Special Travel Needs. 2.2.1 The Contracting Body requires that the identity of the booking organisation or groups within the organisation can be anonymous to providers. This is to protect the identity of the organisation whilst the Contracting Body's staff is staying in accommodation. Covert Booking Procedure Our Government Travel Service has proven offline processes operating for current Government clients which we will apply/adapt to each Contracting Body’s requirements: • Validating questions and answers confirm credentials/trigger procedure • Telephone/email booking process operates between named bookers and HRG consultants • All email to non-identifiable xxxxxx/traveller addresses i.e. no reference to Contracting Body, organisation or group • Staff numbers applied as required • Traveller address details not passed to Low Cost Carriers • Validation checks and process also applied by 24/7 service; Client/HRG xxxxxx/management contacts accessible for additional validation and emergency support Management • Quarterly HRG/Client management review of the procedure initiates and manages process improvement • Monthly liaison with booking organisations/groups to confirm and communicate changes to controlled list of bookers/consultants and process • Rotation of pseudonyms/validating Q&A at frequency set by booking organisation • All assigned staff undergo security vetting • Quarterly performance review of designated consultants. • One-to-one induction of newly assigned consultants/managers in process requirements and expectations Identity Protection – accommodation bookings • Verbal and written communication with hotels uses agreed departmental pseudonyms • Traveller pseudonyms always used in hotel bookings • No reference to Contracting Body in hotel rate codes (HRG standard process for Government business) Special Arrangements • All bookings are made under departmental pseudonyms • Minimal reference information (traveller name, payment method, cost centre) sufficient only to generate confirmation and enable ‘pay & claim’ To protect corporate identity in the online environment, we arrange access via a private URL per Contracting Body/Booking Organisation, using corporate pseudonyms as required. Access to the tool can be IP restricted, limiting access to a controlled list of workstations.
Special Travel Needs. 2.2.1 The Contracting Body requires that the identity of the booking organisation or groups within the organisation can be anonymous to providers. This is to protect the identity of the organisation whilst the Contracting Body's staff is staying in accommodation. Xxxxxxx is fully conversant and offers covert bookings for 4 Government Clients. All Xxxxxxx Travel staff are CRB checked and contracted to adhere to Xxxxxxx’x security policy and the protection of client organisation/traveller identity. [REDACTED] There are three broad categories for managing customers requiring varying degrees of anonymity: - Traveller anonymity; - Contracting Body anonymity; - Contracting Body and Traveller anonymity. Traveller’s anonymity [REDACTED] Contracting Body’s anonymity may be accomplished in one of two different ways: [REDACTED] Xxxxxxx has worked closely with many [REDACTED] to accommodate a variety of client specific special arrangements including some of our Public Sector clients. 299 Words
Special Travel Needs. 2.2.1 The Contracting Body requires that the identity of the booking organisation or groups within the organisation can be anonymous to providers. This is to protect the identity of the organisation whilst the Contracting Body's staff is staying in accommodation. Xxxxxxx is fully conversant and offers covert bookings for 4 Government Clients. All Xxxxxxx Travel staff are CRB checked and contracted to adhere to Xxxxxxx’x security policy and the protection of client organisation/traveller identity. Xxxxxxx’x online and offline booking tools allow for the registration of pseudonyms at organisation or traveller level. Xxxxxxx works with clients to establish ‘pseudo’ email addresses, profiles and policy settings. Offline bookings are delivered via industry versions of Xxxxxxx’x online booking tool, ensuring continuity and consistency of anonymity throughout. There are three broad categories for managing customers requiring varying degrees of anonymity: - Traveller anonymity; - Contracting Body anonymity; - Contracting Body and Traveller anonymity. Traveller’s anonymity This can be assured though multiple or single ‘alias profiles’ set up by the Contracting Body’s Travel Administrator. Contracting Body’s anonymity may be accomplished in one of two different ways: 1. The Contracting Body trades under a pseudonym - the highest form of anonymity and only two Xxxxxxx Directors are aware of the organisation’s true identity. This level of anonymity carries throughout the entire trading process i.e. Xxxxxxx’x booking, finance and management systems, and client facing systems. False travel rates are shown in the online booking service and automatically recalculated in the invoice, ensuring Xxxxxxx’x staff do not even notice that the ‘Client’ is in fact a Government Department. 2. Some customers require ‘selective’ anonymity, whereby, although the identity of the organisation is known to all Xxxxxxx personnel involved with the management of the customer, that identity sometimes (on the customer’s demand) must not be revealed to the Travel Suppliers for certain bookings. Functionality within Xxxxxxx’x automated systems enables this. Xxxxxxx has worked closely with many suppliers (e.g. Accor, Thistle, Best Western) to accommodate a variety of client specific special arrangements including some of our Public Sector clients. 299 Words
Special Travel Needs. 2.2.1 The Contracting Body requires that the identity of the booking organisation or groups within the organisation can be anonymous to providers. This is to protect the identity of the organisation whilst the Contracting Body's staff is staying in accommodation.
