Privacy Policy
Professional Travel Agents & Hotels Association (PTAHA) is committed to protecting the privacy and personal data of its members, partners, event participants, website visitors, and all stakeholders. This Privacy Policy describes how PTAHA collects, uses, stores, discloses, and safeguards personal information in compliance with applicable data protection laws.
By engaging with PTAHA through our website, membership programmes, events, or any communication channels, you acknowledge that you have read and understood this Privacy Policy.
1. Information We Collect
PTAHA may collect the following categories of personal information:
Personal Identifiers
- Full name
- Email address
- Contact number
- Company, agency, or hotel name and address
Membership & Programme Data
- Membership type, status, and renewal information
- Event registration and attendance records
- Communication and marketing preferences
Technical Data
- IP address and approximate location
- Browser type, device type, and operating system
- Website usage data including pages visited and time spent
- Cookie identifiers and analytics data
2. How We Use Your Information
PTAHA uses personal information only for the purposes for which it was collected, including:
- Managing memberships, subscriptions, and association-related activities
- Organising and coordinating events, meetings, conferences, and networking programmes
- Sending newsletters, industry updates, announcements, and other communications relevant to your membership or registration
- Responding to enquiries, support requests, and feedback
- Improving the functionality and user experience of PTAHA’s website and digital platforms
- Maintaining internal records and fulfilling legal and administrative obligations
- Complying with applicable laws, regulations, or lawful requests from authorities
3. Legal Basis for Processing
PTAHA processes personal data on the following legal grounds:
- Consent – where you have provided explicit, informed consent for a specific purpose
- Contractual necessity – where processing is required to fulfil your membership agreement or event registration
- Legitimate interests – where processing is necessary for PTAHA’s legitimate organisational interests, provided these do not override your rights
- Legal obligation – where processing is required to comply with applicable laws or regulations
4. Consent
Where PTAHA relies on consent as the basis for processing your personal information, you will be asked to provide explicit, affirmative consent through a clear opt-in mechanism (such as a consent checkbox) at the point of data collection.
You have the right to withdraw consent at any time without affecting the lawfulness of processing carried out prior to withdrawal. To withdraw consent, please contact PTAHA using the details in Section 11.
5. Data Sharing and Disclosure
PTAHA does not sell, rent, or trade your personal information to third parties for commercial marketing purposes.
Personal information may be shared only in the following circumstances:
• With service providers and technology partners who assist in delivering PTAHA’s services (such as email communication platforms, event management systems, and website hosting providers), under appropriate data processing agreements
• With co-organisers or partners directly involved in delivering events or programmes for which you have registered
• When required by law, regulation, court order, or lawful request from a government or regulatory authority
• In the event of an organisational restructure, where data may be transferred to a successor entity under equivalent privacy protections
All third-party service providers are required to handle personal data in accordance with applicable data protection laws and PTAHA’s instructions.
6. Data Security
PTAHA implements appropriate administrative, technical, and organisational measures to protect personal information from unauthorised access, misuse, disclosure, alteration, or loss. These measures include:
• Encrypted transmission of data where applicable
• Access controls limiting data access to authorised personnel only
• Regular review of data handling practices and security procedures
In the event of a personal data breach that poses a risk to individuals, PTAHA will notify affected parties and relevant authorities as required under applicable law, within 72 hours where feasible.
No digital system or online transmission can guarantee absolute security. Users are encouraged to take precautions when sharing personal information online.
7. Cookies and Website Tracking
PTAHA’s website may use cookies and third-party analytics tools (such as Google Analytics) to improve user experience, understand visitor behaviour, and enhance website performance.
The types of cookies we may use include:
• Essential cookies — required for the website to function correctly
• Analytics cookies — used to collect anonymised data on how visitors interact with the website
• Preference cookies — used to remember your settings and preferences
Users may manage or disable cookies through their browser settings at any time. Disabling certain cookies may affect website functionality. A detailed cookie notice is available on our website.
8. Third-Party Links
PTAHA’s website or communications may contain links to external websites and platforms. PTAHA is not responsible for the privacy practices, content, or security of third-party websites.
We encourage you to review the privacy policies of any external websites you visit before submitting personal information.
9. Your Rights
Subject to applicable law, you have the following rights regarding your personal information:
• Right to access — request a copy of the personal data we hold about you
• Right to rectification — request correction of inaccurate or incomplete data
• Right to erasure — request deletion of your personal data, subject to any legal obligations requiring retention
• Right to restrict processing — request that we limit how we use your data in certain circumstances
• Right to data portability — receive your data in a structured, commonly used format where applicable
• Right to object — object to processing based on legitimate interests or for direct marketing purposes
• Right to withdraw consent — where processing is based on consent, withdraw it at any time
To exercise any of these rights, please submit a written request to PTAHA using the contact details in Section 11. We will respond within 30 days of receiving your request. Where requests are complex or numerous, this period may be extended by a further 30 days, with notice provided.
10. Data Retention
PTAHA retains personal data only for as long as necessary to fulfil the purposes for which it was collected, in accordance with the following guidelines:
• Active membership data — retained for the duration of membership and up to 3 years following expiry or termination
• Event registration records — retained for up to 2 years following the event
• Communication records and correspondence — retained for up to 2 years from the date of the last interaction
• Financial and transactional records — retained for the period required under applicable tax and financial regulations (typically 7 years)
• Website analytics data — retained in anonymised form for up to 24 months
Upon expiry of the applicable retention period, personal data will be securely deleted or anonymised.
11. Changes to This Policy
PTAHA reserves the right to update or amend this Privacy Policy at any time to reflect changes in our practices, technology, or applicable law. Updated versions will be published on the official PTAHA website and communicated to members through official channels.
The effective date at the top of this document indicates when the current version was last revised. Continued use of PTAHA’s services following notification of changes constitutes acceptance of the revised policy.
12. Contact Information
For questions, concerns, or requests related to this Privacy Policy or the handling of your personal data, please contact:
Professional Travel Agents & Hotels Association (PTAHA)
Email: [Insert Official Email Address]
Phone: [Insert Contact Number]
Website: [Insert Website URL]
Address: [Insert Registered Address]