Privacy policy

Who this covers

This policy explains how GPN Group ("GPN", "we") handles personal data on the GPN.TOURS trade portal at gpntour.com. It covers agency owners and staff (sub-agents), partners and their teams, drivers, GPN staff, visitors who use the live chat, and the travellers and clients whose details users enter on a booking.

Who is responsible

The controller is GPN Group, which operates GPN.TOURS. Privacy requests go to privacy@gpntour.com.

When an agency enters its own clients and travellers, or keeps them in its customer list, the agency decides to collect that data and must be allowed to share it with us and tell those people about it. We use it to book and operate the services on the file and to meet our own legal duties.

Account and company data

When you register or update a profile we store your name, email, phone, company name, country, role, staff role, password hash, two-factor setting, language, verification status, and the version of the trade terms the agency accepted. Sign-up sends a six-digit code to confirm the email address. Agencies can add a licence or IATA number, billing email, logo, brand colour, and contact details for branded vouchers and itineraries.

We use this to create and secure the account, check the business before the catalog opens, keep you signed in, send invoices and notices, and show your branding where you choose.

Licences and identity documents

Agencies and partners may upload licences and identity documents, and drivers and partners upload driving licences and vehicle papers (insurance, inspection). These files are stored privately and served only to their owner and GPN staff after a permission check. They are not published, and other users cannot download them. We warn the owner before a paper expires.

Bookings and travellers

A booking file can hold traveller names, contact details, dates, party size, services, special requests, arrival and departure details (flight or train, times, pickup place), messages, and documents such as vouchers and invoices.

Passport details are asked only for tours that cross a border, and are used only to arrange that crossing. Partners and drivers never see passports. An assigned hotel, restaurant, guide, activity or transport partner sees the names and details on its own lines; a driver sees names, pickups and the job.

Links you share

Agencies can share a client itinerary or a proposal through a signed link, and we send suppliers a one-click link to confirm their part of a file. Anyone who has such a link can open it, so share it only with the person it is meant for. Itineraries show traveller names only when the agency chooses, never net prices or passports, and itinerary links stop working after 30 days.

Payments and invoices

We store the amounts due and paid, currency, payment status, provider reference, and numbered invoices and credit notes. Card payments are taken by Bank of Georgia on its own payment page. The card details go to the bank; we receive the result, the amount and the order reference, never the card number. A bank transfer counts as paid when GPN records that the money arrived. Invoices go to the agency billing email, never to travellers.

Driver location

A driver shares GPS only after consent is recorded on the driver profile. While a job is under way, the location is shown to GPN staff and to the agency of that booking, and it is saved with each job step (for example, arrived or picked up). A short heartbeat is sent while the driver desk is open. If the network drops, the phone keeps the points until it can send them. The location is never shown on a public map.

Live chat

The chat on the website asks for a name and email only if you want a reply by email. We store the messages, the page you wrote from, and a random key that this browser keeps so you see the same conversation again.

GPN staff answer the chat. When we turn on our AI assistant (Claude, provided by Anthropic), it answers first: it receives the conversation and, for a signed-in agency, a short list of its latest files (number, dates, status and sell total), and GPN staff take over when you ask for a person or it cannot help. Please do not write passport or card details in the chat.

Notices and messages

We send account and booking notices by email. When enabled, booking and job alerts also go by WhatsApp to the phone on the account. If you turn on push alerts on a device, we store that device's push address and browser description, and the alert passes through the browser maker's push service (Google, Apple or Mozilla). You can turn push off in Settings.

Security and records

Access is limited by role. We log important actions (bookings, payments, price and status changes, account and permission changes) with the user and IP address, so we can investigate mistakes and misuse. Sign-in attempts are limited, and changes to our company and bank details need a password or two-factor code. When error tracking is turned on and the site hits an error, the error message, technical trace and page address are sent to our error tracker (Sentry).

Why we are allowed to use the data

We process data to perform the contract with the agency, supplier or driver and to deliver the booked services to travellers; to meet legal duties such as invoicing, accounting and tax; for our legitimate interest in running a secure, working trade desk (security logs, error reports, fraud checks, answering chats); and with consent where the law asks for it, such as driver GPS and push alerts. You can withdraw consent at any time; that does not affect what was done before.

Who else receives data

The suppliers and drivers who deliver a booking receive what they need for it. We also use these service providers, each only for its task: Hostinger (our server in Germany, and email), Supabase (database, EU region in Frankfurt) and Bank of Georgia (card payments). Only once we turn them on: Meta (WhatsApp alerts), Hotelbeds (live hotel bookings, with the names needed for the room), Anthropic (chat assistant) and Sentry (error reports). We may disclose data when the law or a court requires it. We do not sell personal data.

Data outside Georgia

Our servers and database are in the European Union (Germany). Bank of Georgia processes card payments in Georgia. Providers we may turn on later (Anthropic, Meta, Hotelbeds and Sentry) may process data in the United States or other countries. We use them under contracts that require them to protect the data, and transfer data only on the grounds the Law of Georgia on Personal Data Protection allows.

How long we keep it

We keep account data while the account is open. Booking files, invoices, payment records and the audit log are kept for as long as Georgian tax and accounting law requires, and longer only while a dispute or claim is open. Chat conversations and GPS points stay with the account or file they belong to until we delete them at your request or the file is no longer needed. Verification documents are kept while the account is open. Session cookies expire after about 20 minutes (access) and 7 days (refresh).

Your rights

You can ask to see a copy of your data, correct it, delete it, or limit its use, and you can object to a use based on our legitimate interest. Some data we must keep for accounting or a legal claim. Drivers can withdraw GPS consent from the driver profile. Travellers can ask the agency that booked them, or write to us directly.

You can complain to the Personal Data Protection Service of Georgia. If you are in the European Economic Area, you can also complain to your local supervisory authority.

Changes to this policy

We update this page when the way we handle data changes, and change the date at the top. For important changes we also tell account owners by email or on the desk.

Contact

Write to privacy@gpntour.com. Include the account email so we can find the record.