Privacy Policy

This site is owned and operated by Ultramar Travel Management, Inc. (‘Ultramar Travel’). Your privacy on the Internet is of the utmost importance to us. At Ultramar Travel we want to make your online experience satisfying and safe. Because we gather certain types of information about our users, we feel that you should fully understand our policy and the terms and conditions surrounding the capture and use of that information. This privacy statement discloses what information we gather and how we use it. Please note, however, that this site may contain links to other websites. Ultramar Travel does not share your personal information with those websites and is not responsible for their privacy practices. We encourage you to learn about the privacy policies of those companies.


Users may navigate our websites without providing any information about themselves. When registering to receive information such as emails, white papers and webinars, or requesting information from Ultramar Travel via a contact form, personal information is required and we collect basic navigational information.

Additionally, Ultramar Travel gathers three types of information about users:
  • Information that users provide through optional, voluntary submissions. These are voluntary submissions to receive our electronic newsletters and/or specials, to participate in our online services, to request information from Ultramar Travel, and from participation in polls and surveys.

  • Information Ultramar Travel gathers through aggregated tracking information derived mainly by tallying page views throughout our sites. This information allows us to better tailor our content to our readers’ needs and to help our customers better understand the demographics and usage statistics of our audience. Under no circumstances does Ultramar Travel divulge any information about an individual user to a third party.

  • Ultramar Travel tracks user traffic patterns throughout all of our sites. Ultramar Travel does break down overall usage statistics according to a user’s domain name, browser type and MIME type by reading this information from the browser string (information contained in every user’s browser).


This site is not intended for or targeted at children under the age of 13, and consistent with the Federal Children’s Online Privacy Protection Act of 1998 (COPPA), we will never knowingly request personally identifiable information from anyone under the age of 13 without requesting parental consent.


Ultramar Travel may use cookies to track your browsing activity within our site only. A ‘cookie’ is a text file sent by a web server to a web browser, and stored by the browser. The text file is then sent back to the server each time the browser requests a page from the server, enabling the web server to identify and track the web browser. Cookies are not used to run programs or deliver viruses. Rather, they are set in order to remember information a site user has previously provided when the user returns to a site. You have the ability to accept or decline cookies. While most web browsers automatically accept cookies, you may modify your browser setting to decline cookies if you prefer.

In addition, Ultramar Travel may utilize cookies to enhance your online experience by remembering certain form values previously entered. Please note that these cookies do not contain such form values, but rather, are used to look up those values within our system.


Ultramar Travel offers the following free services, which require some type of voluntary submission of personal information by users:
  1. Electronic newsletters policy (Dispatches)
    We offer a free electronic newsletter to users. Ultramar Travel gathers the email addresses of users who voluntarily subscribe. Users may remove themselves from this mailing list by following the link provided in every newsletter that points users to the subscription management page. Users can also subscribe to the newsletters at the time of registration.

  2. Surveys
    Ultramar Travel may occasionally conduct user surveys to better target our content and services to our customers. We sometimes share the aggregated demographic information in these surveys with our customers and partners. We never share any of this information about specific individuals with any third party.


Ultramar Travel uses any information voluntarily given by our users to enhance their experience in our network of sites, whether to provide interactive or personalized elements on the sites or to better prepare future content based on the interests of our users.

As stated above, we use information that users voluntarily provide in order to send out electronic newsletters, utilize our travel-related services and to enable users to participate in surveys. We send out newsletters to subscribers on a regular schedule (depending on the newsletter), and occasionally send out special editions when we think subscribers might be particularly interested in something we are doing.

We use tracking information to determine which areas of our sites users like and don’t like based on traffic to those areas. We do not track what individual users read, but rather how well each page performs overall. This helps us continue to build a better service for you.

Ultramar Travel creates aggregate reports on user demographics and traffic patterns for internal users and for our customers and partners. This allows Ultramar Travel and our customers and partners to tailor our services and offerings to our user needs and requests. Ultramar Travel will not disclose any information about any individual user or newsletter mailing lists except to comply with applicable law or valid legal process or to protect the personal safety of our users or the public.


Ultramar Travel uses the above-described information to tailor our content to suit your needs and help our customers better understand our audience’s demographics. This is essential to providing the best possible service to our customers. We will not share information about individual users with any third party, except to comply with applicable law or valid legal process or to protect the personal safety of our users or the public.


Ultramar Travel operates secure data networks protected by industry standard firewall and password protection systems. Our security and privacy policies are periodically reviewed and enhanced as necessary and only authorized individuals have access to the information provided by our customers.


We give users options to unsubscribe from our communications wherever necessary and practical. Such choices include:
  • Opting not to register to receive our electronic newsletters.

  • Opting not to participate in certain interactive areas, which completely alleviates the need to gather any personally identifiable information from our user


By using this site, you consent to the collection and use of this information by Ultramar Travel. If we decide to change our privacy policy, we will post those changes on this page so that you are always aware of what information we collect, how we use it and under what circumstances we disclose it.

Ultramar Travel Management, Inc. (‘Ultramar Travel ’) respects individual privacy and values the confidence of its customers, employees, business partners and others. Not only does Ultramar Travel strive to collect, use and disclose Personal Information in a manner consistent with the laws of the countries in which it does business, but it also has a tradition of upholding the highest ethical standards in its business practices. This EU-U.S. Privacy Shield Policy (this ‘Policy’) sets forth the privacy principles Ultramar Travel follows with respect to transfers of Personal Information from the European Economic Area (‘EEA’) (which includes the twenty-seven member states of the European Union (‘EU’) plus Iceland, Liechtenstein and Norway) to the United States.


The United States Department of Commerce and the European Commission have agreed on a set of data protection principles to enable U.S. companies to satisfy the requirement under European Union law that adequate protection be given to Personal Information transferred from the EEA to the United States (the ‘EU-U.S. Privacy Shield’). The EEA also has recognized the EU-U.S. Privacy Shield as providing adequate data protection (Decision C (2016) 4176 final, 12.7.2016, Article 1 (1)). Consistent with its commitment to protect personal privacy, Ultramar Travel complies with the principles set forth in the EU-U.S. Privacy Shield (the ‘Privacy Shield Principles’) and has certified to the Department of Commerce that it adheres to the Privacy Shield Principles. If there is any conflict between the terms contained this Policy and the Privacy Shield Principles, the Privacy Shield Principles shall govern. To learn more about the EU-U.S. Privacy Shield, and to view our certification, please visit


This Policy applies to all Personal Information, including the employee information described below, received by Ultramar Travel in the United States from the EEA, in any format, including electronic, paper or verbal.


For purposes of this Policy, the following definitions shall apply:

“Agent” means any third party that collects or uses Personal Information under the instructions of, and solely for, Ultramar Travel or to which Ultramar Travel discloses Personal Information for use on Ultramar Travel’s behalf.

“Personal Information” and ‘Personal Data’ means data about an identified or identifiable individual that are within the scope of the EU-U.S. Privacy Shield, received by an organization in the United States from the EU, and recorded in any form.

“Processing” of Personal Data means any operation or set of operations which is performed upon Personal Data, whether or not by automated means, such as collection, recording, organization, storage, adaptation or alteration, retrieval, consultation, use, disclosure or dissemination, and erasure or destruction.

“Ultramar Travel” means Ultramar Travel Management, Inc.


Ultramar Travel may collect Personal Information from and about contingent workers, employees, former employees and prospective employees. Such Personal Information can include a person’s name, contact information, social security or government-issued identification number, financial information, education and employment history, information about one’s family (spouse and dependents, for example), and job performance and development. The primary purpose for collecting such Personal Information is to carry out the employment relationship, including, without limitation, payment, compensation planning and related transactions, providing and managing benefits, performance management, career development, training, staffing, considering candidates for open positions, personnel security issues, and statistical analysis.


The privacy principles in this Policy have been developed based on the Privacy Shield Principles.

NOTICE: Where Ultramar Travel collects Personal Information directly from individuals in the EEA, it will inform them about the purposes for which it collects and uses Personal Information about them, the types of third parties to which Ultramar Travel discloses that information, the choices and means, if any, Ultramar Travel offers individuals for limiting the use and disclosure of Personal Information about them, and how to contact Ultramar Travel. Notice will be provided in clear and conspicuous language when individuals are first asked to provide Personal Information to Ultramar Travel, or as soon as practicable thereafter, and in any event before Ultramar Travel uses or discloses the information for a purpose other than that for which it was originally collected.

Where Ultramar Travel receives Personal Information from its affiliates or other entities in the EEA, it will use and disclose such information in accordance with the notices provided by such entities and the choices made by the individuals to whom such Personal Information relates.

ACCOUNTABILITY FOR ONWARD TRANSFER: Ultramar Travel uses a limited number of third party service providers or Agents to assist us in providing our services to customers and/or Ultramar Travel employees. Ultramar Travel will obtain assurances from said entities that they will safeguard Personal Information consistently with this Policy. Examples of appropriate assurances that may be provided by said entities include: a contract obligating the entity to provide at least the same level of protection as is required by the relevant Privacy Shield Principles, being subject to EU Directive 95/46/EC (the EU Data Protection Directive), EU-U.S. Privacy Shield certification by the entity, or being subject to another European Commission adequacy finding (e.g., companies located in Canada). Where Ultramar Travel has knowledge that an entity is using or disclosing Personal Information in a manner contrary to this Policy, Ultramar Travel will take reasonable steps to prevent or stop the use or disclosure. Ultramar Travel acknowledges its potential liability in cases of its onward transfer of Personal Information to third parties that do not meet the standards set forth in this paragraph.

SECURITY: Ultramar Travel will take reasonable precautions to protect Personal Information in its possession from loss, misuse and unauthorized access, disclosure, alteration and destruction.

DATA INTEGRITY AND PURPOSE LIMITATION: Ultramar Travel will use Personal Information only in ways that are compatible with the purposes for which it was collected or subsequently authorized by the individual. Ultramar Travel will take reasonable steps to ensure that Personal Information is relevant to its intended use, accurate, complete and current. Ultramar Travel will only collect and store Personal Information that is relevant to fulfill the purpose of the request and will retain such information no longer than appropriate to fulfill the purpose of the request.

ACCESS: Upon request, Ultramar Travel will grant individuals reasonable access to Personal Information that it holds about them and to request limitations on how Ultramar Travel uses or discloses Personal Information about you. In addition, Ultramar Travel will take reasonable steps to permit individuals to correct, amend or delete information that is demonstrated to be inaccurate or incomplete.

RECOURSE, ENFORCEMENT AND LIABILITY: Ultramar Travel will conduct compliance audits of its relevant privacy practices to verify adherence to this Policy. Any employee that Ultramar Travel determines is in violation of this policy will be subject to disciplinary action up to and including termination of employment.

DISPUTE RESOLUTION: In compliance with the Privacy Shield Principles, Ultramar Travel commits to resolve complaints about our collection or use of your Personal Information. Individuals in the European Union with inquiries or complaints that do not involve employee Personal Information should first contact Ultramar Travel at the address given below. If you have an unresolved privacy or data use concern that we have not addressed satisfactorily, please contact our U.S.-based third party dispute resolution provider (free of charge) at

If you have a complaint involving employee Personal Information as described above, you may contact the EU data protection authority (DPA) in your country. The list of EU DPAs can be found at

Ultramar Travel agrees to cooperate with the EU DPAs and comply with the advice of such authorities with regard to employee Personal Information transferred from the EU in the context of the employment relationship.

As a last resort, privacy complaints that remain unresolved after pursuing these and other channels may be subject to binding arbitration before the Privacy Shield Panel as described in the Privacy Shield Agreement, Annex I, to be created jointly by the U.S. Department of Commerce and the European Commission.

If you have an unresolved privacy or data use concern that we have not addressed satisfactorily, please contact our U.S.-based third party dispute resolution provider (free of charge) at

U.S. FEDERAL TRADE COMMISSION ENFORCEMENT: Ultramar Travel ’s commitments under the EU-U.S. Privacy Shield are subject to the investigatory and enforcement powers of the United States Federal Trade Commission.


Adherence by Ultramar Travel to these Privacy Shield Principles may be limited (a) to the extent required to respond to a legal or ethical obligation; (b) to the extent necessary to meet national security, public interest or law enforcement obligations; and (c) to the extent expressly permitted by an applicable law, rule or regulation.


Questions or comments regarding this Policy should be submitted to Ultramar Travel by mail to:

Ultramar Travel Management, Inc.
14 East 47 Street, 5th Floor
New York, New York 10017-1905

Or by e-mail to


This Policy may be amended from time to time, consistent with the requirements of the Privacy Shield Principles. A notice will be posted on the Ultramar Travel web page ( for 60 days whenever this Privacy Shield Policy is changed in a material way.

APPLICATION DATE: September 14, 2016

Participant Shield List