Privacy Notice
Last updated: 17 September 2026
1. Who we are
Biz Travel Assistant (“BTA”) is a trading name of:
TRAVEL ASSISTANCE LTD
Company number: 17438658
Registered office:
207 Regent Street
London
W1B 3HH
United Kingdom
Email: travel [at] biztravelassistant.com
TRAVEL ASSISTANCE LTD is the controller of personal information described in this Privacy Notice where it determines why and how that information is used.
This notice explains how we use personal information relating to website visitors, prospective members, Members, Travellers, Authorised Contacts and other people whose information is provided to us in connection with travel coordination.
2. Information we collect
Depending on how you use BTA, we may process:
Identity and contact information
Including:
- name;
- business or organisation;
- job title or role;
- email address;
- telephone or messaging contact details;
- billing address; and
- other contact information.
Membership and enquiry information
Including:
- membership type;
- membership status;
- business-travel frequency;
- travel-management preferences;
- responses supplied through membership or consultation forms; and
- records of enquiries and consultations.
Traveller and booking information
Including:
- itinerary and destination information;
- dates and travel times;
- airline, rail and accommodation preferences;
- fare class and room preferences;
- seating and baggage preferences;
- loyalty-programme information;
- booking references;
- transfer or driver requirements; and
- booking, amendment, cancellation and refund information.
Identity and travel-document information
Where necessary for a Travel Booking, this may include:
- date of birth;
- nationality;
- passport or other identity-document information; and
- visa or entry information.
We ask you to provide this information only when it is required for the relevant travel arrangement.
Special-category information
A Traveller may choose to provide information concerning matters such as:
- health;
- disability or accessibility needs;
- dietary requirements that reveal health or religious information; or
- other sensitive requirements relevant to travel.
We only use this information where necessary for the requested travel assistance and where an appropriate legal condition applies. Where required, we will seek explicit consent before using or sharing it.
Please do not provide sensitive information unless it is relevant to the assistance you are requesting.
Payment and transaction information
This may include:
- amount and currency;
- payment status;
- transaction reference;
- billing information;
- payment method;
- refunds;
- disputes and chargebacks; and
- fraud or authentication information.
Payment-card or bank details may be collected directly by Airwallex or another payment provider rather than by BTA, depending on the payment method used.
Communications
We may retain communications with you through:
- email;
- telephone;
- WhatsApp;
- Telegram;
- Signal; and
- other approved communication channels.
This can include travel requests, approvals, changes and service correspondence.
Website and technical information
This may include:
- IP address;
- browser and device information;
- security logs;
- website interactions;
- consent choices; and
- information collected through cookies or similar technologies.
Our Cookie Notice provides further information.
3. Where information comes from
We may obtain personal information:
- directly from you;
- from an Authorised Contact;
- from your employer or organisation;
- from another Traveller;
- from a Booking Partner;
- from a Travel Provider;
- from Airwallex or another payment provider;
- from a scheduling service such as Calendly;
- through approved messaging services; or
- from systems involved in providing your requested travel.
If someone provides us with information about another Traveller, they should ensure that they are authorised to do so.
4. How we use information and our legal bases
Membership enquiries and onboarding
We use enquiry, contact and qualification information to:
- respond to membership requests;
- arrange consultations;
- assess the requested service;
- communicate about membership; and
- establish a membership relationship.
Our legal bases are taking steps at your request before entering into a contract and our legitimate interests in responding to and administering genuine business enquiries.
Providing Membership Services
We use Member, Traveller and travel information to:
- understand requirements;
- research and coordinate travel options;
- maintain agreed preferences;
- obtain booking proposals;
- communicate approvals;
- coordinate Travel Bookings;
- maintain itineraries;
- coordinate changes and disruption support; and
- provide associated Member support.
Where the Member is an individual contracting with BTA, processing may be necessary to perform our contract.
Where we process information about another Traveller, employee, principal or representative who is not personally party to our contract, we generally rely on our legitimate interests and those of the Member in arranging and administering the requested travel.
Booking Partners and Travel Providers
We may disclose relevant information to Booking Partners and Travel Providers so that they can:
- quote;
- reserve;
- book;
- ticket;
- provide accommodation or transport;
- process changes;
- support the Traveller;
- provide statutory travel documentation; or
- administer refunds.
Booking Partners and Travel Providers may process information under their own legal obligations and privacy notices.
Payments and Airwallex
We use payment and transaction information to:
- request and receive payment;
- reconcile transactions;
- pay or settle with Booking Partners;
- process refunds;
- prevent fraud;
- authenticate transactions;
- investigate disputes and chargebacks;
- maintain financial records; and
- comply with legal and regulatory obligations.
BTA uses Airwallex for payment services.
When you use an Airwallex-enabled payment service, Airwallex and its banking, card-network and payment partners may process personal and payment information for payment execution, authentication, fraud prevention, dispute management and regulatory compliance.
Airwallex may process certain information under its own legal obligations and privacy terms. Its applicable privacy information should be made available through the payment experience.
Our legal bases include performance of our contract, legitimate interests in operating secure payment processes, and compliance with legal obligations.
Messaging services
Where you communicate with BTA using services such as WhatsApp, Telegram or Signal, the relevant messaging provider also processes information associated with your use of its service under its own terms and privacy notice.
Information available to those providers may include account identifiers, communication metadata and, depending on the relevant service and configuration, other information involved in delivering the communication.
You can use another BTA-approved channel if you do not wish to communicate through a particular messaging provider.
Calendly and scheduling
If you arrange a consultation using Calendly, Calendly may process scheduling and technical information required to provide the scheduling service.
Scheduling a consultation does not by itself subscribe you to BTA marketing.
Legal, security and fraud purposes
We may use information where reasonably necessary to:
- protect BTA, Members or Travellers;
- investigate suspected fraud or misuse;
- protect accounts and communications;
- establish, exercise or defend legal rights;
- comply with court orders or lawful regulatory requests; or
- comply with legal, accounting, tax and regulatory obligations.
The applicable bases are legitimate interests and legal obligation.
Marketing
Where permitted, we may use contact information to send information about BTA.
Where consent is required, marketing will be sent only after the relevant opt-in.
You can unsubscribe from marketing at any time.
We do not treat a membership enquiry or consultation booking as blanket consent to unrelated marketing.
Website measurement
We may use approved website-measurement technologies to understand how the website is used and improve it.
The applicable cookie or storage rules are explained in our Cookie Notice and Cookie Settings.
5. Special-category information
Where a Traveller asks us to communicate health, disability, accessibility, religious dietary or other special-category information to a Booking Partner or Travel Provider, we will use only the information reasonably required for that request.
Where explicit consent is our applicable condition for processing, you may withdraw that consent.
Withdrawal does not affect processing that was lawful before withdrawal and may mean that we cannot continue to coordinate the relevant special requirement.
6. Who we share information with
Depending on the service, recipients may include:
- Booking Partners and travel management companies;
- airlines;
- hotels and accommodation providers;
- rail operators;
- ground-transport and transfer providers;
- vehicle-hire businesses;
- other Travel Providers;
- Airwallex and other payment-service providers;
- card networks and financial institutions;
- WhatsApp/Meta, Telegram, Signal or other communications providers where you choose those channels;
- Calendly where you use its scheduling service;
- website hosting, email, security and technology providers;
- professional advisers;
- insurers;
- auditors and accountants;
- public authorities, regulators, courts or law-enforcement bodies where required; and
- a purchaser or successor if BTA undergoes a genuine business sale, restructuring or transfer.
We do not sell personal information to advertisers.
7. International transfers
Business travel is inherently international.
To arrange travel, personal information may need to be sent to or accessed by Booking Partners and Travel Providers in the country of departure, destination or transit.
Our technology, communications and payment providers may also process information in multiple countries.
Where UK data-protection rules restrict an international transfer, we use an applicable lawful transfer mechanism, which may include:
- UK adequacy regulations;
- an approved contractual safeguard; or
- another lawful transfer mechanism available under UK data-protection law.
Where a transfer is necessary to perform a contract requested by an individual Traveller, a statutory transfer exception may also apply in appropriate circumstances.
You may contact us for further information about safeguards applying to a particular transfer.
8. How long we keep information
We apply different retention periods according to the purpose and legal requirements.
As our standard policy:
Membership enquiries that do not become memberships
Normally retained for up to 12 months after the last substantive contact, unless there is a reason to keep them longer or you have separately subscribed to marketing.
Membership and service records
Normally retained for the duration of the membership and for up to six years afterwards where required or reasonably necessary for contractual, accounting, tax, dispute or legal-record purposes.
Travel Booking and transaction records
Normally retained for up to six years after the relevant transaction or accounting period where required for accounting, tax, contractual or legal purposes.
Payment information
Transaction records are retained in accordance with applicable financial, accounting and payment-provider requirements.
BTA does not intentionally retain full card-security data where it is processed directly by the payment provider.
Travel preferences
Retained while useful for an active membership and reviewed when the membership ends.
Special-category information
Retained only for as long as reasonably necessary for the relevant travel requirement or where a longer period is required for a documented legal reason.
Marketing information
Retained until you unsubscribe or we otherwise stop the marketing activity. We may retain a minimal suppression record so that we can respect an opt-out.
Cookie and consent records
Retained according to the periods stated in our Cookie Notice and consent-management configuration.
We may retain information for longer where necessary because of an active dispute, legal claim, investigation or legal obligation.
9. Security
We use organisational and technical measures designed to protect personal information against unauthorised access, loss, alteration or disclosure.
No method of electronic communication or storage can be guaranteed to be completely secure.
Please use only BTA-approved channels when sending passport, payment or other sensitive information.
10. Your rights
Depending on the circumstances, UK data-protection law may give you rights to:
- request access to your personal information;
- ask us to correct inaccurate information;
- ask us to erase information;
- restrict certain processing;
- object to processing based on legitimate interests;
- receive certain information in a portable format;
- withdraw consent where processing is based on consent; and
- complain to the Information Commissioner's Office.
These rights are not absolute and may depend on the circumstances and legal basis.
To exercise a right, email:
travel [at] biztravelassistant.com
We may need to verify your identity before responding.
Right to object
You have the right to object to processing based on legitimate interests in certain circumstances. You also have an absolute right to object to the use of your personal information for direct marketing.
11. Automated decisions
BTA does not currently make decisions about individuals based solely on automated processing that produce legal or similarly significant effects.
We may use automated rules to help route or prioritise enquiries, detect fraud or support administration, but material service decisions remain subject to appropriate human involvement.
12. Children
BTA's membership service is not directed at children.
A Member may provide information about a child where legitimately required for an authorised family or personal Travel Booking that BTA has agreed to coordinate.
The adult providing that information must have authority to do so.
13. Cookies
Our use of cookies, local storage, scripts and similar technologies is explained in our Cookie Notice.
You can change applicable choices using Cookie settings on the website.
14. Complaints
If you have a concern about our handling of personal information, please contact:
travel [at] biztravelassistant.com
You also have the right to complain to the UK Information Commissioner's Office.
15. Changes to this notice
We may update this Privacy Notice where our services, providers, legal obligations or data practices change.
The current version will be published on the website with its revision date.
16. Contact
TRAVEL ASSISTANCE LTD
trading as Biz Travel Assistant
207 Regent Street
London
W1B 3HH
United Kingdom
Company number: 17438658