Privacy Policy

1. Introduction and Scope

BETEC Travel serves public-sector and private-sector clients and states 10+ years of active delivery, national coverage across five provincial offices, and 24/7 after-hours support. This Privacy Policy applies to BETEC’s website, digital enquiry channels, email communications, WhatsApp after-hours contact, and related online interactions for Travel, Events, Supplies, and general business engagements.

By using this website or submitting personal information through BETEC channels, you acknowledge this Privacy Policy to the extent permitted by law.

BETEC Travel also states BBBEE Level 1 status and operational travel connectivity through IATA certification, ASATA membership, Amadeus GDS, and BidTravel partnership context. This policy explains how personal information is handled within that service environment, including booking access to 1M+ hotels and properties globally.

This policy must be read together with BETEC’s Terms & Conditions, Cookie Policy, and PAIA Manual.

2. Responsible Party Details

BETEC is the responsible party for personal information processed through this website and related digital channels.

• Business name used on this website: BETEC.
• Website: www.betec.co.za.
• Main contact email: info@betec.co.za.
• Travel desk email: bookings@betec.co.za.
• Sales enquiries: sales@betec.co.za, sales2@betec.co.za, sales3@betec.co.za.
• After-hours and WhatsApp support: 069 285 5983.
• CSD registration: MAAA0480996.
• LOGIS supplier number: GN810.
• Office presence: Bloemfontein, Johannesburg, Durban, Kimberley, and Cape Town.

For privacy, POPIA, and legal notice escalations, contact info@betec.co.za with a clear subject line (for example: “POPIA Request” or “Privacy Complaint”).

3. Definitions

• Personal information: Information relating to an identifiable, living natural person and, where applicable, an identifiable juristic person.
• Special personal information: Information requiring higher protection under POPIA, such as health-related details and similar sensitive categories.
• Data subject: The person or juristic entity to whom personal information relates.
• Processing: Any operation involving personal information, including collection, storage, use, disclosure, retention, or deletion.
• Responsible party: The entity determining why and how personal information is processed.
• Operator: A third party processing personal information for BETEC under instruction.
• Cookies: Small data files and related technologies used for website functionality, preferences, measurement, and similar purposes.
• Direct marketing: Direct communication intended to promote BETEC services.
• De-identification / anonymisation: Processing that removes direct identity linkage so that a person cannot readily be identified.

4. Categories of Personal Information We May Collect

• Identity and contact details (name, email address, telephone number, role details).
• Employer, department, organisation, and billing profile information.
• Traveller and delegate information required for planning and booking support.
• Booking, quote comparison, and itinerary details for flights, accommodation, transfers, shuttle, car hire, bus hire, and conferencing.
• Meal voucher, visa support, and travel insurance-related information submitted for requested services.
• Cost-centre, project-code, invoice, VAT, approval, and travel reporting information linked to service delivery.
• Travel support records, including booking amendments, cancellation requests, and continuity support notes.
• Emergency and after-hours support information required to assist travellers and client coordinators.
• Events-related details (for example venue, scope, date, logistics requirements).
• Supplies and procurement details (for example categories, quantities, delivery scope).
• Technical and usage information (IP address, browser data, site interaction logs).
• Cookie and measurement data (subject to cookie settings and technology used).
• Communications records (emails, enquiry submissions, support records).
• Marketing preferences and opt-out records.
• Recruitment or applicant details where submitted to BETEC.
• Any additional information voluntarily provided by you.

5. Sources of Personal Information

BETEC may collect personal information:

• Directly from you through forms, email, calls, and related communications.
• From your browser or device when you access BETEC digital channels.
• From public records and lawful public sources.
• From authorised representatives, clients, departments, partners, and counterparties where relevant.
• From operators and service providers acting on BETEC instructions.

6. Purpose of Processing

BETEC processes personal information for lawful and defined purposes, including:

• Responding to travel, events, supplies, and general service enquiries.
• Preparing and managing quotations, option comparisons, and service proposals.
• Processing bookings and itinerary handling for flights, accommodation, transfers, shuttle, car hire, bus hire, conferencing, meal vouchers, visa assistance, and travel insurance.
• Delivering Travel, Events, and Supplies services through approved supplier ecosystems.
• Managing client, supplier, and partner relationships.
• Maintaining reporting dashboards, audit trails, and supporting invoice and VAT management workflows.
• Managing approvals, policy alignment, and travel governance support for client organisations.
• Providing live itinerary support, after-hours and emergency response, and continuity handling during travel disruptions.
• Providing duty-of-care support, including travel alerts, global risk alerts, and journey stability communications.
• Maintaining lawful business records and evidence trails.
• Compliance with legal, regulatory, procurement, and tax obligations.
• Operational support, quality management, and continuity controls.
• Fraud prevention, abuse prevention, and risk management.
• Website functionality, performance monitoring, and service improvement.
• Direct marketing and service updates where lawful.
• Protecting BETEC’s rights, property, systems, and legal position.

Operational support and duty-of-care

BETEC may process travel information to provide live itinerary tracking support, travel alerts, global risk alerts, emergency response, and other duty-of-care services needed to support safer and more stable movement for travellers and client organisations.

7. Lawful Basis for Processing

BETEC processes personal information on one or more lawful grounds, including:

• Your consent where consent is required by law.
• Conclusion or performance of a contract or pre-contract service steps.
• Compliance with legal and regulatory obligations.
• Protection of a legitimate interest of the data subject.
• BETEC’s legitimate business interests, where lawful and proportionate.
• Other lawful grounds recognised under applicable South African law.

8. Special Personal Information

In specific service contexts (especially Travel and Events), BETEC may receive limited special personal information where strictly necessary to provide requested services or support obligations (for example accessibility, health-related travel support, or emergency handling data).

Such processing is restricted, confidentiality-controlled, and handled with additional care in line with lawful requirements. Please do not submit unnecessary special personal information.

9. Children’s Information

BETEC does not knowingly collect personal information from children unless such processing is lawfully required, properly authorised, and necessary for a legitimate service purpose.

10. Direct Marketing

BETEC may send service and marketing communications in line with applicable law. BETEC distinguishes service communications (for example enquiry, booking, or support updates) from marketing communications.

• Marketing communications are managed with opt-out controls.
• You may object to or unsubscribe from direct marketing at any time.
• Opt-out requests are applied within a reasonable processing period.
• BETEC keeps suppression records to respect your choices.

11. Sharing and Disclosure

BETEC may share personal information where necessary and lawful, including with:

• Travel suppliers and partners (airlines, accommodation providers, transport providers, shuttle and transfer providers, conferencing and venue suppliers).
• Insurers and visa-related service providers where requested for travel support.
• Events delivery and production suppliers (venues, technical providers, logistics teams, contractors).
• Supplies and distribution partners (warehousing, fulfilment, courier, and delivery operators).
• Technology and workflow providers supporting booking, itinerary, communication, mobile access, reporting, hosting, email, and form systems.
• Professional advisers (legal, audit, risk, and compliance advisers).
• Regulators, law enforcement, courts, and competent authorities where legally required.
• Clients, authorised representatives, and counterparties where required for service delivery.

BETEC seeks to share only the minimum information reasonably required for lawful processing purposes.

12. Cross-Border Transfers

BETEC Travel supports domestic and international movement, including access to global booking ecosystems and accommodation networks. For this reason, personal information may be processed or accessed outside South Africa where necessary to arrange flights, accommodation, transport, insurance, visa support, or related travel services. Where this occurs, BETEC applies lawful transfer measures, which may include:

• Transfers to jurisdictions with adequate protection measures.
• Contractual measures with operators or suppliers.
• Transfers necessary for service performance (for example travel booking execution).
• Transfers based on consent or other lawful grounds where applicable.

13. Retention

BETEC retains personal information only for as long as reasonably necessary for lawful business purposes, contract delivery, legal compliance, dispute handling, recordkeeping, and protection of rights.

Retention periods may differ by record category (for example enquiry, financial, contractual, support, compliance, and audit records). Information no longer required is securely deleted, destroyed, or de-identified where appropriate.

14. Security Safeguards

BETEC applies reasonable technical and organisational safeguards, including:

• Access controls and role-based information access.
• Confidentiality measures for staff and service providers.
• Secure storage and transfer controls.
• Operator due diligence and contractual security obligations.
• Monitoring, incident response, and continuity controls.

No system is guaranteed to be completely secure. BETEC continuously improves controls but cannot warrant absolute security.

15. Data Subject Rights

Subject to applicable law, you may request to:

• Access your personal information.
• Correct, update, or complete personal information.
• Request deletion or destruction where lawful and appropriate.
• Object to specific processing in circumstances allowed by law.
• Withdraw consent where processing is consent-based.
• Object to direct marketing and request suppression.
• Escalate a complaint to BETEC and/or the Information Regulator.

16. Requests and Complaints

Submit privacy requests in writing to info@betec.co.za with sufficient detail to identify your request.

• General and privacy requests: info@betec.co.za
• Travel booking and itinerary support: bookings@betec.co.za
• Sales channels: sales@betec.co.za, sales2@betec.co.za, sales3@betec.co.za
• After-hours and WhatsApp support: 069 285 5983

BETEC may require identity verification before releasing or amending personal information. BETEC will respond within a reasonable period and in line with legal requirements.

17. Third-Party Websites and Services

BETEC may reference or link to third-party services. BETEC is not responsible for third-party privacy practices, website availability, or content. You should review third-party policies separately.

18. Automated Decision-Making and Profiling

BETEC does not generally use solely automated decision-making that produces legal or similarly significant effects on data subjects, unless otherwise disclosed and lawfully justified.

19. Changes to this Policy

BETEC may update this Privacy Policy from time to time due to legal, operational, or technology changes. The latest version will be published on this page with an updated revision date.

20. POPIA and Regulatory Complaint Contact

If you are not satisfied with BETEC’s response, you may lodge a complaint with South Africa’s Information Regulator through the official channels published on its website.

• BETEC privacy route: info@betec.co.za
• BETEC Travel desk: bookings@betec.co.za
• Information Regulator website: inforegulator.org.za