Traveller data and privacy
What Travel Orbit keeps about travellers, who on your team can see it, what goes to Stripe and other services, how long things are kept and what happens when your organisation is deleted.
Explanation3 min read
Your organisation decides what it asks travellers and what it does with their details. Travel Orbit keeps those details for you, so you can run the trip and take the payments. This page explains where they are and who can see them, so you can answer travellers' questions and write your own privacy notice.
What Travel Orbit keeps
Each booking holds:
- The lead traveller: first and last name, email address and phone number
- Everyone travelling: first and last name, and the details you choose to ask for under Booking form, such as date of birth, nationality, passport number, home address, dietary needs and an emergency contact
- Answers to your own questions, and the traveller's message with the booking
- The money: what was booked, the payment schedule, payments and refunds, and the discount code used
- The conversation: emails and portal messages between your team and the traveller, team notes, and the booking's history
Ask only for what you need for the trip. A detail you don't ask for in the booking form is never collected.
Who can see it
Everyone in your organisation who has Travel Orbit can read bookings, traveller lists and reports, whatever their role, and download traveller lists as CSV. Editors and Admins can change bookings. Give people Travel Orbit in Orbit only if they need it. See Who can do what.
Travellers see their own bookings in the traveller portal, after signing in with a code sent to their email.
Card details and Stripe
Travellers type their card details into Stripe's own payment form, so card numbers never reach Travel Orbit. When a traveller pays, Travel Orbit creates a customer in your Stripe account with the lead traveller's name, email address, phone number and the booking reference. Stripe holds that in your account, under your agreement with Stripe.
Other services
- Email: emails to travellers are sent through our mail provider, and replies come back through it into the booking. Records of incoming emails are kept for 90 days; the text of a reply stays in the booking's conversation. See Emails to travellers.
- AI writing: if your organisation turns on AI writing and someone uses Draft with AI on a booking, the traveller's name, the trip, the date, the booking's reference and status and the conversation go to the AI provider you chose, with your organisation's own key. Trip texts don't contain traveller details.
- Events: the events Travel Orbit sends to Orbit Exchange never carry travellers' names, emails or other personal details. See Events.
How long things are kept
- Bookings and their travellers stay in Travel Orbit until your organisation is deleted. That includes cancelled and declined bookings, and checkouts that were never finished, so your payments, refunds and reports stay complete.
- Sign-in codes for the traveller portal expire after 10 minutes and are then removed.
- Records of incoming emails are removed after 90 days.
Travel Orbit has no screen for erasing one traveller's details. If a traveller asks what you keep about them, open their booking, or download the traveller list for their departure under Departures.
When your organisation is deleted
When an owner deletes your organisation in Orbit, Travel Orbit erases everything it holds for it: trips, departures, bookings and travellers, payments, discount codes, guides, places to stay, media, settings, the audit trail and the Stripe connection. It also removes its webhook from your Stripe account. What is in your Stripe account itself, such as customers and payments, stays there.
When someone's Orbit account is deleted, their role in Travel Orbit is removed. Bookings, notes and messages they wrote stay.
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