Privacy Policy
Last Updated: March 12, 2026
1. Introduction
This Privacy Policy explains how Travel Billy ("we," "us," or "the App") collects, uses, stores, and protects your personal information. By using Travel Billy, you consent to the practices described in this Privacy Policy.
2. Information We Collect
2.1 Information Provided by Your Travel Agent
- Client Reference number
- Full name
- Travel itineraries and bookings
- Flight information
- Hotel reservations
- Tour and activity bookings
- Vouchers and confirmation documents
- Travel dates and destinations
2.2 Information You Provide
- Login credentials (Client Reference and Name)
- Any feedback or support inquiries you submit
2.3 Push Notification Data
- Device push notification tokens (used to deliver notifications about messages, updates, and safety alerts)
- Notification preferences and settings
- Push tokens are stored securely and used solely for delivering app notifications
- You can disable push notifications at any time through your device settings
2.4 Automatically Collected Information
- Device information (device type, operating system version)
- App usage data (pages viewed, features accessed)
- Technical logs for troubleshooting
- Crash reports and error logs
2.5 Camera & Photo Access
- Travel Billy may request access to your device camera or photo library to allow you to upload receipts, travel documents, or other files
- Photos and documents are uploaded to our secure servers for storage and display within your itinerary
- We do not access your camera or photo library for any other purpose
- Camera and photo library permissions can be revoked at any time through your device settings
2.6 Information We DO NOT Collect
- We do not collect payment information (handled by your travel agent)
- We do not track your location in real-time
- We do not access your contacts or other device data beyond what is described above
- We do not collect social media information
3. How We Use Your Information
We use your information to:
- Display your travel itinerary and bookings
- Provide access to your travel documents and vouchers
- Authenticate your identity when you log in
- Send important notifications about your trip (if enabled), including safety alerts
- Deliver push notifications for new messages, company updates, and safety communications
- Improve the App's functionality and user experience
- Troubleshoot technical issues
- Comply with legal obligations
4. AI Processing Disclaimer
Important Notice About AI:
Travel Billy may use artificial intelligence and automated systems to:
- Process and organize travel information
- Extract data from booking confirmations
- Format itinerary displays
- Improve app functionality
AI Limitations:
- AI systems can make errors or misinterpret information
- Always verify critical travel details independently
- Never rely solely on AI-processed information for important decisions
- Report any discrepancies to your travel agent immediately
5. Data Storage and Security
5.1 Where Your Data is Stored
- Travel information is stored locally on your device
- Some data may be cached on secure servers for synchronization
- Your travel agent maintains the original copy of your itinerary
5.2 Security Measures
- Industry-standard encryption for data transmission (HTTPS/TLS)
- Secure authentication required to access your itinerary
- Regular security audits and updates
- Access controls to prevent unauthorized access
5.3 Data Retention
- Data remains on your device until you delete the App
- You can request deletion of server-stored data at any time
- We retain minimal data necessary for legal compliance
6. Third-Party Data Services
Travel Billy uses the following third-party services to provide app features. These services may receive limited data (such as your location coordinates or flight numbers) in order to return results:
6.1 Concierge
- OpenStreetMap / Overpass API / Nominatim — Receives your location coordinates to find nearby places. OpenStreetMap data is community-maintained and licensed under ODbL.
- Claude AI (Anthropic) — Receives your query text and location to generate personalised recommendations. Queries are not stored or used for training.
6.2 Flight Alerts
- AviationStack — Receives flight numbers from your itinerary to retrieve real-time flight status. No personal information is shared.
6.3 Exchange Rates
- Reserve Bank of Australia (RBA) — Public exchange rate data. No personal information is sent.
Important: These third-party services operate independently. Travel Billy does not control, verify, or guarantee the accuracy of data returned by these services. Information such as flight status, location recommendations, and exchange rates may contain errors, be delayed, or be incomplete. Always verify critical information independently. Travel Billy accepts no responsibility for any loss or inconvenience arising from inaccuracies in third-party data.
6A. Company Newsfeed
Important Notice About Newsfeed Content:
- What it is: Your company or organisation may publish text posts, documents, and files to a newsfeed within the app
- What data is involved: Published content (text, files, images) is stored on our servers and delivered to all registered travellers of that company or organisation
- Who can see it: Newsfeed posts are visible to all travellers registered under the publishing company or organisation
- File storage: Uploaded files and documents are stored securely on our servers for the duration of their publication
- Content responsibility: All newsfeed content is created by the company or organisation. Travel Billy does not review, verify, or moderate published content
6B. Safety Messaging & Location Reporting
Important Notice About Safety Features:
Travel Billy's safety messaging feature uses itinerary-derived location data to enable companies to communicate with travellers during emergencies or safety events:
- Location data used: Destination information extracted from your uploaded itinerary (not real-time GPS tracking). This data indicates where you are scheduled to be based on your travel bookings
- How it is used: Your company or organisation may use this data to identify travellers in affected regions and send safety communications
- Who can access it: Only the company or organisation managing your itinerary can view location reports and send safety messages to you
- Message content: Safety messages are composed by your company or organisation, not by Travel Billy. Message content is the sole responsibility of the sender
- Data accuracy: Location data is based on itinerary records and may not reflect your actual location if plans have changed. Always refer to local authorities, emergency services, your nearest embassy or consulate, and official government travel advisories for verified safety information
- Push notifications: Safety messages may be delivered via push notification. You can manage notification permissions in your device settings
7. Information Sharing
7.1 We DO NOT:
- Sell your personal information to third parties
- Share your travel data for marketing purposes
- Provide your information to advertisers
- Use your data for purposes unrelated to travel services
7.2 We MAY Share Information With:
Your Company or Organisation: Your company or organisation has access to the itinerary they upload for you. They may update or modify your travel information. In the context of duty of care and safety events, your company or organisation may view itinerary-derived location data and send safety communications to you.
Push Notification Services: Apple Push Notification Service (APNs) and/or Google Firebase Cloud Messaging (FCM) to deliver notifications to your device. Only the notification content and your device token are shared with these services.
Service Providers: Cloud hosting providers, analytics services, and technical support providers. All third parties are bound by confidentiality agreements.
Legal Requirements: We may disclose information if required by law, to comply with legal processes, or to protect rights, property, or safety.
8. Your Rights and Choices
You have the right to:
- Access the personal information we hold about you
- Request correction of inaccurate information
- Request deletion of your data (subject to legal requirements)
- Withdraw consent for data processing
- Export your travel data
- Opt-out of non-essential communications
To exercise these rights, contact your travel agent or email us at support@travelbilly.com
9. Children's Privacy
Travel Billy is not intended for children under 13. We do not knowingly collect personal information from children. If we become aware that a child under 13 has provided us with personal information, we will delete it promptly.
10. Contact Information
For privacy-related questions, concerns, or requests:
- Email: privacy@travelbilly.com
- Support: support@travelbilly.com
For general travel inquiries, please contact your travel agent directly.