KDS Neo and your data
What is KDS Neo?
KDS Neo, developed and operated by Klee Data System, allows you to organize and manage
your business trips, comply with your company’s travel policy of your company, store your
travel profile and preferences, and manage your expenses. You can access KDS Neo through
a website or using a dedicated mobile application.
What is Klee Data System’s role?
You have access to KDS Neo as part of your company’s business travel program. Klee Data
System (KDS) is service provider to our corporate client, who is either your employer or
travel sponsor, or the travel management company they work with to manage business travel.
Under the terms of data protection law, that means that KDS is a data processor, and there is
another data controller who determines how your personal information is collected, used and
shared.
The privacy and data protection notices that apply to your company’s travel management
program apply to your use of KDS Neo. You can find out who your data controller is, and
find out how to access their legal data protection notices, by visiting the Resources tab on
KDS Neo.
KDS shares the information in this document to explain how your personal data may be
collected, used and shared specifically through the KDS Neo platform. For a full accounting
of the legal data protection and privacy terms applicable to your travel information, please be
sure to refer to the information provided by your data controller.
How does KDS Neo handle personal data?
The personal data that you provide or that is collected through KDS Neo is collected, used
and shared for the purposes outlined in the privacy notice shared by your data controller. KDS
processes this personal data only to:
• provide online travel and expense tools to you, your employer and your travel
management company,
• operate, improve and troubleshoot the KDS Neo platform.
Your profile
KDS Neo stores a travel and expense profile that is used to authenticate you, book your travel
and manage expenses. You may share your profile information with us through KDS Neo, or
our client may share it with us directly. Your profile may include:
• your identity data (surname*, first name*, user name*, employee number*,
password*, date and place of birth, passport number),
• your contact details (phone numbers, physical address, personal or professional email
address*),
• your travel preferences, including special categories of information that may be
necessary to provide you with accessibility, meal preferences or other requested
services,
• your payment information (payment card or account information).
You may choose to provide more information in your profile, including frequent traveler
credentials, government identifiers and emergency contact information. Information that is
mandatory in your profile is marked with an asterisk (*).
If your bookings are related to a travel companion, we will also have the information you
share about your travel companion.
Your travel record
When you book travel through KDS Neo, we store the details of your travel, such as arrival
and departure dates and locations, airline, hotel and car rental details.
Expense data
If your employer uses KDS’s expense management services, we store the information you put
in your expense claim and may store a feed of your monthly corporate card statements. Your
company may also require you to provide your bank account details for reimbursement.
Expense data is exported to a file that is shared with your employer and may be included in
their planning, finance or payroll systems.
Device data
We collect information about how you access our services, including your computer's IP
address and information that can be derived from it (such as internet provider and general
geographic location), your device's unique identifier and other technical information. We also
collect information about how you use our websites and mobile applications.
We collect some of this information using cookies and similar technologies, as described in
this table:
N°
Name
Purpose
Duration
1
kdsauth
session cookie for
authentication
Removed automatically
when the user closes the
browser
2
ASP.NET_SessionId
Session cookie to
manage the sessions on
the server side
Removed automatically
when the user closes the
browser
3
kdscolor
Session cookies to
manage updates
Removed automatically
when the user closes the
browser
4
DTC
Session cookies to
manage server affinity
Removed automatically
when the user closes the
browser
5
AjaxRequestVerificationToke_Lw__
Session cookie to avoid
CSRF type attacks
Removed automatically
when the user closes the
browser
7
i18next
Session cookie to
record the user's
language
Removed automatically
when the user closes the
browser
8
kdsdata
cookie used to store the
user's preference data
for the interface
6 months
When you search for travel, we send the locations of your search to Google using their Maps
API to show search results, maps and street view images, choose transport options, and
calculate mileage. We have taken technical steps to limit Google’s ability to link API requests
to individuals or clients on our backend, but to display the requested map or location, they
have access through your app or web browser to an IP address and other device data, which
they treat as described in the Google Privacy Policy.
Reporting
As part of our services, we may use travel records and expense data to create aggregated or
individual reports of travel and expense activity that allow companies to manage their travel
programs and employee expenses. Each report is available only to the company group that
you work for, and travel reports may also be shared with your travel management company.
Expense reports may also be shared with a sub-processor who supports expense audit
services. Reporting on individual travel records may contain any personal data included in
your travel records.
How long does KDS store personal information?
• Travel profiles stay active 12 months from the last booking date. Inactive profiles are
retained for as long as your employee record remains in your employer’s travel
program. Any profile is deleted when the data controller informs us that it is no longer
necessary.
• KDS keeps individual travel records for the length of time dictated by the data
controller.
• Reporting data is retained for two years.
• As a service to our clients, KDS retains expense data for the time required by
applicable tax laws.
• Device data is ordinarily purged within 30 days.
