Evaluating traveller profile permissions

Check who can view and change each personal detail, including at checkout: a role label alone does not reveal what an arranger can see or save.

Match information to people and actions

List only fields your business plans to store: contact details, travel documents, preferences and loyalty numbers. Include payment information if the setup stores or displays it. For each role (traveller, assistant, travel manager, people manager, finance reviewer), decide whether it needs to view, edit, book with, or export each field.

In a supplier demonstration, use fictional profiles with harmless values. Include a temporary arranger and a manager responsible for only one team. Check both the profile page and checkout – a person may have different access through each route.

Role-based access to traveller profile details in corporate travel software

Examine documented role limits

Perk’s help centre has pages titled 'General roles' and 'Specialist manager roles'. Use the supplier demonstration to establish which roles are available in the proposed setup and what each can view, change, or export.

Perk also has help pages titled 'Assign roles and permissions' and 'Review and edit traveller details on the checkout page'. Ask the supplier to demonstrate how role scope and field-level permissions work, including any plan limits or restrictions on assigning people or teams. Record the answers for the proposed setup.

At checkout, test which roles can view and edit each traveller detail, and whether changes are saved to the profile or only used for that booking. Confirm the results with the supplier and record them for the proposed setup.

Ask other suppliers for the same role-and-field demonstration. A claim that a product has roles does not establish who can see a passport number at checkout or download a list of travellers. Record what each intended role can actually access in the proposed setup.

Apply the Australian privacy boundary

For organisations covered by the Australian Privacy Principles, OAIC guidance says APP 11 requires reasonable steps to protect personal information from unauthorised access, modification and disclosure. It also requires reasonable steps to destroy or de-identify information no longer needed for a permitted purpose, except when the information is part of a Commonwealth record or must be retained under Australian law or a court or tribunal order.

After the demonstration, remove the temporary arranger’s assignment and check platform access again. Record downloaded copies separately; revoking a role does not retrieve a file saved elsewhere. Choose permissions that let staff complete necessary bookings while limiting personal details to people with a documented need.

Australian Privacy Principle (APP) 11 compliance requirements