Privacy Policy

Effective date: August 6, 2026. Last updated: August 6, 2026.

This Privacy Policy explains how Reservation Executive collects, uses, shares and protects information submitted through travel quotation, booking support and customer-service channels.

1. Data controller and business identity

Legal business name: RESERVATION EXECUTIVE

Operating countries: Philippines and India.

Business address:
Floor No.: 3rd FLOOR
Building No./Flat No.: 60/44
JC Chambers, Panampilly Nagar
Kochi, Ernakulam 682036
Kerala, India

GSTIN: 32AYGPM6917Q1ZU

Privacy enquiries: nobelmaxwell@reservationexecutive.com.

2. Information we collect

Reservation Executive may collect name, email, phone or WhatsApp number, country, company name, role, destination, origin, route, dates, service required, trip type, traveller count, flight preferences, hotel requirements, bus requirements, package preferences, budget, quotation deadline, special requests, booking references, support messages and communication history.

3. Booking and payment information

Reservation Executive does not collect or store full payment-card details through its ordinary website forms. Where electronic payment facilities are used, payment information is processed through the applicable payment provider. We may retain limited transaction information such as payment status, transaction reference, billing name and booking-related payment information for reservation, customer-service, accounting and legal purposes.

4. Forms and CRM processing

Information submitted through our travel quotation, contact and support forms may be stored in HubSpot CRM and used to manage enquiries, quotations, travel arrangements, communications and customer-support requests. HubSpot and other technology service providers may process personal information on our behalf in connection with these services.

5. How information is used

Information may be used to respond to requests, research travel options, prepare quotations, revalidate fares and availability, coordinate supplier booking, issue documents, provide support, maintain records, send acknowledgements, prevent fraud or spam, comply with legal obligations and improve services.

6. Information provided on behalf of travellers

We may receive personal information about a traveller from an employer, HR representative, executive assistant, group organiser, travel professional, family member or another person arranging travel on the traveller’s behalf. The person providing the information should be authorised to provide it where required by applicable law.

Where necessary for a requested travel arrangement, a customer may provide accessibility, health, dietary, identity-document or other sensitive travel information. We process and share such information only to the extent necessary for the requested service and where an appropriate legal basis, authorisation or consent applies.

7. Sharing information internationally

Travel arrangements may require sharing information with airlines, hotels, bus operators, destination suppliers, booking platforms, payment processors, technology providers, CRM systems, email providers and support vendors located in different countries.

8. Lawful bases for processing

Where required by applicable law, we process personal information because it is necessary to take steps at your request or perform a travel-service contract; because you have provided consent where consent is required; to comply with legal obligations; or for legitimate interests such as administering enquiries and reservations, preventing fraud, maintaining security and providing customer support where permitted by law.

9. Cookies, analytics and website data

The website may use cookies, analytics tools, security tools, form plugins, spam protection, hosting logs or similar technologies to operate the site, protect against abuse and understand usage.

10. Data retention

Reservation Executive retains personal information only for as long as reasonably necessary for the purpose for which it was collected and to meet applicable legal, accounting, tax, fraud-prevention and dispute-resolution requirements.

Our general retention periods are:

Travel quotation enquiries that do not result in a booking: normally retained for up to 12 months after the last meaningful communication, unless a longer period is required for an ongoing enquiry, complaint or legal obligation.

Confirmed booking and travel records: normally retained for up to 3 years after completion of the journey for customer service, booking-history, amendment, refund, complaint and dispute-resolution purposes.

Customer-support and complaint records: normally retained for up to 3 years after the matter is closed, or longer where a dispute, chargeback, legal claim or regulatory matter remains unresolved.

Invoices, transaction records and accounting or tax records: retained for the period required by applicable accounting and tax laws. Where Indian GST record-retention requirements apply, relevant records may be retained for at least 72 months from the due date of the applicable annual return, and longer where required for proceedings or investigations.

Identity documents and sensitive travel information: where such information is required for a particular booking, it will be retained only for as long as reasonably necessary to complete the travel arrangement and any immediately related support, unless a longer period is required by law or an unresolved matter.

Privacy requests, consent records and records needed to demonstrate compliance: retained for as long as reasonably necessary to demonstrate compliance with applicable privacy and legal obligations.

Information held in HubSpot CRM, email systems, website forms and other operational systems will be reviewed in accordance with these retention periods. When personal information is no longer required, Reservation Executive will take reasonable steps to delete or anonymise it, unless continued retention is required or permitted by applicable law.

Specific information may be retained for longer where necessary for an active booking, unresolved refund, complaint, fraud investigation, chargeback, legal claim, regulatory requirement or other legitimate legal purpose.

11. Customer rights

Depending on applicable law, customers may have rights to access, correct, delete, restrict, object to or request a copy of their personal information. Customers may contact services@reservationexecutive.com to make a privacy request.

We respect your control over your personal data and are committed to honoring your statutory rights. Depending on your jurisdiction, you have the following rights regarding your personal information:

Right to Access and Review: You can request a summary of the personal data we collect and process about you, along with information on how it is being used.

Right to Correction and Erasure: You may request that we update, correct, or complete any inaccurate or misleading data, or erase data that is no longer necessary for the purposes it was collected.

Right to Withdrawal of Consent: Where our processing is based on your consent, you have the right to withdraw that consent at any time. Withdrawing consent will not affect the lawfulness of any processing conducted prior to your withdrawal.

Right to Redress and Complaint: If you have concerns about our data practices, you have the right to contact our grievance mechanism. You also have the explicit right to lodge a complaint with the appropriate privacy regulator or supervisory authority in your jurisdiction.

International Compliance:

Philippines
Pursuant to the Data Privacy Act of 2012 (Republic Act No. 10173) and the regulatory frameworks established by the National Privacy Commission (NPC), we recognize and protect your statutory data-subject rights, including your right to object to processing, access your data, rectify inaccuracies, and file complaints for violations.

India
In accordance with the Digital Personal Data Protection Act, 2023 (DPDP Act) overseen by the Ministry of Electronics and Information Technology (MeitY), this privacy notice explicitly outlines the specific personal data collected, the specified purposes for its processing, and the clear channels through which you may exercise your statutory rights or submit a complaint.

12. Security practices

Reservation Executive should use reasonable administrative, technical and organizational safeguards such as HTTPS, limited access, spam protection, strong passwords, reliable backups and secure form handling. No online system can be guaranteed completely secure.

13. Children’s information

Our services are intended to be requested by adults. Where a parent, guardian or other responsible adult includes a child in a travel request, Reservation Executive may process limited information about the child that is reasonably necessary to arrange the requested travel services. The responsible adult should provide any consent or authorisation required by applicable law.

14. Policy changes

This policy may be updated as the business, website, form systems, analytics tools, suppliers or legal requirements change.