect we will tell you that we do not agree, explain our refusal to you and record the fact that you consider that Personal Information to be incorrect in the relevant file(s).
You may also seek to exercise your right to data portability by sending a letter or email to the addresses set out below.
Finally, you may in some circumstances have the ability to object to the processing of your Personal Information on the grounds of your particular situation. You may do so by sending us a written request by letter or email to the addresses set below. If we agree that you are entitled to so object, we will cease to process your Personal Information.
If you are unhappy with the way we have handled your request, you can let us know using the contact details below.
Access to Data Controlled by our Clients
VAX VacationAccess acknowledges that persons have the right to access their personal information. As explained above, for the most part, VAX VacationAccess has no direct relationship with the individuals whose personal data is processed (the only persons for whom we have access are our employees and the PII/PI of travel agents or authorized representatives of our clients). Where we hold data on behalf of one of our clients, an individual who seeks access, or who seeks to correct, amend, or delete inaccurate data should direct his/her query to the specific client (the data controller) that collected it. If the client requests us to remove the data, we will respond to that request within 30 business days.
If you are unsure whether VAX VacationAccess or one of our clients is the data controller, please contact us using the details below.
If you reside in California, you may also make the following more specific requests with respect to your Personal Information in accordance with applicable law:
As is the case for all consumers regardless of residency, we will not discriminate against you because you exercised any of these rights. Note that for purposes of these rights, Personal Information does not include information about job applicants, employees and other of our personnel; information about employees and other representatives of third-party entities we may interact with in their business or commercial capacity; or information we have collected as a service provider to our clients.
California residents can exercise these rights by contacting us using the contact information below. We may deny certain requests, or fulfil a request only in part, based on our legal rights and obligations. For example, we may retain Personal Information as permitted by law, such as for tax or other record-keeping purposes, to maintain an active account, and to process transactions and facilitate customer requests.
We will take reasonable steps to verify your identity prior to responding to your requests. The verification steps will vary depending on the sensitivity of the Personal Information and whether you have an account with us.
California residents may designate an authorized agent to make a request on their behalf. When submitting the request, please ensure the authorized agent is identified as an authorized agent and ensure the agent has the necessary information to complete the verification process.
For purposes of exercising these rights, please note the following regarding how we collect and use your Personal Information as described in this Privacy Notice, including in the previous 12 months:
Several other items are relevant in this Privacy Policy. These are:
VAX VacationAccess uses cookies or similar tracking technologies. These technologies are used in analyzing trends, administering the site, tracking users’ movements around the site and to gather demographic information about the user base as a whole. Reports based on the use of these technologies may be produced, generally on an aggregate basis.
Cookies are used to identify a return visitor or used as a way to measure activity and traffic patterns on the site. Users can control the use of cookies at the individual browser level. If the use of cookies is rejected, you may still use the sites, but your ability to use some features or areas of the sites may be limited.
VAX VacationAccess partners with a third party to either display advertising on the website or to manage advertising on other sites. The third party partner may use technologies such as cookies to gather information about your activities on this site and other sites in order to provide advertising based upon your browsing activities and interests. If you wish to opt out of interest-based advertising click here [or if located in the European Union click here]. Please note this does not opt you out of being served ads. You will continue to receive generic ads.
As is true of most web sites, VAX VacationAccess gathers certain information automatically and stores it in log files. This information may include internet protocol (IP) addresses, browser type, internet service provider (ISP), referring/exit pages, operating system, date/time stamp, and/or clickstream data. This automatically collected data is not linked to other information we collect about you.
Questions, comments or complaints regarding the company’s policy or data collection and processing practices can be emailed to: VAXdatarequest@triseptsolutions.com