Introduction
Approver Travel respects your privacy and is committed to protecting the personal information entrusted to us by our clients, travellers, suppliers and website visitors.
As a corporate travel management company, we understand the responsibility that comes with managing traveller information. This Privacy Policy explains how we collect, use, store, share and protect personal information when providing our travel management services and operating our website.
Approver Travel is committed to processing personal information responsibly, transparently and securely. We comply with the requirements of the Protection of Personal Information Act, 2013 (POPIA) and, where applicable, the General Data Protection Regulation (GDPR), together with other relevant privacy and data protection laws.
By using our website or services, you agree to the terms of this Privacy Policy.
Information We Collect
In order to provide travel management services, we may collect and process information including:
Personal Information
- Full name
- Date of birth
- Nationality
- Contact information
- Business contact details
Travel Information
- Flight itineraries
- Accommodation bookings
- Ground transportation arrangements
- Frequent flyer information
- Loyalty programme details
- Travel preferences
Travel Documentation
- Passport information
- Visa information
- Travel document details
Corporate Information
- Employer details
- Department information
- Cost centres
- Travel approver information
Billing Information
- Billing details
- Payment information
- Invoicing information
Website Information
- IP address
- Browser information
- Website usage information
- Cookies and analytics data
Sensitive Travel Information
Certain travel arrangements may require the collection and processing of additional information to support travel planning and traveller wellbeing.
Depending on the nature of the trip, this may include:
- Passport information
- Visa information
- Nationality
- Emergency contact information
- Accessibility requirements
- Dietary requirements
- Travel-related preferences
This information is collected only where necessary to deliver travel-related services or support traveller safety and wellbeing.
Traveller Profiles
One of the ways we improve service delivery is through the management of secure traveller profiles.
Traveller profiles may include:
- Airline preferences
- Seating preferences
- Accommodation preferences
- Loyalty programme memberships
- Frequent traveller information
- Passport and visa details
- Traveller-specific requirements
Maintaining accurate traveller profiles enables faster turnaround times, greater booking accuracy and a more personalised traveller experience.
Access to traveller information is restricted to authorised personnel and trusted service providers involved in delivering travel services.
How We Use Information
We use personal information to:
- Arrange and manage travel bookings
- Provide travel management services
- Deliver traveller support and duty of care services
- Assist with visas and travel documentation
- Communicate itinerary updates and travel changes
- Produce travel reporting and analytics
- Manage billing and invoicing
- Improve our services
- Meet legal and regulatory obligations
- Respond to website enquiries
We only process personal information where there is a legitimate business purpose, contractual requirement, legal obligation, traveller safety requirement or other lawful basis for doing so.
Corporate Traveller Information
In many cases, Approver Travel receives traveller information from our corporate clients rather than directly from individual travellers.
Where personal information is provided by an employer, travel coordinator or authorised representative, that information is processed solely for the purpose of delivering travel management services and related traveller support.
Duty of Care & Traveller Safety
Traveller safety forms an important part of our corporate travel management services.
Approver Travel may use traveller information to support:
- Traveller visibility
- Travel risk management
- Emergency communications
- Crisis response support
- Traveller wellbeing initiatives
- Duty of Care obligations
This information helps us support travellers before, during and after travel, particularly in situations involving travel disruptions, security incidents, medical emergencies or rapidly changing travel conditions.
Sharing Information
To deliver travel-related services, Approver Travel may share personal information with trusted third-party service providers, including:
- Airlines
- Hotels
- Ground transportation providers
- Executive chauffeur providers
- Car hire companies
- Visa service providers
- Global Distribution Systems (GDS) such as Amadeus
- Travel technology providers
- Reporting and analytics platforms
- Payment service providers
- International SOS and approved travel assistance partners
Information is shared only to the extent necessary to fulfil travel bookings, provide traveller support or meet legal and operational requirements.
Approver Travel does not sell personal information to third parties.
International Transfers of Information
As part of providing international travel services, personal information may be transferred across borders and processed in countries outside South Africa.
This may occur when arranging flights, accommodation, visas, transportation or traveller support services in other jurisdictions.
Approver Travel takes reasonable steps to ensure that personal information remains appropriately protected during such transfers.
Data Security
Approver Travel takes reasonable technical and organisational measures to protect personal information from unauthorised access, misuse, disclosure, alteration or loss.
We utilise trusted travel systems, controlled access processes and reputable technology providers to help safeguard traveller and client information.
While we implement appropriate security measures, no electronic storage or transmission method can be guaranteed to be completely secure.
Data Retention
Personal information is retained only for as long as reasonably necessary to:
- Deliver travel services
- Support traveller profiles
- Meet contractual obligations
- Comply with legal and regulatory requirements
- Maintain business records
- Resolve disputes
Information that is no longer required will be securely deleted or anonymised where appropriate.
Data Breach Management
In the unlikely event of a personal information breach, Approver Travel will take reasonable steps to investigate, contain and address the incident.
Where required by applicable legislation, affected parties and relevant regulatory authorities will be notified in accordance with legal requirements.
Marketing Communications
From time to time, Approver Travel may send communications relating to our services, travel insights, industry updates or company news.
Recipients may unsubscribe from marketing communications at any time by following the unsubscribe instructions contained within the communication or by contacting us directly.
We do not sell personal information to third parties for marketing purposes.
Third-Party Websites
Our website may contain links to third-party websites for informational purposes.
Approver Travel is not responsible for the privacy practices, content or security of external websites. Users are encouraged to review the privacy policies of any third-party websites they visit.
Your Rights
Subject to applicable legislation, individuals may have the right to:
- Access personal information held about them
- Request correction of inaccurate information
- Request deletion of personal information where appropriate
- Object to certain processing activities
- Withdraw consent where consent has been provided
- Request restrictions on processing
- Lodge a complaint with the Information Regulator or another relevant supervisory authority
Requests relating to personal information may be submitted using the contact details provided below.
Changes to This Privacy Policy
Approver Travel may update this Privacy Policy from time to time to reflect changes in legislation, business practices or service offerings.
The most current version will always be available on our website.
Contact Us
If you have any questions regarding this Privacy Policy or how personal information is handled, please contact:
Approver Travel
Email: bookings@approvertravel.com
Website: www.approvertravel.com
Last Updated: June 2026