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Privacy Policy

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Travel, Recruitment & Cultural Exchange Ltd (TRACE)
Effective Date: 17/1/2026
Last Updated: 17/1/2026

 

1) Who We Are

 

Travel, Recruitment & Cultural Exchange Ltd (TRACE) provides travel and related services, including (where offered) flight booking support, travel packages, visa processing assistance, cultural exchange program support, and customer service.

For Jamaica’s Data Protection Act, 2020, TRACE is generally the Data Controller for personal data we collect and use through our website and service channels.

Contact Information (TRACE):

  • Business Name: Travel, Recruitment & Cultural Exchange Ltd (TRACE)

  • Address: Old Harbour, Saint Catherine

  • Email: tracejainfo@gmail.com

  • Phone/WhatsApp: 1(658)-218-2912

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2) What This Policy Covers

 

This Privacy Policy explains how we collect, use, store, share, and protect personal data when you:

  • browse our website,

  • request a quote, purchase a package, or submit a booking/visa/program/tax intake form,

  • communicate with us by email, phone, WhatsApp, social media, or live chat,

  • share documents or information needed to provide services.

 

This policy applies to customers, website visitors, prospective customers, and individuals whose details are provided to us as part of group bookings or applications.

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3) Definitions

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  • Personal Data: Information that identifies you or can be linked to you (e.g., name, email, passport details).

  • Sensitive Personal Data: Data requiring extra care (e.g., immigration documents; in some cases health details needed for travel requirements).

  • Processing: Any action with data (collecting, storing, using, disclosing, deleting).

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4) The Personal Data We Collect

 

We collect only what is relevant to provide services or operate our website:

 

 A) Identity & Contact Data

  • Full name, date of birth, nationality/citizenship, gender (where required for booking)

  • Email address, phone/WhatsApp number, home address and/or temporary address

 B) Travel & Booking Data

  • Routes, dates, preferred travel times, flexibility, budget range

  • Airline preferences, baggage needs, seat preferences (where applicable)

  • Passenger details for companions (for group bookings)

  • Itinerary details, ticket confirmations, booking references

 C) Visa & Immigration Support Data (if you use these services)

  • Passport number, passport expiry date, passport biodata page

  • Visa history and travel history (where relevant)

  • Supporting documents you choose to provide (e.g., employment/education letters, bank letters, invitations)

 D) Cultural Exchange Program Data (if you use these services)

  • Program selection, sponsor/employer details (where relevant)

  • Program timelines, placement preferences (where applicable)

 E) Tax-Related Intake Data (if you request tax support)

  • U.S. presence dates, employer details, tax forms you provide (e.g., W-2/1042-S/1099)

  • Tax identifiers (SSN/ITIN) only if necessary and only through a secure method you agree to

 F) Payment & Transaction Data

  • Package purchased, payment status, receipts/invoices, partial transaction references
    We do not want you to send full card details by email or WhatsApp. Payments are handled by secure processors; we receive confirmation and limited details.

 G) Website & Technical Data

  • IP address, browser/device details, pages visited, referral source

  • Cookies and similar technologies (see Section 14)

 

5) How We Collect Your Data

 

We collect data:

  • directly from you (forms, checkout, messages, calls),

  • from someone booking on your behalf (group leader/parent/representative),

  • from service partners only as needed to complete your request (e.g., airlines), where you instruct us to proceed.

 

6) Why We Use Your Data (Purposes)

 

We process personal data to:

  1. Provide quotes, bookings, and travel support

  2. Deliver purchased services and manage customer service

  3. Assist with visa and program support services you request

  4. Communicate confirmations, updates, and service messages

  5. Process payments and maintain accurate records

  6. Prevent fraud, secure our systems, and protect our business and customers

  7. Improve our website, operations, and service quality

  8. Comply with legal obligations and respond to lawful requests

 

7) Legal Basis for Processing (Jamaica)

 

We process personal data when we have a lawful basis, such as:

  • Consent (especially for optional data, marketing, or sensitive data)

  • Contract / Steps to enter a contract (e.g., booking and delivering services you request)

  • Legal obligations (e.g., record keeping, compliance)

  • Legitimate interests (e.g., service improvement, fraud prevention) where your rights do not override those interests

 

8) Consent (and Withdrawal)

 

Where we rely on consent:

  • we will request consent clearly (e.g., marketing opt-in),

  • you can withdraw consent at any time by contacting us at tracejainfo@gmail.com,

  • withdrawal does not affect processing already performed before withdrawal.

(Where consent is required, it should be obtained and recorded as a good-practice standard.)

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9) Who We Share Your Data With

 

We share data only as necessary:

 A) Travel Suppliers

        Airlines and travel service providers needed to complete your booking or request.

 B) Service Providers (Processors)

        Companies that help us operate (e.g., website hosting, email tools, payment providers, analytics). These providers may process data  under our instructions.

 C) Legal/Regulatory

        We may disclose data if required by law, court order, or to protect rights, safety, and prevent fraud.

We do not sell your personal data.

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10) Cross-Border Transfers

 

Because travel services and website platforms often operate globally, your personal data may be transferred outside Jamaica (for example, to airline systems, payment processors, or cloud services).

Jamaica’s data protection standards state personal data should not be transferred outside Jamaica unless the destination provides an adequate level of protection for data subjects’ rights and freedoms (and related safeguards are considered).

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11) Data Retention (How Long We Keep Data)

 

 We keep personal data only as long as necessary for:

  • providing services and support,

  • legal and accounting requirements,

  • resolving disputes and enforcing agreements,

  • security and fraud prevention.

 

When data is no longer needed, we securely delete, anonymize, or archive it with restricted access.

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12) Security Measures

 

We use reasonable technical and organizational safeguards, including:

  • access controls (only authorized staff),

  • staff confidentiality expectations,

  • secure storage practices for documents,

  • account protection measures (strong passwords and role-based access),

  • operational procedures for handling sensitive documents.

 

No online system is 100% secure. You should also protect your information (e.g., don’t send sensitive card details through messages).

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13) Data Breach Response

 

If a breach occurs, we will take steps to contain, investigate, and reduce harm. The OIC has breach reporting processes, and OIC communications indicate reporting expectations including a 72-hour timeframe after becoming aware in relevant cases.

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14) Cookies & Analytics

 

We may use cookies and similar technologies to:

  • ensure site functionality,

  • remember preferences,

  • analyze traffic and improve performance,

  • support marketing features if enabled.

 

You can control cookies in your browser settings and via cookie tools on the website (where available).

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15) Marketing Communications

 

If you opt in, we may send promotions and updates. You can opt out anytime by:

 

Service-related messages (e.g., booking confirmations) may still be sent as needed to deliver your service.

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16) Your Rights (Data Subject Rights)

 

You may have rights to:

  • request access to your personal data,

  • request correction of inaccurate data,

  • object to certain processing (such as direct marketing),

  • request restriction or deletion (where applicable),

  • withdraw consent (where applicable),

  • make a complaint to the relevant authority.

 

To make a request, contact tracejainfo@gmail.com with your name and what you want. We may ask for verification to protect your privacy.

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17) Complaints to the Office of the Information Commissioner (OIC)

 

If you are unhappy with our response, you may contact Jamaica’s Office of the Information Commissioner (OIC). The OIC provides complaint channels and public guidance on data protection.

 

OIC Contact (public listing):

Office of the Information Commissioner, Masonic Building (2nd Floor), 45–47 Barbados Avenue, Kingston 5
Email: info@oic.gov.jm
Phone: (876) 929-8568 / 929-6952 / 960-0874 / 968-5622 

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18) Children’s Privacy

 

Our services are intended for individuals who can lawfully purchase or apply for travel services. If we learn we have collected personal data from a child without appropriate authorization, we will take steps to delete it.

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19) Third-Party Links

 

Our website may link to third-party sites (airlines, embassies, payment pages). Their privacy practices are governed by their own policies. We are not responsible for third-party privacy practices.

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20) Changes to This Policy

 

We may update this policy from time to time. Updates will be posted on this page with a revised “Last Updated” date.

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21) How to Contact Us

 

If you have questions or requests about this Privacy Policy, contact:
Email: tracejainfo@gmail.com
Phone/WhatsApp: 1(658)-218-2912

22) Secure Sending & Document Submission

TRACE takes privacy and security seriously. To reduce the risk of fraud or unauthorized access:

  1. Do not share highly sensitive data via messages:
    Please do not send any of the following through WhatsApp, email, or social media messages:

    • Full credit/debit card numbers, CVV, PIN, or one-time passwords (OTP)

    • Online banking usernames/passwords

    • Full SSN/ITIN details unless we provide a secure channel

    • Any verification codes or security questions/answers

  2. Use secure channels for sensitive documents:
    Where sensitive documents are required (e.g., passport biodata page, visa page, tax documents), TRACE will instruct you to submit them using a secure method such as a protected upload link, restricted-access folder link, or another secure process agreed with you.

  3. Send only what is necessary:
    We aim to collect and process only the minimum information needed to provide your requested service.

  4. If you accidentally send sensitive data:
    If you believe you have sent sensitive information through an insecure channel, contact TRACE immediately at tracejainfo@gmail.com or 1(658)-218-2912 so we can help reduce risk and advise next steps.

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