Your privacy is very important to Qatar Executive, a branch of the Qatar Airways Group, and we understand how important it is to you. We want you to feel safe when visiting our website www.qatarexec.com.qa (our "Website") or using our services and are committed to maintaining your privacy when you do. We require our employees, suppliers and partners to maintain confidentiality in accordance with applicable data protection laws.
This Privacy Notice can be changed over time to comply with law or to meet our changing business requirements. The most up-to-date Privacy Notice can be found on our website. We will inform you appropriately of any relevant changes to this Privacy Notice.
For the purposes of the General Data Protection Regulation (“GDPR”), the “Controller” is Qatar Executive W.L.L., a Qatari limited liability company with its registered office at Qatar Airways Tower 3, Third Floor, PO Box 22550, Doha, State of Qatar (from now on referred to as "Qatar Executive", "we", or "us").
Qatar Executive has adopted an “opt-in” policy where you can decide whether you would like to receive our newsletters and offers. You may submit a request to withdraw your consent at any time by contacting Qatar Executive as stated in paragraph 10.
By "Personal Data" we mean any information relating to an identified or identifiable natural person.
3. WHEN DOES THIS PRIVACY NOTICE APPLY?
This Privacy Notice applies to the processing by Qatar Executive of all Personal Data (including those of your representatives) we gather or use in connection with your relationship with us as a customer or potential customer of our airline, when you use our Website, services provided by us or others acting on our behalf (including when you travel with us) and when you interact with us. We will only use your Personal Data in accordance with this Privacy Notice.
4. WHO IS RESPONSIBLE FOR YOUR PERSONAL DATA?
4.1 Qatar Executive is responsible for the processing of all Personal Data described in this Privacy Notice. In this Privacy Notice we explain what Personal Data we process and for what purposes, and to which persons or entities the Personal Data will be provided.
4.2 Our Website may contain links to enable you to visit third-party websites, mobile sites and mobile applications which are governed by their own privacy policies. Please note that we do not have any control over these and are not responsible or liable for the protection and privacy of any information that you provide whilst visiting those sites.
5. HOW WE COLLECT AND RECEIVE PERSONAL DATA
5.1 We may collect and receive Personal Data directly from you, or from your authorised representative(s) or third parties (e.g. broker). We may also collect Personal Data of your relatives or principal where you disclose Personal Data on their behalf, including when you:
(a) use any of our services, including when we provide you with aircraft charter, aircraft management or aircraft maintenance services, catering, fixed-based operator VIP services or special charter arrangements;
(b) use or access our Website, particularly when completing the "passenger details" section during the course of a request;
(c) communicate with us such as by email, telephone or via social media platforms.
5.2 We may also collect your Personal Data through our Website and other channels including our airport operations, third party providers or subcontractors where you have consented to providing your Personal Data to them or where we subcontract them to assist us in providing services to you.We may also collect your Personal Data from publicly available sources.
5.3 Where you disclose Personal Data on behalf of another person, you undertake and will ensure that the individual whose Personal Data is supplied to Qatar Executive has authorized the disclosure, is informed of and consents to processing of their Personal Data in accordance with this Privacy Notice. Where the disclosure is in respect of a child’s Personal Data, you may only do so as the parent or legal guardian of that child.
6. WHY DO WE USE YOUR PERSONAL DATA?
6.1 When you interact with Qatar Executive (online or offline)
For answering your questions or responding to your complaints or requests
(a) What does this mean? If you get in touch with us in person, through our reservations, by email, by telephone, through social media, or via your authorised representative for the purposes of the relevant enquiry, your Personal Data is collected only to the extent necessary to reply to and answer your question and to respond to your complaints or requests (e.g., to assist you in processing a transaction, to provide technical assistance).
(b) What are our legal grounds for doing this? We will process your Personal Data based on the performance of our contract, with you (e.g. aircraft charter, aircraft management and maintenance services contract) or in our legitimate business interests in providing customer care to you based on your request.
(c) Which Personal Data do we use for this purpose? We will use your name, contact details, email address, country of residence, date of travel, origin, destination, your correspondence with Qatar Executive about your question, complaint or request, and all other Personal Data necessary to respond to you. We may monitor or record our phone conversations for training and customer service purposes. When you contact us via social media, depending on the communication channel you have chosen to connect with us, we will use Personal Data you supply which may include your (user) name, address, email address and gender.
6.2 FOR THE DEVELOPMENT AND IMPROVEMENT OF OUR PRODUCTS AND/OR SERVICES
(a) What does this mean? It is important for us to continue to provide you with our award winning services and uphold the Qatar Executive brand. In order to achieve this, we use your Personal Data so that we can assess, analyse and improve our services to you.
For this purpose, we keep track of how often you visit our Website, which pages you click on and if you request services through our Website.
(b) What are our legal grounds for doing this? We will process your Personal Data based on the performance of our contract with you (for example aircraft charter, aircraft management and maintenance services contract) or in our legitimate business interests in enhancing our services to you.
(c) Which Personal Data do we use for this purpose? For this purpose, we use your personal details such as your home address and email address, name, date of birth, payment and credit information, and any correspondence with us. In addition, we use the Personal Data you entered into the Website and the technical data from your device such as its IP-address, the pages you visited on our Website, your click-through and surf behaviour and the length of your session.
6.3 WHEN YOU TRAVEL WITH US OR USE OUR ANCILLARY SERVICES
(i). For the assessment and acceptance of a customer
(a) What does this mean? When you contact Qatar Executive, your Personal Data will be processed for assessment and acceptance purposes. This includes, confirming and verifying your identity or that of your authorised representative(s), verifying your identity at the security checkpoint and confirming your Personal Data at the check-in, during boarding or disembarkation, (i.e. security screening) and baggage screening.
Qatar Executive will also process your Personal Data for other administrative and regulatory purposes such as due diligence and transportation security screening against publicly available government and/or law enforcement agency sanctions lists.
Qatar Executive may also use and disclose your Personal Data to persons who have been validly identified as being you or your authorised representative(s) pursuant to our then-current security procedures for the purpose of the relevant transaction or enquiry
Where you request medical clearance or conditional acceptance to assess your fitness to travel prior to your flight, you will be required to consent to and authorize the attending doctor to disclose necessary medical information to Qatar Executive and its commissioned medical advisors. This information will be solely used for the purpose of determining your fitness to fly on your booked flights.
(b) What are our legal grounds for doing this? We will process your Personal Data based on the aircraft charter contract with you or your broker with us and applicable legal obligations and regulatory requirements.
(c) Which Personal Data do we use for this purpose? For this purpose, we process your contact details such as your postal address and email address, visas, personal
details such as your name and date of birth, payment and credit information and details of your correspondence with us.
We will also process the Personal Data of those passengers travelling on the same flight with you in a similar manner.
If needed for the assessment of your fitness to fly, Qatar Executive processes medical information.
(ii). For the performance of a contract
(a) What does this mean? When you enter into an aircraft charter contract or when you travel with us, we process your Personal Data for administrative purposes such as for facilitating your bookings and business charter or airline charter arrangements. When you use fixed-based operators we process your Personal Data to conduct security transportation identification and screening requirements required by those fixed-based operators and imposed upon airlines.
When entering into an aircraft management or maintenance contract, we process your Personal Data for administrative purposes.
By using our services, our Website and by providing any Personal Data to us, you agree to your Personal Data being sent to and processed in countries outside of your country of residence, and for individuals resident in the European Economic Area ("EEA"), this includes transfers outside of the EEA. Some of these countries may not have data protection laws that provide an equivalent level of data protection as the laws in your country of residence. Please refer to Clause 8 of this Privacy Notice for more details.
(b) What are our legal grounds for doing this?
We will process your Personal Data based on the performance of our contract with you or the company you represent. If you provide Personal Data on behalf of someone else (e.g., making a booking on behalf of an adult, child or your client), you enter into an aircraft charter contract on behalf of that individual.
(c) Which personal data do we use for this purpose?
We process the personal details of the representative of the charterer and the passenger’s personal details such as name, date of birth, gender, nationality, country of residence, home address and email address, telephone number, payment and credit information, order history and other data stored in our customer, supplier and business partner databases in relation to that aircraft charter contract with you and any other contracts you have entered into with any entity of the Qatar Airways group of companies.
When entering in an aircraft management or maintenance contract we process your name as company representative, role and contact details.
(iii). In the event of an emergency
(a) What does this mean? In the event of an emergency, Qatar Executive will be required to provide emergency response services and share your Personal Data and that of your emergency contact(s), with emergency responses providers and authorities.
(b) What are our legal grounds for doing this?
We will process your Personal Data based on the performance of our contract with you, the protection of your vital interests and our legal obligation to comply with the applicable laws.
(c) Which Personal Data do we use for this purpose?
For this purpose, we process your name, address, telephone number, gender, nationality, passport number and the Personal Data of the emergency contact(s) that you named while making your booking or charter request.
6.4 FOR ORGANISATIONAL ANALYSIS AND DEVELOPMENT, INTERNAL MANAGEMENT, ORGANISATION REPORTING, AND ACQUISITION AND DIVESTITURES
(a) What does this mean? We process your Personal Data to benefit the performance and organisation of our business and our management reporting and analysis. This includes general management, order management and management of Qatar Executive assets.
We also process your Personal Data to assist with internal management. Examples of this include providing central processing facilities in order to work more efficiently, conducting audits and investigations, implementing business controls, and managing and using customer, supplier and business partner directories.
We also process your Personal Data for finance and accounting, archiving and insurance purposes, legal and business consulting and in the context of dispute resolution.
We may use Personal Data to create management reports in the context of mergers, acquisitions and divestitures and in order to manage such transactions and to analyse Qatar Executive’s business. To ensure the security of your Personal Data, our analysis reporting is aggregated and anonymized and we require our employees, suppliers and partners to maintain confidentiality in accordance with applicable data protection laws.
(b) What are our legal grounds for doing this? We will process your Personal Data based on the performance of our contract (e.g. aircraft charter, aircraft management and maintenance services contract) with you or in our legitimate business interests in maintaining the expected service levels to you.
(c) Which Personal Data do we use for this purpose? For this purpose, we process your contact details such as your home address and email address, personal details such as your name and date of birth, payment and credit information, payment and order history, data generated during the performance of the agreement between you and Qatar Executive and any correspondence with Qatar Executive.
6.5 For compliance with law and to monitor and investigate compliance
(a) What does this mean? Qatar Executive is required to comply with certain legal obligations and monitors its Website and IT systems to check compliance with Qatar Executive’s and Qatar Airways Group’s internal policies and regulations. During monitoring activities, your Personal Data can be accessed and viewed Qatar Airways Group IT systems personnel or by third party regulators or government authorities.
(b) What are our legal grounds for doing this? We will process your Personal Data based on:
i. our legitimate business interests in maintaining adherence to our company policies and the standards which we uphold for our employees, suppliers and partners;
ii. our legal obligation to comply with laws and regulations which are applicable to the airline industry or to specific geographic locations. Please refer to Qatar Airways’ Conditions of Carriage for further details.
(c) What Personal Data do we use for this purpose?
For this purpose, any Personal Data that is stored on Qatar Executive IT systems can be accessed and viewed by Qatar Airways Group IT systems personnel for compliance purposes. The Personal Data that is accessed and viewed will not be stored for compliance purposes, unless we need them to further investigate potential non-compliant behaviour or in the course of legal proceedings.
8. WHO HAS ACCESS TO YOUR PERSONAL DATA?
8.1 Access to your Personal Data within Qatar Airways Group
As a member of a global organisation, data we collect may be transferred internationally throughout the Qatar Airways Group.
Qatar Executive may disclose your Personal Data to any member of the Qatar Airways Group for business purposes, for administrative purposes to provide an overview of your contacts and contracts with the Qatar Airways Group, and in order to offer you a complete package of services and products.
We may send the Personal Data stored in this Website to countries whose data protection laws may not be as extensive as those in the EEA. However, we will take appropriate steps to ensure the same level of protection for the processing carried out in such countries as within the EEA. Qatar Airways employees are authorised to access Personal Data only if necessary to serve the applicable purpose and to perform their jobs.
8.2 Access to your Personal Data by third parties
When you make a charter booking or we execute an aircraft management or maintenance service contract, we use support and other functions which may require the transfer of your Personal Data to and from countries outside of your country of residence that may be processed and stored by relevant third parties to provide you with the arrangements you require.
In order for you to travel, we may be required to disclose certain of your Personal Data in the following cases:
(a) to you or those acting on your behalf such as brokers or charterer companies. Where local regulations require, we may obtain your consent in writing for the purpose of allowing anyone else to act on your behalf;
(b) to third parties including service providers to provide a service to, or perform a function for, us or who are otherwise appointed by us in connection with the services we offer you including those who are acting as our agent or sub-contractors, including, without limitation, ground handling service providers, VIP passenger assistance providers, medical assistance providers, caterers, limousine companies and hotels, and our legal and other professional advisors;
(c) to third parties in connection with a proposed or actual financing, securitization, insuring, merger, restructure, sale, acquisition, assignment or other disposal of all or part of our business or assets or the assets of any Affiliate or to anyone whom we may transfer our rights and/or obligations for the purposes of evaluating and performing the proposed transaction;
(d) to third parties, including law enforcement officials, law courts and government and regulatory authorities: (a) if we believe disclosure is required by any applicable law, regulation or legal process (such as to respond to subpoenas or judicial orders); or (b) to protect and defend our rights, or the rights or safety of third parties, including to defend against legal claims;
(e) to customs, border control, security, anti-terrorism and immigrations authorities in Qatar, the EEA and in other countries, which require by law access to booking and travel itinerary information including Advanced Passenger Information (passport and associated Personal Data) (“API”) for all passengers prior to your travel and upon their request in accordance with the law; and
(f) where you have made a booking, to passengers travelling under the same booking as you.
Organisations that are based outside of the EEA may not be subject to the same level of controls in regard to data protection as exist within the EEA. When third parties are given access to your Personal Data, we will take the required contractual, technical and organisational measures to ensure that your Personal Data is only processed if necessary for the relevant purpose. We use reasonable efforts to ensure that third parties will only process your Personal Data in accordance with applicable law (e.g. via data processing agreements as set out in paragraph 8.3).
Please note that third parties have their own privacy policies. We suggest that you review those policies if your travel plans include third party services.
8.3 The use of your Personal Data by our data processors
When a third party processes your Personal Data based on Qatar Executive’s instructions, it acts as a data processor. We enter into an agreement with the relevant data processor for the processing of your Personal Data. In this agreement, we include obligations to ensure that your Personal Data are processed by the data processor solely to provide services to us and to ensure that the processor has adequate safeguards in place and complies with the applicable data protection laws.
9. HOW DO WE KEEP YOUR DATA SAFE?
(a) Safeguards Qatar Executive has taken adequate safeguards to ensure the confidentiality and security of your Personal Data. We are committed to ensuring that your Personal Data is secure. In an effort to prevent unauthorised access to, or disclosure of, your Personal Data, we have put in place physical, technical, and administrative safeguards to protect your Personal Data against accidental or unlawful destruction or accidental loss, damage, alteration, unauthorised disclosure or access, as well as all other forms of unlawful processing (including, but not limited to, unnecessary collection) or further processing. In order to protect the security of your information, where necessary we use encryption technology when collecting or transferring Personal Data.
Although we use reasonable and appropriate efforts to protect your Personal Data we cannot guarantee the security of your Personal Data transmitted to our Website via internet or similar connection.
(b) Children Except for required passenger details, we do not intentionally gather Personal Data about children. We are not able to identify the age of persons who access and use our Website. If you believe we have inadvertently collected Personal Data about your child or if the child has provided us with Personal Data without parental or guardian consent, the parent or guardian should contact us and we will erase the Personal Data.
(c) Retention We will retain Personal Data for as long as it is necessary to fulfil the purpose for which it was collected, the legal or business purposes of Qatar Executive as described in this Privacy Notice and in line with our data retention policies, or as required by relevant laws.
When erasing Personal Data, we will take commercially reasonable and technically possible measures to make the Personal Data irrecoverable or irreproducible in accordance with the applicable laws.
10. CONTACT US – UNSUBSCRIBING FROM NEWSLETTERS
If you no longer want to receive our newsletters you can raise an unsubscribe request via the Contact Us page on our website.
It may take up to 30 working days to process your request and to update our systems to remove your email address from our mailing list.
After processing your request, Qatar Executive will not send you any further newsletters and you will be marked as unsubscribed in our mailing list.
11. CONTACT OUR DATA PROTECTION OFFICER
You can request access, correction, restriction, or removal of your Personal Data that Qatar Executive processes about you at any time by sending a request via the Customer Service Contact Us page of our Website. In certain circumstances you will also have the right to data portability, meaning that you have the right to receive your Personal Data in a structured, commonly used and machine-readable format to transmit your Personal Data to another controller.
We will not charge a fee to respond to your request unless the request may be deemed as manifestly unfounded or excessive. Any request must include the following information: your name and address and any other information which may identify you.
Upon your request, we will make reasonable efforts to revise any information that is incorrect, or update or change your information or preferences, as permitted by law. It may take several weeks to implement the changes.
If you feel that we do not comply with applicable privacy rules you have the right to lodge a complaint with a competent data protection authority. Should you have any questions about the processing of your Personal Data or this Privacy Notice, please contact:
Qatar Airways Group
Qatar Airways Tower 1
PO Box 22550
Doha, State of Qatar
Attention: Data Protection Officer
To send an email to our Data Protection Officer regarding the processing of your Personal Data click here.
The leading provider of jet aircraft charter services in the Middle East and around the world.