Privacy policy

This Privacy Policy explains how Vantage Executive Travel LLC, doing business as VANTAGE XT (“VANTAGE XT,” “we,” “us”), collects, uses, and shares personal information through www.VantageXT.com (the “Site”) and when you request a quote or consultation.

Information we collect

Information you give us when you request a quote

• Contact details: name, email address, and phone number.
• Trip details: departure and arrival cities or airports, dates, one-way or round trip, and number of passengers.
• Optional details you choose to share: flexible dates, aircraft preference, pets, special requests, and how you heard about us.

Information you give us when you book a consultation. Consultations are scheduled through Calendly, a third-party scheduling service. Information you enter there (such as your name, email, and chosen time) is collected by Calendly and shared with us. Calendly’s own privacy policy governs its handling of that information.

Information collected after you book. Once your payment is received and your trip begins processing, we collect the passenger identification and other details required for travel. Payment is made directly to the operating carrier under its written charter agreement. Before you pay, verify the payment instructions by calling the operating carrier on a phone number you have verified independently, not one taken from the same message. We do not collect payment on this Site, and we never ask for card numbers or passport details by email.

Client portal. When enabled, portal accounts are created by an authorized advisor after a phone conversation and required approval. We collect account contact information, saved travel preferences, individual trip requests and passenger details needed for travel. We store salted password hashes, not readable passwords. An essential sign-in cookie maintains your session. Staff access is limited by role. Recovery records identify the verification method and categories of facts checked, rather than the answers. Phone-change approval records retain only the old and new last four digits.

Passenger identification fields open only after the required agreement and payment checks. Identification numbers, dates of birth, issuing countries and expiry dates entered there are encrypted before storage. The owner can reveal full document details only through an action recorded in the audit log. Do not enter passport numbers, card numbers or other sensitive identification details in general trip notes.

When the HubSpot handoff is enabled, account contact information, an approved selection of preferences, itinerary details, request and progress status, and advisor follow-up responsibilities are synchronized. Passenger names, document contents, screening records, recovery answers, internal notes and free-text preferences remain in the protected portal. HubSpot receives document status only.

Information collected automatically. Our website host records standard technical information, such as IP address, browser type, and pages requested, to deliver and secure the Site. The Site does not use advertising or analytics cookies or tracking pixels.

Referral links. If you arrive through a referral link shared by a member of our team, the Site stores that referral code in your browser for up to 90 days. If you then request a quote, the code is included with your request so we can credit the team member who referred you. It is not used for advertising and is not shared outside VANTAGE XT and our service providers.

How we use information

• To respond to your request, prepare quotes, and plan, arrange, and manage your trip.
• To communicate with you about your request, your trip, and follow-up after travel.
• To keep your travel preferences on file for future trips.
• To operate, secure, and improve the Site.
• To comply with legal obligations and protect our rights.

How we share information

We share personal information only as needed to arrange your travel and run our business:

• Air carriers. By submitting a quote request, you agree that your request details may be shared with FAA-certificated air carriers to source options and arrange your flight.
• Parties needed for your travel. After booking, passenger identification and travel details are provided to the operating carrier and any other parties that need them for your travel, such as ground handlers and fixed-base operators, catering or fuel providers where arranged, and government authorities where the law requires, for example for security screening or customs.
• Service providers that help us operate, under their own privacy and security terms: our customer relationship management system (HubSpot), our website host (Netlify), and our scheduling tool (Calendly).
• Legal reasons, when required by law or to protect rights, safety, and property.
• Business transfers, if our business is reorganized, merged, or sold.

We do not sell your personal information, and we do not share it for cross-context behavioral advertising.

Your choices and rights

You can ask us to access, correct, or delete the personal information we hold about you by emailing privacy@vantagext.com. We will respond as required by applicable law. We will not discriminate against you for making a request.

Do Not Track

The Site does not track visitors across other websites, so it does not respond differently to browser Do Not Track signals.

Data retention

We keep personal information for as long as needed to provide our services, maintain your trip history and preferences, and meet legal, tax, and accounting obligations.

Security

We use reasonable administrative, technical, and physical safeguards to protect personal information. No method of transmission or storage is completely secure.

Children

The Site is not directed to children under 16, and we do not knowingly collect personal information from them through the Site. Travel arrangements for minors are made by a parent, guardian, or authorized adult.

Changes to this policy

We may update this Privacy Policy. When we do, we will post the new version on this page and change the date at the top.

Contact us

Vantage Executive Travel LLC (VANTAGE XT) Phone: +1 657 390 1074 Privacy requests: privacy@vantagext.com