Travel Management Services

Privacy Act Notice and Rules of Behavior

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Privacy Act Notice

CWTSato Chats (mobile) and CWTSato Online Itinerary (web) are applications provided to our customers as a convenience. It is not necessary to use these applications to obtain travel services from us. However, these systems and equipment are subject to monitoring by us as part of our security procedures. Users shall not access other user’ or system files without proper authority. Absence of access controls IS NOT authorization for access! Monitoring may result in the acquisition, recording, and analysis of all data being communicated, transmitted, processed, or stored in this system by authorized officials. Use of this system constitutes consent to such monitoring. Under our contracts, the Government retains ownership of any data entered into information systems used in the performance of a government contract. To the extent, the U.S. Government does not retain ownership of the information or data, then CW Government Travel, Inc. will hold ownership of any information you provide us. We will not sell ownership of this data to any other company or organization. We will not transfer information to competitors. If you are providing personal information within a registration page, it will only be used within our domain unless you choose to allow third party data sharing.

Your Acceptance of these Terms

By using this site, you agree to our Privacy Policy. We may change the Policy from time to time, so please be sure to visit this section often to see if anything has changed. If we post changes and you continue to use the site, you will be deemed to have agreed to the changes.

What Kind of Security Procedures are in Place to Protect the Loss, Misuse or Alteration of Information under the Company’s Control?

We operate secure data networks protected by industry standard firewall and password protection systems. Our security and privacy policies are periodically reviewed and enhanced as necessary and only authorized individuals have access to the information provided by our customers. Any particularly sensitive information, such as a customer’s credit card number, is encrypted prior to transmission. In accordance with the Privacy Act (5 U.S.C.552a), the following notice is provided:
This system may contain information protected under the provisions of the Privacy Act of 1974 (Public Law 93- 579). Any privacy information displayed on the screen or printed must be protected from unauthorized disclosure. Employees who violate privacy safeguards may be subject to disciplinary actions, a fine of up to $5,000, or both. The information requested is for the purpose of providing our military and government customers with online access to, among other things, flight notifications, including delays, cancellations and gate changes, real-time flight status integrated into your trip, check in with more than 250 airlines, the ability to search for alternative flight schedules.

If you are a CWTSatoTravel E2 Solutions customer under ETS2, there are some additional provisions that may apply.

If you are an E2 Solutions user, information is collected pursuant to Executive Order 9397 and Chapter 57, Title 5 United States Code for the purpose of recording travel information provided by the user to create travel itineraries, reserve any method or mode of travel accommodations, and claim entitlements and allowances prescribed in applicable Federal travel regulations. The purpose of the collection of this information is to establish a comprehensive travel services system which enables travel service providers under contract with the Federal Government to authorize, issue, and account for travel and travel reimbursements provided to individuals on official Federal Government business. Routine uses which may be made of the collected information and other financial account information in the system(s) of record entitled “Contracted Travel Services Program GSA/GOVT-4” are as follows: (1) transfers to a Federal, state, local, or foreign agency responsible for investigating, prosecuting, enforcing, or carrying out a statute, rule, regulation, or order, where agencies become aware of a violation or potential violation of civil or criminal law or regulation; (2) pursuant to a request of another Federal agency or a court when the Federal Government is party to a judicial proceeding; (3) to a Member of Congress or a congressional staff member in response to an inquiry from that congressional office made at the request of the individual who is the subject of the record; (4) to a Federal agency employee, expert, consultant, or contractor in performing a Federal duty for purposes of authorizing, arranging, and/or claiming reimbursement for official travel, including, but not limited to, traveler profile information; (5) to a credit card company for billing purposes, including collection of past due amounts; (6) to a Federal agency, expert, consultant, or contractor for accumulating reporting data, conducting surveys, and monitoring the system in the performance of a Federal duty; (7) to a Federal agency by the contractor in the form of itemized statements or invoices, and reports of all transactions, including refunds and adjustments to enable audits of charges to the Federal Government; (8) to a Federal agency, in response to its request, in connection with the hiring or retention of any employee to the extent that the information is relevant and necessary to the requesting agency’s decision on the matter; (9) to an authorized appeal or grievance examiner, formal complaints examiner, equal employment opportunity investigator, arbitrator, or other duly authorized official engaged in investigation or settlement of a grievance, complaint, or appeal filed by an employee to whom the information pertains; (10) to the Office of Personnel Management (OPM) in accordance with the agency’s responsibility for evaluation of Federal personnel management; (11) to officials of labor organizations recognized under 5 U.S.C. Chapter 71 when relevant and necessary to their duties of exclusive representation concerning personnel policies, practices, and matters affecting working conditions; (12) to a travel services provider for billing and refund purposes; (13) to a carrier or an insurer for settlement of an employee claim for loss of or damage to personal property incident to service under 31 U.S.C. § 3721, or to a party involved in a tort claim against the Federal Government resulting from an accident involving a traveler; (14) to a credit reporting agency or credit bureau, as allowed and authorized by law, for the purpose of adding to a credit history file when it has been determined that an individual’s account with a creditor with input to the system is delinquent; (15) summary or statistical data from the system with no reference to an identifiable individual may be released publicly; and (16) any other use specified by GSA in the system of records entitled “Contracted Travel Services Program GSA/GOVT-4" as published in the Federal Register periodically by GSA. Information requested is voluntary, however, failure to provide the information may prevent you from using the features of CWTSato Chats (mobile) and CWTSato Online Itinerary (web).

By using this system, you agree to the following Rules of Behavior

• Only use data for which you have been granted authorization.
• Do not retrieve information for someone who does not have authority to access the information, only give information to personnel who have access authority and have a need to know for their federal jobs.
• Do not access, research, or change any user account, file, directory, table, or record not required to perform your OFFICIAL duties.
• Do not store sensitive files on a PC hard drive if access to the PC or files cannot be physically or technically limited.
• Behave in an ethical, technically proficient, informed, and trustworthy manner.
• Logout of the system whenever you leave the vicinity of your PC.
• Be aware of the sensitivity of electronic and hardcopy information and protect it accordingly.
• Do not allow confidential information to remain on the PC screen when someone who is not authorized to that data is in the vicinity.
• Store hardcopy reports/storage media containing confidential information in a locked room or cabinet.
• Erase sensitive data on storage media, prior to reusing or disposing of the media.
• Protect your system against viruses and similar malicious programs.
• Observe all software license agreements. Do not violate Federal copyright laws.
• Protect your password(s) from disclosure. You are responsible for any information system activity associated with your user ID and password.
• Do not share your password with others or reveal it to anyone. If there is an operational need to do so, immediately change the password after the need has passed.
• Do not post your password in your work area or hard code it into script.
• Do not use another person’s user ID and password.
• Change your password if you think your password is known by an unauthorized individual and immediately notify your Information System Security Officer (ISSO).
• Use unique passwords for each system and application you access.
• NEVER give your password out over the phone.
• Be alert to others who may try to obtain your password. Sometimes hackers pose as a system administrator. A hacker may randomly call a user and say that something is wrong on the system to get arbitrary access to your system. They may tell you that they need your password in order to issue you a new one. Always remember that system administrators DO NOT need your password in order to issue you a new password.
• Do not write down your password(s). Memorize them using easy to remember phrases.
• Do not recycle passwords by using a few of them over and over in turn, or by making minor changes to passwords by adding a number to the base password (e.g., password changed to password1, password1 changed to password2).
• Contact and inform your ISSO that you have identified an IT security incident.
• NEVER assume that someone else has already reported an incident. The risk of an incident going unreported far outweighs the possibility that an incident gets reported more than once.

By clicking “Accept” you confirm that you have read and acknowledge the Privacy Act Notice and Rules of Behavior.