1. Scope and Our Role

This Policy applies to personal information processed by GMS in connection with its website, business operations, client programs and professional relationships. Depending on the activity, GMS may act as a data controller/business determining why and how personal information is processed, or as a processor/service provider processing information on behalf of a client under that client’s instructions.

Where GMS processes personal information on behalf of a client, the applicable client agreement and data protection terms may impose additional requirements.

2. Personal Information We May Collect

The categories of personal information GMS may process include:

• Professional and business contact information, such as name, company, job title, business address, email address and telephone number.
• Travel trade and industry information, including agency, tour operator, supplier, partner or other professional affiliation and relevant business profile information.
• Media and public relations information, including media outlet, role, professional interests and contact information.
• Influencer and content creator information, including professional contact details, social media handles, audience/profile information and campaign-related information.
• Event, webinar, training and activation information, including registrations, attendance, communication preferences and participation records.
• Travel and identification information for FAM trips, events and other travel programs, where operationally necessary, including full legal name, date of birth, nationality, passport number and other passport details, passport expiration date, travel itinerary, dietary requirements, accessibility requirements and related travel information.
• Website and technical information, such as IP address, browser/device information, cookies and similar technical data where used by our website or service providers.
• Information provided directly to GMS through inquiries, email, forms, meetings, events or other communications.

3. How We Collect Personal Information

We may collect personal information:

• Directly from you when you contact us, register for an event, participate in a program or communicate with our team.
• From our clients when they provide information for an authorized program or activity.
• Through professional and industry relationships, events, trade activities and business communications.
• From publicly available professional sources and social media profiles where appropriate.
• Through service providers and technology platforms used to support our operations.

4. How We Use Personal Information

GMS may use personal information to:

• Manage professional relationships with travel trade, industry partners, media, influencers and other stakeholders.
• Deliver client programs, campaigns, public relations, destination marketing, training, events, activations and FAM trips.
• Send relevant business, trade, media, event and program communications.
• Manage invitations, registrations and attendance, and book or coordinate flights, accommodations, transfers, tours and other travel arrangements associated with FAM trips, events and client programs.
• Respond to inquiries and provide requested information or services.
• Maintain business records, prepare reports and support audits and contractual requirements.
• Protect GMS systems, data, personnel and business operations.
• Comply with applicable legal, regulatory and contractual obligations.

5. Legal Bases and Applicable Privacy Laws

GMS processes personal information in accordance with applicable privacy and data protection laws in the jurisdictions in which it operates or processes data. Depending on the circumstances, processing may be based on consent, performance of a contract, compliance with a legal obligation, legitimate business interests, or another lawful basis available under applicable law.

Where applicable, this may include U.S. federal and state privacy requirements, Canadian federal and provincial privacy legislation, the EU General Data Protection Regulation (GDPR), and privacy and data protection laws in other jurisdictions in which GMS operates.

6. Email Marketing and Communications

GMS may send professional communications relating to tourism industry news, client programs, events, training, media opportunities and other relevant business activities. Recipients may unsubscribe using the link included in applicable marketing emails or by contacting GMS. Direct opt-out requests are processed and communication preferences are updated accordingly.

GMS does not sell personal information. Personal information collected on behalf of a client is not used for GMS’s own marketing or shared with other clients unless authorized or otherwise permitted by applicable law.

7. Disclosure and Service Providers

GMS may disclose personal information to service providers and business partners only where reasonably necessary to support an authorized business or client activity. These may include cloud storage and collaboration providers, email marketing platforms, videoconferencing and event platforms, technology providers, and, where necessary for travel or events, DMCs, airlines, hotels and other travel service providers.

GMS uses established service providers and considers their security, privacy and data protection practices as appropriate to the services provided. Access and disclosure are limited to information reasonably necessary for the relevant purpose.

8. Data Security

GMS maintains administrative, technical and organizational safeguards designed to protect personal information against unauthorized access, use, disclosure, alteration, loss or destruction. Access is limited to personnel who require the information for their responsibilities. GMS uses password-protected accounts and systems designed to protect data in transit and at rest, as appropriate.

Where GMS collects passport details, dates of birth or other identification information for travel arrangements, access is restricted to authorized personnel who require the information for the relevant booking or program. This information is handled through secure, access-controlled systems and disclosed only to the client and/or authorized travel service providers as necessary to complete the applicable arrangements.

No method of electronic transmission or storage can be guaranteed to be completely secure; however, GMS reviews and applies safeguards appropriate to the nature of the information and its business activities.

9. Data Retention and Secure Disposal

GMS retains personal information only for as long as reasonably necessary for the purposes for which it was collected, to meet contractual, audit, record-keeping and legal requirements, or to establish, exercise or defend legal claims. General client and program-related records are generally retained for up to five years, subject to applicable legal or contractual requirements.

Passport details, dates of birth and other identification information collected specifically to arrange travel are retained only for as long as reasonably necessary to complete the relevant travel or program arrangements and any required reconciliation, unless a longer retention period is required by law or contract. At the end of the applicable retention period, electronic records are securely deleted or otherwise disposed of, and physical records, where applicable, are securely shredded.

10. International Data Transfers

Because GMS operates internationally and uses global service providers, personal information may be processed or stored in countries other than the country in which it was collected. Where required, GMS uses appropriate contractual, organizational or other safeguards for international transfers of personal information.

11. Cookies and Website Technologies

The GMS website may use cookies and similar technologies to support website functionality, security, analytics and performance. Visitors can control cookies through their browser settings and, where available, through website cookie preference tools. Disabling certain cookies may affect website functionality.

12. Your Privacy Rights

Depending on your location and applicable law, you may have rights regarding your personal information, including rights to request access, correction, deletion, restriction or portability, to object to certain processing, or to withdraw consent where processing is based on consent. You may also have the right to lodge a complaint with an applicable privacy or data protection authority.

GMS may need to verify your identity before responding to a privacy request. Certain rights are subject to legal exceptions, including where information must be retained for contractual, audit, legal or record-keeping purposes.

13. Sensitive Information

GMS does not seek to collect sensitive or identification information unless it is reasonably necessary for a specific business or client activity. For FAM trips, events and other travel programs, GMS may need to collect passport details, date of birth, nationality, dietary requirements, accessibility requirements or similar information to arrange flights, accommodations, transfers, tours or other program logistics. Such information is used only for the relevant purpose, access is restricted to authorized personnel, and it is handled with appropriate safeguards.

14. Children

GMS’s services and professional activities are generally directed to business and tourism industry audiences and are not intended for children. GMS does not knowingly collect personal information from children through its website for marketing purposes.

15. Automated Decision-Making

GMS does not use personal information to make decisions based solely on automated processing that produce legal or similarly significant effects on individuals, unless disclosed and permitted by applicable law.

16. Privacy Contact

GMS has not appointed a formal Data Protection Officer. Questions, requests or concerns regarding privacy or data protection may be directed to GMS’s designated privacy and compliance contact:

Global Marketing & Sales, Inc.
Email: info@1gms.com
Website: www.1gms.com

17. Changes to This Privacy Policy

GMS may update this Privacy Policy from time to time to reflect changes in its practices, technologies, legal requirements or business activities. The current version will be identified by the ‘Last updated’ date above.