HUBSPOT: Storing of passport copies

If a product is active with existing bookings and initially did not require a passport copy, but is later updated to require one, the current booking will now allow customers to load in their passport copy if this requirement is updated.

CS should no longer advise the customer to email us the passport copies. Please have them load them into their Traveller Hub.. 

ON THE EDIT PRODUCT PAGE: 

If a product (deal) requires passport information or passport copy, you will see this in the product under 'advanced': 

If these toggles are enabled, then passenger will see the following option in TravellerHub: 

If they have made an error, or need to replace the copy attachment, you can delete the incorrect information in Perseus, and this will then enable the customer to re-add or upload the correct information for 48 hours.

It is always preference to request information in this way for security, and this is what is requested in email templates requesting passport information/copies eg CS Comms - Request Passport Details

If no:

2) Change the category of the email to 'Passport & Medical forms - NO SENSITIVE DATA'

If yes:

2) Identify if it is passport details in an attachment.

ATTACHMENT PROCEDURE:

3) Validate that the passport copy is uploaded under 'passenger' in Perseus, if it is not, complete this step if it is required.

4) If the customer has provided an attachment but it is not required as a passport copy upload, please load the attachment as an internal file in Perseus.

6) Change the category of the email to 'Passport & Medical forms - NO SENSITIVE DATA'

7) Note the booking 'Passport related info moved to Perseus and deleted from Hubspot' (snippet #PSPT)

PASSPORT NUMBER OR IMAGE OF PASSPORT IN THE BODY OF THE EMAIL:

5) Upload a screenshot of the passport information that was provided via email as an internal file in Perseus.

6) Change the category of the email to 'Passport SENSITIVE DATA - DELETE'

If the ticket is a single email, delete the entire ticket under 'Actions', 'Delete': 

If the ticket has multiple back and forth emails, delete only the relevant email in the middle Actions Panel: 

Once the offending Passport Data is deleted from HubSpot, if there is a remaining ticket, change the category to Passport & Medical forms - NO SENSITIVE DATA

By doing this, we should end up with no emails that have a category of Passport SENSITIVE DATA - DELETE

• Please ensure you check your laptop or desktop for any downloaded documents or screenshots that may contain passport information and DELETE them.

• Use Shift+Delete to ensure they are not just in your latptop or desktop wastebasket.

keywords: passport storage, document management, customer documents, secure storage, travel documentation, passport records