Travel Agency Customer Booking Data Request Form

Secure Travel Booking Data Access for Agencies

Managing customer booking data in the travel industry requires strict access controls and clear permissions. This Travel Agency Customer Booking Data Request Form template helps travel agencies, tour operators, and booking platforms streamline data access requests while maintaining compliance with privacy regulations and protecting sensitive customer information.

Whether you're handling internal team requests for PNR (Passenger Name Record) data, processing customer data portability requests under GDPR, or managing third-party provider access to booking information, this form ensures every request is properly documented, approved, and audited.

What You Can Manage with This Template

This form is designed for travel agencies and booking platforms that need to control access to:

• PNR and reservation data: Passenger names, contact details, travel itineraries, and booking references
• Payment information: Transaction records, refund details, and financial documentation (excluding direct card numbers)
• Third-party provider data: Hotel confirmations, airline tickets, transfer bookings, and insurance records
• Customer communication history: Emails, support tickets, and modification requests
• Travel document copies: Passport scans, visa information, and ID verification (where stored)

Built for Travel Industry Workflows

Travel agencies operate in a complex ecosystem with multiple data touchpoints—your own booking system, airline GDS platforms, hotel channel managers, payment processors, and insurance providers. This form helps you manage data access requests that span these systems while respecting data boundaries between providers.

The form uses conditional logic to tailor the request process based on the requestor type (internal staff, customer self-request, partner agency, or regulatory authority) and the specific data categories needed. This ensures you collect the right justification, approval trails, and use case documentation for audit purposes.

Compliance and Security by Design

For travel businesses handling international bookings, data protection isn't optional. This template helps you demonstrate compliance with GDPR, CCPA, and other privacy frameworks by:

• Creating a clear request and approval workflow for all data access
• Documenting the business purpose and retention period for each access grant
• Maintaining audit trails for regulatory reviews
• Establishing clear boundaries for third-party data handling

You can connect this form to Stepper to automatically route requests to the appropriate data controller, send approval notifications to management, log access grants in your security systems, and schedule automatic access revocation after the specified period.

Seamless Integration with Your Travel Tech Stack

Connect this form to your existing travel management system, CRM, or ticketing platform through Paperform's native integrations or Stepper workflows. Route approved requests to your IT team via Slack or project management tools, log access changes in Google Sheets or Airtable for compliance reporting, and automatically notify requestors when their access is granted.

For agencies managing multiple brands or franchise locations, Paperform's Agency+ plan lets you deploy customized versions of this form across all locations while maintaining centralized oversight and consistent security standards.

Trusted by travel agencies worldwide, this SOC 2 Type II compliant form template provides the professional infrastructure you need to manage booking data access securely, transparently, and in compliance with global privacy regulations.