Privacy notice for DMC applicants

Who is responsible?

A Top Travel & Incentives BV, Ronkenburgstraat 5, 9340 Lede, Belgium. Company number BE0472.490.760, Licence 5941, member of VVR. For privacy questions: Management@QMD-DMC.com or Info@QMD-DMC.com.

What information and why?

We process your company and contact details, proposals, optional documents, assessments, and necessary account and security data to review your request for cooperation, contact you about potential commercial arrangements, and protect the service. The assessment and follow-up you request prepare a possible collaboration; security and abuse prevention rely on our legitimate interests. You do not need to agree to AI processing to submit a proposal.

AI and recipients

With your separate permission, we may send proposal text or an uploaded document to OpenAI for preliminary extraction and categorisation. Our hosting and email providers process data to operate this intake. AI categories are suggestions; a team member decides on your application. After human approval, selected proposals with their destination, categories and company name may be made available to TravelersDNA through a secured connection to match traveller preferences. Separate contact fields and uploaded documents are not part of this feed; a team member reviews the text of selected proposals first. Data is not automatically transferred to the existing contracted partner environment. Ask us which international transfers and contractual safeguards apply to the service providers involved.

How long do we keep data?

We retain a definitively rejected application for no more than 24 months from the date of final rejection. Relevant new facts reopen the application; a new 24-month period starts after a new final rejection. Separate arrangements apply to selected partners. Necessary data may be retained longer where a legal duty or specific dispute requires it. Expired verification and reset links are deleted sooner.

Your rights

You can ask to access, correct, erase or restrict your data, object to processing based on legitimate interests, and withdraw AI permission for future processing. Email Management@QMD-DMC.com or Info@QMD-DMC.com. You may also lodge a complaint with the Belgian Data Protection Authority (gegevensbeschermingsautoriteit.be). We use only essential sign-in session cookies; this site currently has no advertising trackers.