Data protection at Voya

Data protection is a top priority at Voya. From the careful selection of subcontractors and business partners to technical and organisational measures (TOMs) and employee training/sensitisation, Voya takes data protection seriously.

Here you will find all important information on the subject of data protection. 

1. Our official documents & information

a) Our privacy policy

You can read our current privacy policy here: Voya Data protection information

b) Our data protection representative 

David Oberbeck certified data protection representive (TÜV)

DATENSCHUTZKANZLEI Herting Oberbeck Datenschutz GmbH
Hallerstraße 76 20146 Hamburg, Deutschland 
Tel.: [phone]
E-Mail: [e-mail]  

c) Order processing contract (AVV)

Depending on the use of Voya (Voya Portal, Travel Expenses module) and the type of assignment, we are either a direct, indirect subcontractor of a processor of your travel agency or a directly assigned processor.

• Voya Portal & Other Voya Services (excl. Travel Expenses module): In case you have concluded your contract for the use of the Voya Portal with your travel agency, the use of the Voya Portal as well as other Voya services (excl. Travel Expenses module) is regulated in your GCU with your travel agency. If you have any questions, please contact your travel agency directly. 
  In case you do not have a direct contract with a travel agency, an AVV will be concluded between you as the client and us as the contractor (see module travel expense report). 

• Travel expense module: For the travel expense module, an AVV is always concluded between you as the customer (client) and us as the processor (contractor). If you have any questions, please contact us directly. 

2. How does Voya ensure the security of my data? 

a) Technical Organisational Measures (TOMs)  

If personal data is transmitted via our product or our website, Voya takes technical and organisational measures to protect it. The measures are continuously developed with the help of our data protection officer. 

Technical measures to protect data include recording access to the IT system and separating client data (multi-client capability). Organisational measures include, for example, the use of complex passwords, regulations on access authorisation to the office rooms, measures to secure the office rooms. 

You can find more details in our TOMs List.

b) Careful selection of partners & subcontractors 

We carefully select all our partners with whom we work. The same applies to the subcontractors we use. It is essential for us that the data protection precautions of the companies convince us. Our subcontractors are regularly audited in accordance with the legal regulations on data protection.  

c) Definition of user roles

Through the role distribution functions , Voya makes it possible to restrict access rights to personal data depending on the type of user.  This ensures that only the users of a company have access to personal data such as travel history information or the employee email address, which they are also allowed to see. 

3. What data does Voya process? 

a) General information on the purpose of the processing

In general, we process personal data to fulfil our contractual obligations as a processor. The processing of the data is necessary for you to be able to use our Voya services, such as booking your trips or submitting your travel expenses (when using the travel expense module) via our platform.

b) Categories of data subjects

Employees, customers, travellers of the principal

c) Nature of the personal information

• Voya Portal:  Name, contact details, ID and passport information, travel data, usage data, receipts, birthday, chat messages, bank data, payment data, cost centre, personnel information, company no., contract information.
• Travel expense module: Name, contact data, company no., travel data, travel itinerary information, travel documents, receipts, invoice information of other travel receipts (parking, taxi, etc.), usage data, travel itinerary information, flat rate settlement (meals, accommodation), bank data, payment data, cost centre, personnel number, contract information.

You have questions about data protection regarding our Voya services? Write us at [e-mail]. 

Note: The information provided here is not legally binding.