Privacy Policy

Last Updated: 22/04/2026

Your privacy matters to us. SwiftResponse, operated from 1140 Crosspointe Lane, Suite 8, Webster, New York 14580, is committed to keeping the information of our clients, crew members, partner organizations, and website visitors safe and protected.

This Privacy Policy covers what information we collect, why we collect it, how we use and protect it, and what rights you have as someone who uses our platform at swiftresponsetravel.com or works with our services. Using our platform means you agree to what is described here. If you are not comfortable with any part of it, please do not use our services.

What Information We Collect

We collect information in a few different ways depending on how you interact with us.

When you reach out or sign up directly, you may share your name, job title, and company name, your email address and phone number, deployment details like your location, arrival dates, and the number of hotel rooms your crew needs, billing and payment information processed securely through third-party providers, messages sent through our contact form, and how you found out about SwiftResponse.

Some information is collected automatically when you use the platform. This includes your IP address, browser type, and device details, the pages you visit and how long you spend on them, cookies and similar tools, and log data generated during your session.

We also receive information from third parties. Hotel partners may share booking confirmations and folio data connected to your crew. Partner agencies may provide crew rosters and contact details to support active deployments.

How We Use Your Information

The information we collect is used to keep things running smoothly on our end. We use it to process hotel bookings and crew assignments, send out automatic SMS and email notifications so crew members know where they are staying, maintain real-time tracking and status updates through the dashboard, and coordinate lodging, and logistics throughout the full length of a deployment. We also use it to handle billing and folio processing after an event ends, respond to support requests and general questions, improve how the platform works over time, meet any legal requirements we are subject to, and protect the platform from fraud or unauthorized use.

We do not sell your personal information to anyone for marketing purposes. What we collect stays within SwiftResponse and is only used to keep the platform running and make it better.

How We Share Your Information

We share information only when there is a real reason to do so. Hotel partners receive the booking details, crew names, arrival and departure dates, and room requirements needed to confirm and complete reservations. Third-party service providers such as SMS and email tools, payment processors, and analytics platforms receive only what they need to do their job and are required to keep it confidential. Your coordinators and authorized team members within your organization also have access to relevant information for day-to-day operational oversight.

There are situations where we may need to share information for legal reasons, such as responding to a court order, a government request, or to protect the safety of our users. If SwiftResponse is ever part of a merger, acquisition, or asset sale, user data may be passed to the new entity with the same level of privacy protections in place.

How We Protect Your Data

We take protecting your data seriously. All data transmission is encrypted using HTTPS and TLS protocols. Access to data is limited to authorized personnel only. We carry out regular security audits and vulnerability checks, and we use trusted third-party payment processors. We do not store full credit card numbers on our servers.

That said, no digital system is completely without risk. We strongly recommend keeping your login credentials private and getting in touch with us immediately if you ever suspect that your account has been accessed by someone else.

How Long Do We Keep Your Data

We keep your personal information for as long as it is genuinely needed to deliver our services, stay compliant with the law, and resolve any disputes that may come up. Deployment records, hotel folios, and crew assignment data are kept in line with our contractual and legal obligations. When that period ends, the data is either securely deleted or anonymized. You can request deletion of your data at any time, keeping in mind that some information may need to be retained for legal or contractual reasons.

Cookies and Tracking

Our website uses cookies and similar tools to help the platform work better for you. Essential cookies keep the basic functions of the site running and cannot be switched off. Analytics cookies help us see how people are using the site so we can keep improving it. Preference cookies remember your settings from one visit to the next.

You can adjust your cookie preferences through your browser settings, though turning some of them off may change how certain parts of the platform behave. We do not use advertising or behavioral tracking cookies.

Your Rights

Depending on where you live, you may have a number of rights over your personal data. You can ask for a copy of the information we hold about you, request corrections to anything that is wrong or incomplete, ask us to delete your data, request it in a portable format, object to certain ways we process it, and opt out of non-essential communications whenever you like.

To make any of these requests, reach out to us at info@swiftresponsetravel.com and we will get back to you within 30 days of verifying your request.

Third-Party Links

From time to time, our website may link to third-party sites, hotel booking portals, or partner platforms. Those sites run under their own privacy policies and we have no control over how they handle your data. We recommend reading the privacy policy of any external site you visit from a link on our platform.

Children's Privacy

SwiftResponse is a business platform built for professionals and organizations. We do not knowingly collect personal information from anyone under the age of 18. If we find out that a minor's data has ended up on our platform, we will remove it as quickly as possible. If you believe this has happened, please reach out to us right away.

Updates to This Policy

We will update this policy when our practices, technology, or legal requirements change. When something significant is updated, we will change the date at the top of this page and notify active users by email where it makes sense to do so. Continuing to use SwiftResponse after an update is posted means you accept the changes. It is worth checking back on this page every now and then to stay informed.

Contact Us

If you have questions or concerns about this Privacy Policy or how your information is handled, we would be happy to hear from you.

SwiftResponse 1140 Crosspointe Lane, Suite 8 Webster, New York 14580 Email: info@swiftresponsetravel.com Phone: (585) 209-0034 ext 706 Direct: (585) 450-0940