Providing services
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Responding to your requests or general enquiries (including in relation to any existing contract with you)
Where you request a quote for goods or services using the ‘Request a Quote’ feature available on some of the Websites, we will ask you to provide your name, job title, company (and jurisdiction), telephone number, fax number and email address.
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✓
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✓
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✓
(so we can respond to your enquiries)
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Establishing you / your organisation as a customer or a supplier on our systems
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✓
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✓
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Fulfilling your booking/service request by providing you with the requested services and/or products
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✓
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Taking payment from you in respect of the services
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✓
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Sending you solicited industry updates and service-related communications
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✓
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✓
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✓
(so we can keep you updated)
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Sending promotional materials to you and communicating with you about our business, such as our email newsletter, your participation in our corporate loyalty program and inviting you to Signature or BBA Group-organised events
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✓
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✓
(To keep you updated with the latest our promotions and developments)
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Hosting you at our office or Signature or BBA Group-organised events or trade shows and providing hospitality services.
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✓
(To host our customers and prospective customers effectively)
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Conducting surveys for benchmarking, continuous improvement and marketing purposes (although you do not have to respond to these surveys)
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✓
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✓
(to resolve any problems or complaints and improve our services/products)
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Managing our business relationship with customers and resolving any problems, complaints or disputes
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✓
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✓
(our relationship with you is paramount, so we need to be able to try to resolve any complain or dispute you might raise with us)
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Enabling you to create accounts and log-in to them via the Website or our online portals (for example for you to request bookings or access our corporate program)
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✓
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✓
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✓
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✓
(It is in our interests to grant you access to a private log-in where you can access information relevant to you. This helps to facilitate our business with you)
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To enable you to access our guest WiFi and ensuring the proper operation and performance of the website, networks, and platforms including monitoring its use, security and integrity on an ongoing basis and checking and improving its functionality for users. This includes tracking user journeys through our systems and learning from them so we can tailor and improve our services accordingly
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✓
(we need to monitor our systems in this way to help protect them, us and you from illegal activity)
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Ensuring appropriate use of our website in accordance with its terms and conditions and our policies to keep it operating efficiently for other users
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✓
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Legal and Regulatory Compliance and Reporting
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Performing customer or counterparty due diligence and other screening and risk management activities including identity verification and conflict checks, financial and credit searches, screening and checks against third party sources for anti-bribery and corruption, economic sanctions regulations
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✓
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Providing your personal data to police, immigration authorities and other regulatory authorities where there is a legal requirement to do so in relation to any flight booking, arrival or departure
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✓
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✓
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Establishing and enforcing our legal rights and obligations, monitoring to identify and record fraudulent activity online, preventing, detecting crime and meeting legal obligations for data security
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✓
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✓
(we need to monitor our systems in this way to help protect them, us and you from illegal activity)
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Using your financial information and keeping details of your purchasing and payments history to evaluate and monitor your credit worthiness as a prospective or existing customer or supplier
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✓
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✓
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✓
(it is in our interest to protect our business against risks associated when considering your application for credit account)
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Responding to binding requests or search warrants or orders from courts, governmental, regulatory and/or enforcement bodies and authorities
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✓
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Responding to non-binding requests or search warrants or orders from courts, governmental, regulatory bodies and authorities
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(We wish to cooperate as necessary or advisable with proportionate requests from authorities and/or volunteering such details to them in appropriate cases. This is also in the public interest)
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Complying with our general regulatory and statutory obligations including investigating, evaluating, demonstrating, monitoring, improving, reporting on meeting Signature’s compliance with relevant legal and regulatory requirements
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✓
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For our general record-keeping and customer/supplier relationship management, for compliance with accounting, taxation and other legal obligations and otherwise for good governance, insurance requirements and risk management, including obtaining professional advice and dealing with claims
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✓
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✓
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(we need to store customer related files so we can refer back to them in the event of a complaint, request or investigation it is also in our interest to protect our business against specified losses and claims)
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General Business
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Training our staff
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✓
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(sometimes it is appropriate for us to use your personal information so that we can provide our staff with training to manage risk and improve the quality of our services)
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Undertaking third party approval checks (third party vetting) of parties to any M&A activity contemplated with BBA or a member of the BBA Group, agents, joint venture partners, representatives, senior level hires, consultants, licensees, intermediaries or customers, and negotiating the terms of any contracts
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✓
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✓
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✓
(it is in our legitimate interest to undertake third party vetting for the purpose of risk management)
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General record-keeping and relationship management with our customers/suppliers/contractors/business partners
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✓
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✓
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✓
(so we can refer back to our records in the event of a query)
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Managing, planning and delivering our global business and marketing strategies
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(as a global business we need to implement effective business and marketing strategies)
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Continuously reviewing and improving our products and services (including by seeking and obtaining your feedback) and developing new ones
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(We have a legitimate interest in making sure that we are continuously improving our service offering)
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Obtaining legal advice, establishing, defending and enforcing our legal rights and obligations in connection with, any legal proceedings (including prospective legal proceedings)
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✓
(We must be able to establish and defend our legal rights and understand our obligations, and seek legal advice in connection with them)
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Monitoring and producing statistical information regarding the use of our platforms, and analysing and improving their functionality
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✓
(We need to perform this routine monitoring to make sure our platforms work properly, analyse how they are used and improve them)
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Maintaining the security and integrity of our systems, platforms and communications (and detecting and preventing actual or potential threats to the same)
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✓
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(We need to make sure that our business processes and facilities are secure)
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Managing the proposed sale, restructuring, transfer or merging of any or all part(s) of our business, including to respond to queries from the prospective buyer or merging organisation
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✓
(We have a legitimate interest in being able to sell any part of our business)
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Visitors to our office
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Arranging taxis, transportation or other services on your behalf, as and when requested by you. Depending on your request, we may ask you to provide us with your personal information (if required by the third party service provider) in order to make the booking, including but not limited to: Name, contact details, passport details, pick up and drop off location
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✓
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✓
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Enabling you to access our guest WiFi |
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✓
(It is in our interests to grant you access to our guest WiFi. This helps to facilitate our business with you)
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Maintaining security measures at our sites, including CCTV and building access controls. There are signs in our office showing that CCTV is in operation. The images captured are securely stored and only accessed on a need to know basis (e.g. to look into an incident).CCTV recordings are typically automatically overwritten after a short period of time unless an issue is identified that requires investigation (such as a theft).
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✓
(promoting security and safety of our personnel and members of the public and preventing and detecting crime)
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Maintaining security measures at our sites, including requiring visitors to our sites to sign in at reception and keeping a record of visitors for a short period of time.Our visitor records are securely stored and only accessible on a need to know basis (e.g. to look into an incident). Information collected for visitor records includes, name, telephone number, car registration (if you are parking onsite), company, time in and time out.
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✓
(promoting security and safety of our personnel and members of the public and preventing and detecting crime)
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Suppliers
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Managing our business relationship with our suppliers/sub-contractors/business partners and their staff as necessary to receive the services (including arranging payment of invoices).
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✓
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(it is in our legitimate interest to engage third parties and manage our business relationships with our suppliers)
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Where a supplier or sub-contractor is helping us to deliver a service to our customers, we process personal data about the individuals involved in providing the services in order to administer and manage our relationship with the supplier (through its staff) and to provide such services to our customers (for example, where we have arranged for one of our trip support partners to provide services to our customers).
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(it is in our legitimate interest to engage third-parties to arrange for the provision of services for our customers)
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