BUSINESS TRAVEL POLICY OF THE WORKTRIPS PLATFORM
1. Purpose of the policy
The purpose of this Business Travel Policy (“Worktrips Travel Policy”) is to establish uniform, transparent, and market‑standard rules governing the organization of business travel carried out through the Worktrips Platform.
The Worktrips Policy supports Platform Partners in:
- optimizing business travel costs,
- ensuring traveler safety (Duty of Care),
- complying with legal requirements and industry standards,
- automating booking and expense‑management processes.
2. Scope of the Policy
This Policy concerns the general rules for using the Worktrips Platform.
Additionally, a Platform Partner may:
- include within the Platform a link to its own business travel policy (“Partner Policy”),
- technically implement its own business travel policy within the Worktrips Platform,
- modify specific elements of that policy (such as limits, travel classes, approval flows, and other settings).
3. Glossary of Terms
For the purposes of this Business Travel Policy, the following terms shall have the meanings specified below:
Partner Administrator – A person designated by the Partner (employer) who is authorized to manage user access, permissions, and configuration of the Worktrips Platform on behalf of the Partner.
Personal Data – Any information relating to an identified or identifiable natural person, within the meaning of Article 4(1) of the GDPR.
Travel Service Provider – A third‑party entity that provides transportation, accommodation, or other travel‑related services (including, in particular, airlines, rail operators, hotels, and car rental companies) with which Worktrips cooperates for the purpose of fulfilling reservations.
Personal Corporate Card – A payment card issued personally to an Employee by the employer or by a financial institution acting on behalf of the employer, intended for covering business travel expenses.
Partner – An entity that is a party to an agreement with Worktrips, in particular an employer delegating employees to business travel.
Partner Coordinator – A person designated by the Partner who is authorized to make business travel reservations on behalf of Employees and other travelers, and to access reservation data within the scope defined by the Partner.
Worktrips – An entity providing business travel management services, including making the Worktrips Platform available and fulfilling reservations for travel services in accordance with user instructions.
Worktrips Platform – An IT system made available by Worktrips, enabling the planning, booking, management, and settlement of business travel.
Business Travel – A trip undertaken by an Employee or other authorized person in connection with fulfilling duties on behalf of the Partner, in accordance with applicable laws and the Partner’s internal regulations.
Business Travel Policy – This document, which defines the rules for planning, booking, carrying out, and settling business travel conducted using the Worktrips Platform.
Partner Policy – A document created by the Partner that defines the rules for planning, booking, carrying out, and settling business travel in accordance with the Partner’s internal regulations and operational processes.
Employee – A person who has an employment relationship or other legal relationship with the Partner and is authorized to use the Worktrips Platform for the purpose of conducting business travel.
User Profile – An individual account created within the Worktrips Platform, assigned to a specific user, containing data necessary for executing reservations, including contact information, travel preferences, and authorization details.
Reservation – An action performed through the Worktrips Platform consisting of selecting and confirming a transportation, accommodation, or other business‑travel‑related service.
GDPR – Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data.
User Permissions – The scope of actions that a user is allowed to perform within the Worktrips Platform, including making reservations, modifying reservations, cancelling reservations, and executing payments.
User – A natural person who has access to the Worktrips Platform, in particular an Employee, Partner Coordinator, or Partner Administrator.
User Consent – A voluntary, specific, informed, and unambiguous indication of the user’s wishes—expressed in particular through actions performed within the Worktrips Platform—regarding the processing of personal data or the execution of payments using a corporate card.
Chapter I – RULES OF USING THE PLATFORM
1. Roles and responsibilities
1.1. Worktrips
- provides access to the booking platform,
- integrates with service providers (GDS, airlines, hotels, and others),
- delivers tools enabling enforcement of the Partner Policy,
- acts as an independent controller of personal data.
1.2. Partner (Employer)
- defines internal business travel rules,
- sets budgets and approval levels,
- covers the costs of business travel.
1.3. Platform User
- makes reservations in accordance with the applicable Worktrips Policy,
- is responsible for the accuracy of the data provided and the justification of the trip, in line with the Partner’s Policy guidelines.
2. User Permissions on the Platform
The Platform enables different roles depending on the permissions granted:
- traveler,
- booker (coordinator),
- approver,
- Partner administrator.
The scope of permissions is defined by the Platform Partner.
3. Travel Planning and Approval
A business trip should have a justified business purpose and be planned in advance.
Worktrips Platform may support:
- bookings without the approval requirement,
- bookings requiring approval,
- automatic compliance rules (policy compliance).
4. Booking Rules
4.1. Air Transport
The Platform displays:
- available offers from full‑service and low‑cost airlines,
- preferred fares for long‑haul and short‑haul flights,
- indicators showing options “compliant with the policy” and “non‑compliant with the policy.”
4.2. Rail Transport
The Platform displays:
- available rail connection options,
- cost limits for connections,
- selection of travel class in accordance with the Partner’s Policy,
- indicators showing options “compliant with the policy” and “non‑compliant with the policy.”
4.3. Accommodation
The Platform displays:
- available refundable and non‑refundable hotel offers,
- preferred hotels,
- hotels with negotiated rates,
- application of price limits,
- indicators showing options “compliant with the policy” and “non‑compliant with the policy.”
5. Costs and Settlements
Worktrips Platform may support:
- central settlements with the Partner,
- reporting of travel expenses,
- use of the company payment card (Chapter II).
The User is obligated to manage costs in a reasonable manner, in accordance with the Partner’s Policy.
6. Changes and Cancellations
Bookings changes should be:
- performed immediately,
- carried out in a manner that minimizes costs.
Bookings cancellations should be:
- made in accordance with the fare conditions,
- carried out in a manner that minimizes costs.
7. Security and Duty of Care
The Worktrips Platform may support:
- travel location (traveler tracker),
- crisis communication (notifications, Sherpa),
- safety alerts (notifications, Sherpa, warnings).
Partner determines the scope of the Duty of Care functions.
8. Personal data protection
Personal data are processed:
- solely for the purpose of organizing travel,
- in accordance with the GDPR and the Worktrips Privacy Policy.
Worktrips:
- is the independent data controller,
- transmits data only to authorized providers.
9. Compliance with the Partner’s Policy (Compliance)
The Platform enables:
- reporting of bookings that are compliant and non‑compliant with the Partner’s Policy,
- reporting of data related to a given trip (cost center, services, dates, participants, etc.),
- reporting in accordance with the approval flow.
The Partner determines the consequences of violations of the Partner’s Policies.
Chapter II – PAYMENTS WITH A COMPANY CARD LINKED TO THE USER PROFILE
1. Linking the user profile with the company card
The Worktrips Platform enables the linking of a user (Employee) profile with:
- a personalized company payment card (debit or credit),
- issued by a bank or financial institution cooperating with the employer.
Linking the card with the User’s profile:
- is carried out at the request of the user or in accordance with the client’s policy,
- may be completed exclusively by the user themselves within the platform,
- is performed in a manner that complies with security requirements (data tokenization).
Worktrips Platform does not store full payment card details, but only:
- the card token,
- card identification data in a limited scope (e.g., the last 4 digits, expiration date).
2. Scope of use of the company card
The Partner (employer) is the party to the transaction and the entity purchasing the services, while the user acts as a person authorized to use the personalized company card.
The linked company card may be used for:
- paying for transportation bookings (flights, rail, and other means of transport),
- paying for accommodation bookings,
- other services available on the Worktrips Platform, in accordance with the Partner’s Policy.
Use of the card is permitted only:
- for business‑related travel;
- in accordance with the Partner’s applicable Policy;
- for bookings made and approved within the platform.
3. User consent for charging the business card
By linking a business card to their profile, the user grants consent for charging the card to settle amounts due for confirmed bookings made through the Worktrips Platform.
The user acknowledges that, once consent is granted, the card may be charged automatically—without the need to confirm each individual transaction—to the extent resulting from approved bookings.
The consent includes, in particular:
- charging the card at the moment a booking is confirmed;
- charges resulting from changes or cancellations of bookings (e.g., cancellation fees);
- additional fees arising from suppliers’ fare conditions.
The consent is:
- voluntary,
- specific,
- informed,
- unambiguous, and is expressed through:
- selecting the appropriate checkbox,
- accepting the content of the Worktrips Policy within the platform.
The Platform records the fact of granting consent, including:
- the date and time,
- the user identifier,
- the scope of the consent.
4. Withdrawal of Consent and Card Removal
The user may, at any time, remove the linked card from their profile.
Removing the card is equivalent to withdrawing consent for its further use with respect to future charges.
Withdrawal of Consent by Removing the Card:
- does not affect charges already processed;
- does not apply to previously confirmed and non‑cancelled bookings that have already been paid for or are in the process of settlement in accordance with the Partner’s procedures.
Card Removal:
- prevents the execution of any further payments using this card within the Worktrips Platform;
- does not prevent the performance of business travel; the method of settling subsequent bookings follows the Partner’s configuration and rules.
5. Liability and Settlement Rules
Charges to the Business Card:
- are executed in accordance with the terms of the agreement between the employer and the bank;
- remain part of the settlement process between the employer and the user.
Worktrips:
- acts as a technical intermediary for payments;
- does not bear responsibility for the employer’s decisions regarding the rules for using business cards;
- processes card charges after the booking has been approved and confirmed by the service provider (status “Booked” in the platform).
6. Data Protection and Payment Security
The processing of payment card data is carried out:
- in accordance with the GDPR;
- in accordance with the PCI DSS standard;
- using the certified payment provider Przelewy24.
Access to Information on Card–Profile Linking:
- is granted only to authorised individuals;
- is limited to the necessary scope.
Consent Clause
“I consent to linking my personal business payment card with my user profile in the Worktrips Platform, and to the automatic charging of this card for amounts arising from approved and confirmed bookings made through the platform, including fees for changes or cancellations of bookings, in accordance with the applicable Worktrips Terms & Conditions.”
Chapter III – FINAL PROVISIONS
This Worktrips Regulation constitutes the standard rules for using the Worktrips Platform.
The Partner holds the ultimate responsibility for implementing the principles of their own policy.
The Worktrips Platform provides the technical tools necessary to enforce it.
