User profiles and permissions
Every user sees and edits only what their role covers. Sales, operations, finance and management work on the same booking file with different visibility.
Data and continuity
Your data is yours, including on the day you leave
A study travel system holds your student and family records, the parental consents and health data of participants who are usually minors, the terms you negotiated with your partner schools and your margins. This page sets out how DBJOY handles that data, who can see it, and how you take it with you if you change your mind.
GDPR roles
Who is the controller and who is the processor
Between a study travel operator and its management software, Regulation (EU) 2016/679 normally distributes two roles. The operator is the controller: it decides why and how the personal data of its students, their families and its partner schools is processed. The software provider processes that same data on the controller's behalf, as processor under Article 28 of the GDPR.
The distinction is not a formality. It settles who answers to the individual, who defines the purposes, who sets retention periods and who has to act on requests for access, rectification or erasure. Before activation, the allocation of the roles and the commitments on each side are put in writing in a data processing agreement.
- Controller and processor roles defined in writing before activation.
- Purposes, categories of data and retention periods stated in the document.
- Commitments on assisting with requests from data subjects.
- A list of any sub-processors involved in delivering the service.
- Confidentiality obligations on the staff who access the data.
This page describes how the product works and what documentation comes with the contract. It does not replace a privacy notice, nor an assessment carried out by the operator's own adviser.
Data about minors
Here, data about minors is the normal case
Children's data, consent from whoever holds parental responsibility
On a language holiday the data subject is usually a child, consent is given by the parent or whoever stands in their place, and the school is a third party taking part in the flow. Day to day that means collecting parental consents, travel documents for the minor, allergies and dietary needs, sometimes health information: the most sensitive category of data a tour operator handles, and here it is the rule rather than the exception.
Consents come in through the enrolment portal the family fills in, and DBJOY collects them inside the booking file rather than in attachments circulating by email or in shared folders. They stay attached to the student, with a record of who entered them, and are visible to the profiles that have to act on them: whoever prepares the rooming list and the host family matching does not need the same information as whoever chases instalments.
- minors
- parental consents
- health data
- travel documents
- family
Profiles and permissions: seeing everything helps nobody
Permissions are not about distrusting colleagues. They reduce how much data is exposed and make daily use simpler. Someone working in operations should not trip over financial records, and someone in finance should not have to scroll through the dietary requirements of three hundred students.
In DBJOY user profiles separate sales, operations, finance and management, with different read and edit rights on the same booking file: who in the company can open a minor’s health data is an explicit choice, not a side effect of having access to the system. Significant changes are traced, so a discrepancy can be reconstructed instead of turning into an argument.
- roles
- visibility
- finance
- operations
- management
Infrastructure and continuity
Backup, restore and availability of the service
The value of a management system is not only what it lets you do. It is the assurance that the data is still there tomorrow morning. On this we would rather be precise in writing than vague on a web page.
DBJOY operates backup and restore procedures for the event of an incident. How often copies are taken, how long they are retained, the expected restore times and where the hosting infrastructure sits are stated in the service documentation you receive before activation, together with the data processing agreement.
Ask for them during the free trial. If a software provider cannot put those points in writing, that is already a useful piece of information.
You will not find certifications, compliance badges or service parameters claimed on this page that we cannot document. An unverifiable security claim does not protect your data: it exposes it, because it stops you asking the right questions.
- Service documentation handed over before activation.
- Backup and restore procedures described in writing.
- The location of the hosting infrastructure stated in that documentation.
- No certification claimed without the document that evidences it.
Leaving
What happens if you decide to leave
It is the question almost nobody asks before signing and everybody asks three years later. The answer is worth knowing at the start, while you still have negotiating power.
The history stays yours
Student and family records, the history of enrolments and departures, partner school contracts, documents issued and margin per session are the operator's data. They do not become the software provider's property by virtue of having been entered into DBJOY.
Data comes out in open formats
Export is in formats other systems can read, not in a proprietary layout only we know how to interpret. What you take away has to be usable by whoever comes next.
Deletion is a request, not a favour
At the end of the relationship you can ask for your data to be returned and deleted, on the terms set in the data processing agreement and subject to retention obligations imposed by law.
In summary
The areas DBJOY commits on
Data about students under 18
Student records, parental consents, health data and travel documents stay in the booking file, open to authorised profiles rather than to anyone who opens a shared folder.
Exportable history
Student and family records, enrolments, partner school contracts and margin per session can be extracted in open formats. The history you built is yours and stays readable outside DBJOY.
Service continuity
Backup and restore procedures, with frequency, retention and restore expectations set out in the service documentation you receive before activation.
Traceability of operations
Significant changes to booking files, documents and financial records are traced, so who did what and when can always be reconstructed.
Messages to your contacts
Messages DBJOY sends to families, schools and travel agents are logged: you know what went out, to whom and when, without searching personal mailboxes.
Frequently asked questions
Can DBJOY hide cost and margin figures from some users?
DBJOY assigns permissions by role, so a tour operator can decide who sees net supplier costs and margin figures and who works only with selling prices. That is a common requirement where seasonal staff, tour leaders or external collaborators need access to departure and participant data without any view of the company’s cost base.
What happens to access when someone leaves the company?
Because DBJOY is used from the browser with named accounts, a tour operator can revoke a person’s access without touching any workstation. The work stays in the system: booking files, quotes and participant records belong to the company, not to the individual account. Reviewing accounts whenever the team changes is part of the operator’s own security routine.
Who is the data controller and who is the data processor?
The tour operator is the data controller for the data of its clients and participants: it decides the purposes and the means of processing. The software supplier acts as processor under Article 28 GDPR and works on the controller’s documented instructions. The relationship is formalised in writing, with the security measures and any sub-processors identified.
How are data subject requests handled?
A traveller or a parent can exercise the rights set out in Articles 15-22 GDPR: access, rectification, erasure, restriction, portability and objection. The request is addressed to the tour operator as data controller. DBJOY is designed so the personal data held about a participant can be located and acted on, which is what makes those rights answerable in practice rather than in principle.
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Run DBJOY on your real enrolments for three months
We set the system up together on your own rates, partner schools and destinations. At the end of the three months the decision is yours, with no strings attached.
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No credit card. No automatic renewal. Your data stays yours and stays exportable.