- ASTA

Privacy Policy of the American Society of Travel Agents

Effective as of: September 3, 2007
Contents
General Statement

This policy applies to all of ASTA’s information-gathering activities whether conducted through the Internet or any other means of communication.  The privacy of ASTA members and members of the general public transacting business with ASTA or accessing its Web site is important to us.  ASTA wants you to know that its functions as a trade association representing the travel agency industry and its activities in serving the public necessitate the gathering of certain information.  All such information is voluntarily supplied by those participating in ASTA’s activities.  No one is ever required to provide ASTA with information, except in order to participate in one or more of ASTA’s voluntary activities. 

ASTA makes this Privacy Policy available to explain how it gathers information, the kind of information collected and how that information may be used so that you can exercise an informed judgment in deciding whether you wish to provide information to ASTA.  This policy is based upon ASTA’s activities as a United States entity conducting business in the United States and is not intended to address privacy issues that may arise in any other contexts. This policy applies to ASTA, National Association of Commissioned Travel Agents (NACTA) and their subsidiaries and affiliates including ASTA Marketing Services Inc. (AMSI).

Why We Collect Information

The purposes for which ASTA collects personally identifiable information include, but are not limited to the following:  soliciting for and enrolling members; maintaining current contact information of members; registering members to use ASTA.org; registering members and the public for ASTA-sponsored events; conducting surveys concerning travel related issues; fulfilling requests for goods and services received from members and the public; responding to requests for information; and enforcing member responsibilities under ASTA’s Code of Ethics and Bylaws.

ASTA also collects personally identifiable non-public information such as date of birth, age, nationality, social security, driver license ID and passport number as may be required by a governmental authority, travel industry supplier, sponsor or host as a condition of participation in an industry sponsored tour, travel industry familiarization trip, ship inspection or other event.

ASTA collects non-personally identifiable information such as the number of times various pages within its Web site are contacted, the number assigned to your computer, and the type of browser you use, for the purposes of monitoring, analyzing and improving its communication, education and information programs. 

The Information We Collect

The information ASTA collects includes the individual and company name, address, telephone number, fax number, e-mail address, member photograph, travel industry affiliations and travel industry identification such as ARC, IATA and CLIA numbers.  Date of birth, age, nationality and various individual identification numbers, including social security, driver license and passport number, are collected from each participant electing to take part in ship inspections, industry sponsored tours or other events where such information is required by the sponsor or host or a governmental authority. Credit card information is collected when necessary to fulfill a request for goods or services. 

In conjunction with its survey activities, ASTA collects various business data from members and other survey participants, which may include size and sales volume information, years in business, market segments served and other aspects of business practices.

Records are maintained of transactions between ASTA and its members and ASTA and members of the general public.  These records may include, but are not limited to, the nature of the transaction, the publication or other item ordered, the class of  ASTA membership in which enrolled, the period of membership, date of the transaction, duration of the membership, when payment was received and the ASTA activities in which the member participated.  In addition, ASTA collects and retains information it receives in the course of responding to inquiries directed to it by mail, e-mail or other means.

ASTA also collects the taxpayer identification numbers of its employees and those to whom it makes payments, in accordance with the requirements of the Internal Revenue Service.

How ASTA Collects Information

ASTA collects information by having it  provided voluntarily by persons who supply it so that they may participate in an ASTA activity such as ASTA membership, participation in a survey,  ordering a publication or other goods or services from ASTA, registering for a meeting or event or making an inquiry.  In addition, ASTA may purchase or rent information from third parties in connection with the promotion of its activities.

ASTA retains and compiles information developed in the course of members’ transactions with ASTA, including dues payment history and attendance at ASTA events.

Non-personally identifiable information such as the number assigned to your computer when it contacts the Internet and the type of browser you use are collected when you access ASTA's Web site. ASTA may tag your computer by the use of “cookies.”

ASTA also retains, or receives reports from third parties of information provided in the course of accessing various online features such as the ASTA Job Board and the Request Travel Planning Assistance feature on the TravelSense.org Web site.

ASTA receives personally identifiable non-public information through online input, as a result of the submission of application forms sent to it, and in the course of telephone solicitations.

How ASTA Uses Information It Collects

ASTA uses the information it collects about its members to enroll them, keep in contact with them and provide them with information, including the availability of goods, services and opportunities that are of interest to travel agents.  ASTA publishes information about its members to enable members of the purchasing public who are looking for an ASTA member travel agent to locate them.  ASTA also uses members’ information in connection with assuring that members are meeting their obligations under ASTA’s Code of Ethics and Bylaws.  ASTA uses business information it collects or obtains from industry and other sources to determine whether a business potentially qualifies for ASTA membership and to contact such businesses concerning their interest in joining ASTA.

Information collected by ASTA in response to surveys is used to develop statistically significant aggregate data that is analyzed and published to members and industry participants in the form of research reports that enable them to track industry developments and trends useful in enhancing the efficiencies of their businesses.

Information collected by ASTA is also used to fulfill requests that ASTA has received for memberships or other goods or services.

In addition, information collected by ASTA is made available to third parties, who do not necessarily subscribe to ASTA’s Privacy Policy, who have expressed a wish to contact travel-related entities to offer them goods or services that are deemed of interest.  This information may be made available directly from ASTA or through parties that broker such information.

ASTA uses non-personally identifiable information, such as the number of times various pages within its Web site are contacted, to improve its Web site and educational and informational offerings to members and the public.

ASTA does not otherwise release personally identifiable non-public information about members without their consent except as required by law or as is necessary to cooperate with recognized law enforcement authorities. 

ASTA considers participation by a non-member in an ASTA activity as authorization to release any personally identifiable non-public information, other than credit card and checking account numbers, submitted by the non-member in the course of participating.

ASTA Respects Privacy

ASTA has a long-standing commitment to privacy.  Its Code of Ethics requires that “ASTA members will treat every client transaction confidentially and not disclose any information without permission of the client, unless required by law.”
Submissions of personally identifiable information to ASTA are always voluntary. Only non-personally identifiable information may be collected directly by ASTA without an affirmative action on your part.

ASTA’s Commitment To Children's Privacy

Protecting the privacy of the very young is especially important.  For that reason, ASTA never collects or maintains information at our Web site from those we actually know are under 13, and no part of our Web site is structured to attract anyone under 13.

ASTA’s Commitment To Data Security

To prevent unauthorized access, maintain data accuracy, and ensure the correct use of information, we have put in place appropriate physical, electronic, and managerial procedures to safeguard and secure the information we collect online.

Personally identifiable non-public information collected by ASTA in connection with its survey activities is accessible only by ASTA’s professional staff, on a need to know basis, in conjunction with the preparation of statistical studies and reports.  After its use for this purpose, it is destroyed.

Access to personally identifiable non-public information concerning transactions between ASTA and its members, such as dues payment history, is limited to ASTA’s professional staff, on a need to know basis, as authorized by a grant of log-on authority, and is further password protected.  Such information is maintained only at ASTA’s headquarters on its limited access, physically secured servers and at physically secured back-up facilities or remote locations as approved by ASTA.

Application forms and other paper documents that contain personally identifiable non-public information are retained until destroyed.

How Members Can Access or Correct Their Information

Members always have the choice of directing that their information not be used to contact them by e-mail, phone or fax and specifying that it not be made available to third parties.  They may also correct factual errors in their personally identifiable information by requesting a change that credibly shows error.  ASTA promptly complies with all such requests.  A member may specify that his/her information not be used or correct it by calling the ASTA Member Care Department at 800-ASK-ASTA (800-275-2782), faxing us at 703.684.8319, emailing us at askasta@asta.org or writing to ASTA Member Care, 675 N. Washington Street, Suite 490, Alexandria, VA  22314.  Additionally, members may correct their information on ASTA.org after they log into the ASTA Main Member Page and click the link labeled “Edit Profile.” Members who have not directed that their information be withheld from third parties are deemed to have consented to the release of information for the purposes described above.

To protect your privacy and security, ASTA will also take reasonable steps to verify your identity before granting access or making corrections.

Changes to This Policy

This Policy is subject to change at any time without prior notice.  ASTA will communicate any such changes promptly by posting the revised Policy at this Web site.  Users are responsible for consulting this posting for any changes.  The Effective Date near the top of this document will indicate the last time modifications were made. 

Links to Other Sites

ASTA may, from time to time, provide links to other Web sites it deems of interest to our visitors. Such links are provided solely for convenience and do not represent any assurance that such sites have been reviewed by ASTA or that information contained there is accurate or correct.  The privacy policy and other terms and conditions of use of any linked site should be consulted to determine that site’s particular policies.

Content Disclaimer

The ASTA.org Web site contains information that is believed to be accurate and correct as of the date of its posting.  There can be no assurance that any specific content has been updated to reflect subsequent developments.  ASTA.org contains information and suggestions that are intended to be helpful to member, professional travel agents in the conduct of their businesses.  It is not, nor is it intended to be, a substitute for legal, accounting or other professional services that may be required with respect to specific circumstances.  If advice is needed with respect to specific circumstances, a qualified professional should be consulted. 

How You Can Contact Us

If you have any questions or concerns about these privacy policies, please call the ASTA Member Care Department at 800-ASK-ASTA (800-275-2782), fax to 703.684.8319 or send them an email at askasta@asta.org.

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ASTA - American Society of Travel Agents
675 N. Washington Street, Suite 490
Alexandria, VA 22314
U.S.A.  Map it