Travel Dynamo Mobile Privacy Policy

Travel Dynamo, Inc. (“Travel Dynamo,” “we,” “us” or “our”), 201 W 5th Street, 16th Floor, Austin, Texas 78701, USA, provides the Travel Dynamo app (the “app”). This policy covers the app, the services it connects to and our emails about your app account. Our Mobile Terms and Conditions govern your use of the app. Our Privacy Policy at traveldynamo.com/privacy covers our own web pages that open from the app, such as a form page that asks for a card.

This policy does not cover your agency’s own use of your information, which its privacy notice explains, or other companies’ websites and apps. If you pay your agency through a payment service, that service’s terms and privacy notice apply.

“Your agency” means the travel agency, travel advisor or other travel business that gave you access to the app, and the people who work for it.

Your agency’s information. Your agency controls your trips, bookings and client record, its forms and your answers, the files you add, your messages, and your choices and approvals (“agency information”). For this information, your agency is the “business” or “controller,” and we are its “service provider” or “processor.” We handle it for your agency, as our agreement with your agency allows. If your agency works under a host agency, the host agency may also control some of it.

Our information. We control your app account, security records, notification token, usage and crash data, the messages you send us, and the de-identified data we create (Section 7).

Your account. When your agency turns on your access, we create an account with the name and email address your agency gives us, and email you a username and a temporary password. No one at Travel Dynamo or your agency can see the password you choose. We keep records of sign-ins and recovery requests.

Your trips. The app shows the trips your agency publishes for you, such as itineraries, maps, bookings, contact details, options, prices and photos.

Choices, approvals and signatures. When you choose an option, approve a plan or sign a form by typing your name, we record for your agency your choice or the name you typed, the time, your IP address, your device and app details and your account. Other travelers on the trip may see an approval, with the name typed and the date.

Forms and uploads. Depending on what your agency asks, a form can include contact details, date of birth, passport details and a passport photo, preferences, dietary, health or mobility needs, and documents. The app saves your answers as you type, and people at your agency may see answers you have not yet sent.

Payment cards. If a form asks for a card, you enter it on a secure Travel Dynamo web page, not in the app. The card is stored encrypted for your agency, never with its security code, and deleted 60 days after it is added or at the end of its expiry month, whichever comes first. Travel Dynamo does not charge it.

Messages. You can message your advisor and receive messages, files and links. People at your agency who can open your conversation can read your messages and may see when you have read theirs, and your agency keeps them in its records. Messages are not for emergencies.

Notifications. When notifications are allowed on your phone, the app sends us a notification token, a code that lets us reach your phone through Apple or Google. You can turn notifications off at any time in your phone’s settings. A message notification shows who wrote, not the message itself.

Usage and crash data. The app tells us how it is used, such as the screens opened, features used, errors, times, the app version and basic device details. Usage data is linked to your account ID, but never includes your name, contact details, messages, form answers or passport details. We do not use your IP address to locate you. You can turn usage sharing off under Account in the app. We may also receive crash reports that Apple or Google share if you allowed this.

Security records. We keep records of the app’s requests to our servers, such as the time, your IP address, your device, and the action and information sent. We use them for security, fraud prevention and fixing problems.

Copies on your phone. The app saves your trips, messages and form drafts on your phone for offline use. Signing out or deleting your account removes them. If your access ends another way, such as your agency closing it, they stay until you sign in and out again or delete the app. They can be included in your phone’s backups, so keep your phone locked.

For your agency. We use agency information to provide the app to you and your agency, and to create de-identified data (Section 7). People at your agency may also use Travel Dynamo’s AI features, such as our assistant, Dyno, to work with your trip records, messages and form answers. These features send the information they need to third-party AI providers.

For our own purposes. We use our information to run your account and sign you in; send account emails and notifications; keep the app secure and prevent fraud and misuse; understand how the app is used and improve Travel Dynamo; answer your requests; comply with the law, enforce our terms and handle legal claims; and carry out a business transfer (Section 8).

We do not use your agency’s records about you to market to you, and we do not use automated processing to make decisions about you that have legal or similarly significant effects.

You can type your passport details yourself or let the app read a photo of the passport’s photo page. If you choose to scan:

• the photo goes to a third-party AI provider, such as Google, which reads the printed details and fills in the form;
• you check and correct the details before you send the form, because AI can make mistakes;
• the photo is saved with your agency’s form when you scan it, even if you do not send the form; and
• the provider may use the photo only to provide this feature to us, not to train its own models. It may keep it for a limited time to prevent abuse and meet legal duties.

We do not use passport photos to recognize faces or create biometric identifiers.

We may create de-identified and aggregated data from information in Travel Dynamo and the app. We use it to operate, improve and develop Travel Dynamo, including to improve and train Travel Dynamo’s own AI features. First we remove names, contact details and anything else that identifies a person or a business. We use general information, such as travel preferences, trip details (destinations, dates, trip lengths, and types of stays and activities) and how features are used.

We never include:

• passport, ID or document images or numbers, or uploaded files;
• card or bank details;
• health or medical information, including dietary or accessibility needs tied to health;
• precise location;
• information about children under 13;
• the text of messages and chats;
• meeting recordings and notes; or
• the content of emails and calendars received through Google or Microsoft integrations.

We keep and use this data only in de-identified form, do not try to re-identify it, require anyone we share it with to commit to the same in writing, and do not sell it. Third-party AI providers we use may not train their own models on your data.

• Your agency receives the agency information described in Section 3. If your agency works under a host agency, or with another travel business on your trip, those businesses may see limited parts of your trip and client record.
• Other travelers on your trip see the published trip and its approvals.
• Service providers help us run the app: cloud hosting and storage, such as Amazon Web Services; email delivery; notification delivery, including by Apple and Google; analytics; maps; error monitoring; and third-party AI providers, such as Google. They may use information only to provide their services to us and must protect it as this policy describes.
• Map and photo providers receive your IP address and the map areas shown, which can reveal the places in your trip.
• Travel Dynamo affiliates that help us provide the app must protect information as this policy describes.
• For legal and safety reasons, when the law requires it, or when we reasonably believe it is needed to protect anyone’s rights, property or safety, or to prevent fraud or security problems.
• In a business transfer, such as a merger, financing, acquisition or sale of assets, to a buyer or successor that keeps protecting the information as this policy describes.
• With your consent or at your direction.

We do not sell personal information collected through the app or share it for cross-context behavioral advertising. We do not let advertising companies collect information through the app, and we do not track you across other companies’ apps or websites, so “Do Not Track” signals do not apply.

We keep information while we need it for the purposes in this policy and for legal, security, fraud-prevention and dispute needs, then delete or de-identify it. Usage data is kept for up to 24 months. Agency information is kept as long as your agency keeps it in Travel Dynamo. Cards added through forms are deleted as Section 3 describes.

In the app. Go to Account and tap Delete my account. Your app account is deleted right away, you are signed out on every phone, the copies on that phone are removed, and your agency is told. Other information we control about you, such as usage data, is deleted within 30 days.

Without the app. Email data@traveldynamo.com from the address on your account, with your username and your agency’s name, or follow the steps at traveldynamo.com/support. We may contact you to confirm the request. Never send us your password.

Within 30 days. If you ask us to delete your data, we delete it within 30 days. We may keep what we must keep for legal, security or fraud-prevention reasons, such as a record that we deleted your account. Backup copies are deleted as the backups expire on their own schedule.

Your agency’s records. Your trips, forms, messages and approvals are also your agency’s records. Deleting your app account does not delete them from your agency’s files or cancel any booking. To have them changed or deleted, contact your agency first, then data@traveldynamo.com if that does not resolve it.

We use safeguards suited to the information we handle, such as encryption, protected passwords and access limited by role. No system is completely secure, and we cannot guarantee security. If a security incident affects your information, we will notify you, your agency or the authorities as the law requires.

The app is not directed to children. Only travelers who are 18 or older may have an app account, and if we learn that someone under 18 has one, we may close it.

A parent may fill in and sign a child’s form from the parent’s own account, and a child’s name may appear on bookings. We handle children’s information for your agency and never use it for advertising. We do not knowingly collect personal information directly from children under 13, and we will delete any app account that a child under 13 has.

Subject to the limits the law allows, you may ask us to tell you what personal information we hold about you and how we use and share it, to give you a copy, to correct or delete it, and to list the third parties we have disclosed it to. You may withdraw consent you have given. You may opt out of sales, targeted advertising and profiling, though we do none of these with information from the app. We offer these rights to all US residents and to anyone else whose local law gives them, and we will not discriminate against you for using them.

How to make a request. If you are a client of a travel agency that uses Travel Dynamo, contact your agency first about your trip and your information. You can also send a privacy request to us directly: email data@traveldynamo.com with your username or account email, your agency’s name and your request. We will verify that it comes from you, for example by emailing the address on your account, and answer within 45 days unless the law allows more time. We pass requests about agency information to your agency and help it respond. Someone else may make a request for you with your signed permission, and we may ask you to confirm your identity directly.

Appeals. If we decline your request, reply to our answer or email data@traveldynamo.com with the subject “Privacy appeal.” We will answer in writing within 45 days. If we deny your appeal, we will tell you how to contact your state Attorney General.

California. This policy is our notice at collection for our information. In the last 12 months, we collected through the app: identifiers, such as your name, email address, username, account ID, notification token and IP address; internet or other electronic network activity, such as usage, crash and security data; and sensitive personal information, namely your account login. We collect them from you, your phone and your agency for the purposes in Section 5, disclose them for business purposes to your agency and the service providers in Section 8, and keep them as Section 9 describes. We do not sell or share personal information collected through the app, including that of anyone under 16. We use sensitive personal information only to sign you in and keep the app secure.

Health information. When your agency’s forms ask about health-related needs, we process your answers only for your agency and never use them for analytics, advertising or de-identified data.

Texas, Connecticut and other states. We do not sell personal data collected through the app, including sensitive personal data. We do not sell personal information to train large language models, but we may use it to create de-identified data that we use to improve and train our own AI features, which may include large language models (Section 7). Nevada residents may send a request not to sell to data@traveldynamo.com.

If the GDPR, the UK GDPR or Swiss data protection law applies, Travel Dynamo, Inc. is the controller of our information. Your agency is the controller of agency information, and we are its processor.

To have an app account, we need your name and email address, which your agency gives us. We process information in the United States and other countries where our service providers operate. Where the law requires, we protect transfers with safeguards such as the European Commission’s Standard Contractual Clauses, and you can ask us for a copy at data@traveldynamo.com. Besides the rights in Section 13, you may ask us to restrict processing and object to processing based on our legitimate interests. We answer within one month, which we may extend by up to two months where the law allows. You may also complain to your local data protection authority, though we ask that you contact us first.

We may update this policy and will post each new version here with a new “Last updated” date. If a change is material, we will notify you by reasonable means, such as by email, before it takes effect.

Travel Dynamo, Inc., 201 W 5th Street, 16th Floor, Austin, Texas 78701, USA

• Privacy requests: data@traveldynamo.com
• Help with the app: support@traveldynamo.com
• Questions about your trip: please contact your travel agency first.

If you need this policy in another format, contact us.