Qantas Gateway Terms and Conditions of Use

1. When Do These Terms Apply

1.1.0       These Terms govern the use of the Qantas Gateway portal and the registration of an agency or individual working on behalf of an agency to the Qantas Gateway.

1.2        These Terms will apply as soon as the Agent:
(a) accepts these Terms as part of the Qantas Gateway registration process; and

(b) uses the Qantas Gateway application.

1.3        Qantas may amend these Terms and any related Qantas policies or procedures

by posting updates via Agency Alert communications or on the Qantas Gateway Site with such changes taking effect on 30 days’ notice or earlier if required by law or for operational reasons.

1.4        There may be additional terms and conditions that apply to the relationship

between Qantas and the Agent. In the event of any inconsistency between these Terms and such other terms and conditions, then the order of priority is:

a)      any Agency Agreement; then

b)     the Standard Agency Terms; then

c)      these Qantas Gateway Terms.

2. Registration

2.1        To gain access to the range of Qantas Sales & Distribution applications your agency must first complete a Qantas Gateway registration by providing all mandatory information.

2.2       Registration to Qantas Gateway is restricted. To complete registration an Agent must hold applicable licences or membership such as valid IATA accreditation, ARC accreditation or participation in TIDS / VTC. Qantas must be notified immediately if such licence is revoked, cancelled or not renewed.

2.3       To complete the registration process your agency requires at least one Agency Administrator who will need to satisfy the Qantas validation controls.

2.4        If Qantas accepts your registration, Qantas will notify you by email of the success of the registration and you will be given log in details and access to Qantas Gateway.

3. Registered User’s access to use the Secured Site

3.1        If your Qantas Gateway registration is successful, Qantas will grant you access to use the site. Qantas reserves the right to review or revoke this access in line with these Terms and conditions see section 11 ‘Termination’ for details.

4. Registered User’s obligations

4.1       Registered Users must:

(a)         Ensure that all information supplied to Qantas is complete and accurate and immediately notify Qantas of any changes, including but not limited to their user profile details, employment details and association with IATA, TID’s or ARC numbers.

(b)        Ensure that they comply with these Qantas Gateway Terms; and

(c)        Take all necessary steps to ensure that access to the Qantas Gateway remains secure by; maintaining adequate protection and confidentiality of their user credentials (username & password) and complying with all cyber security requirements of the site (90-day password refresh & Qantas password standards)

4.2      Registered Users and Administrators must not:

(a)         Allow any third parties, customers or unauthorised users access to the Qantas Gateway site.  This includes but not limited to providing access to or otherwise making the Qantas Gateway portal available to unauthorised parties, sharing user access credentials or disclosure of site content in any form unless otherwise authorised in writing by Qantas; or

(b)         Create any hyperlink from a website to the Qantas Gateway site unless otherwise authorised in writing by Qantas.

(c)         Attempt to access the Qantas Gateway site using credentials from an agency they are not authorised to represent or operate on behalf of.

5. Registered Administrator (“Administrator”) obligations

5.1       The Registered Administrator must:

(a)    The registered administrator is responsible for ensuring the accuracy of the information pertaining to any individuals working within their agency.

(b)   Assign access permissions to the Qantas Gateway solely on the basis of the user's demonstrated need to access specific resources or functionalities in order to effectively discharge the duties of their role.

(c)   Ensure that user accounts associated with individuals who are no longer employed by your Agency are promptly disabled. Specifically, the Registered Administrator is responsible for the immediate deactivation of access credentials upon termination of employment, change in role, or revocation of authorization. This includes, but is not limited to, employees, contractors, and consultants. Failure to disable accounts in a timely manner may result in unauthorized access, and the Agency may be held accountable for any data breaches, misuse, or violations arising from such oversight.

(d)   Ensure when using the bulk user registration functionality, they have gained consent from all travel agents whose data is being uploaded, that these parties have been informed and are aware of the purpose of this data collection; namely, the creation of a Qantas Gateway account and the management of access to relevant Qantas travel agency applications and confirm that they, as administrator have the authority to provide this data.

(e)   Conduct periodic User Access Reviews (“UARs”) to ensure that access permissions to the system are appropriate, current, and aligned with Qantas Standard Agency Terms, policies and regulatory obligations. UAR responsibilities include:

a.      Review, validate, and update user roles and access levels

b.      Identify and remediate unauthorized or outdated access

Failure to complete UARs in a timely and accurate manner may result in suspension of access or other remedial actions as deemed necessary.

6. Intellectual Property Rights

6.1        The Agent must not use Qantas IP without the prior written approval of Qantas.

6.2       You must not engage in or permit any act which infringes the Intellectual Property Rights of Qantas or the Qantas Gateway.

7. Confidential Information

7.1       You or your Staff must:

(a)        not disclose any Confidential Information to any person unless required by

law to do so or with the prior written consent of Qantas; and

(b)        take reasonable steps to maintain the confidentiality of any Confidential

Information.

7.2        You acknowledge that Qantas communications sent by email or via the Qantas Gateway Site may contain confidential or personal information and should only be read by those persons to whom the communication is addressed.

8. Cookies

8.1        Cookies are small pieces of data stored on the web browser on your computer. The Qantas Gateway Site and associated websites may store cookies on your web browser.

8.2        If you disable the use of cookies on your web browser or remove or reject specific cookies from the Qantas Gateway Site or linked sites, then you may not be able to gain access to all content and functionality.

9. General

9.1        Qantas may amend these Terms with such changes taking effect on 30 days’ notice or earlier if required by law or for operational reasons.

9.2        All data submitted into the Qantas Gateway site must but in English language only irrespective of the user interface language selected.

10. Liability

10.1     The Agent is responsible for the acts and omissions of its Personnel.

10.2     The Qantas Gateway Site, cannot be guaranteed error free and Qantas will have no liability with respect to any errors.

10.3     You indemnify Qantas against any costs (including any fines or penalties), loss or expenses incurred by Qantas as a result of:

(a) any breach of these Qantas Gateway site Terms by you or your Staff; and

(b) any actual or alleged infringement of Intellectual Property Rights in the Qantas Gateway site by you or your Staff.

10.4     The Agent is responsible for the acts and omissions of its Personnel.

11. Termination

11.1     You may terminate your access and use of the Qantas Gateway Site at any time and without notice.

11.2     Qantas may terminate the Licence and your access to the Qantas Gateway Site:

(a)  at any time upon 30 days’ written notice to you; or

(b)   immediately, if you have committed a breached of these Qantas Gateway Terms, the Qantas Standard Agency Terms and Conditions or any policies and procedures set out by Qantas.

(c)   Immediately, if any applicable licence, IATA or TIDS membership is cancelled, revoked, expires or lapses.

(d)   Immediately, if the Agency ceases to do business, becomes the subject of insolvency proceedings, has an administrator, a liquidator, receiver or other like person appointed over its assets, becomes the subject of an event of bankruptcy or is dissolved.

11.3     Without limiting Qantas’ right to terminate your Licence or access to the Qantas Gateway Site, Qantas may suspend the Licence and your access to all or part of the Qantas Gateway Site immediately if Qantas reasonably believes you are in breach of these Qantas Gateway Terms or the Qantas Standard Agency Terms and Conditions.

11.4     After termination: Each party’s obligations relating to clauses 6 (Intellectual Property Rights), 10 (Liability), 11 (Termination), 12 (Qantas Data Collection & Use), and 14 (Privacy) will continue.

12. Marketing & Communications Consent

12.1     Consent to Receive Marketing Communications. By providing your contact details and selecting communication preferences, you expressly consent to receive marketing communications from Qantas. This may include promotional offers, product updates, special offers, loyalty programs, newsletters, surveys, invitations to events, and other content relevant to our goods and services.

12.2     Third-Party Disclosure. We may disclose your personal information to third-party service providers who assist in delivering marketing communications. These parties are contractually bound to handle your data in accordance with Australian privacy laws and our Privacy Policy.

12.3     Opt-Out and Preference Management. You may withdraw your consent or modify your preferences at any time by:

·       Clicking the “unsubscribe” link in any email or

·       Accessing your account profile in Qantas Gateway and updating your preference settings.

There are, however, some service messages that Qanats must send you. These include, for example, information relating to our operations, information about bookings you have made, products you have purchased, and forgotten passwords.

12.4     Compliance. We maintain records of your preferences and consent, including the date, method, and scope of your opt-in or unsubscribe. These records are retained securely and are used for legal compliance obligations and dispute resolution.

12.5     Compliance with Australian Law. We comply with all applicable laws and regulations, including:

·       Spam Act 2003 – governing the sending of commercial electronic messages

·       Privacy Act 1988 and the Australian Privacy Principles (APPs) – particularly APP 7, which governs the use of personal information for direct marketing.

13. Data Collection & Use

13.1     It is a condition of registration that an Agent consents and authorises Qantas to collect, use and disclose the information on their registration form and other information that Qantas collects in relation to the Agent for the purposes described in this clause, and disclose such information to other parties for the purposes of providing products or services.

13.2     Data Collection. The Qantas Gateway site collects Data and Personal Information specifically required for the creation of a Qantas Gateway account and the management of access to relevant Qantas Sales & Service applications. Additional Data or Personal Information collected in the Qantas Sales & Service applications accessed by using your Qantas Gateway account is governed by the Terms of the individual sites in conjunction with the Qantas Standard Agency Terms.

13.3     Direct and Indirect Data Collection. Qantas must ensure that personal information is collected directly from the individual unless it is unreasonable or impracticable. In the case where it is impractical, such as the Qantas Gateway Bulk Registration process, indirect data collection via an Agency Administrator may be permissible. Indirect data collection must be justified and documented. An Agency Administrator must gain consent from the individuals whose data and Personal Information they are providing.

13.4     Data Use. Qantas may use the data provided by You in the Qantas Gateway Site for:

(a)   marketing and related purposes. Qantas may contact You for the purpose of marketing or other communications related to Your use of the Qantas Gateway Site.  We will provide an option to unsubscribe or opt-out of further communication as detailed in clause 12.3 of these Terms.

(b)   authentication and authorisation across Qantas Sales & Service applications, this includes Qantas Gateway, Qantas Agency Connect, Qantas Group Travel, Qantas Agency Learning and Qantas Distribution Platform Portal. This process may include disclosure of data to any third-party providing services to Qantas in relation to the administration of the Qantas Gateway.

13.5     Personal Information collected in the Qantas Gateway may be transferred to or from Australia under the provisions of the Australian Privacy Principles.

14. Privacy

14.1     Each party must comply with all applicable privacy legislation, such as the Privacy Act 1988 (Cth) and the General Data Protection Regulation (Regulation (EU) 2016/679). For the avoidance of doubt, nothing in this clause 14 is intended to prevent the Agent from meeting its obligations at law.

14.2     Responsibilities of the Agent. The Agent must:

(a)   acknowledge that it does not acquire any ownership of the data entered in the Qantas Gateway.

(b)   comply with the Privacy Act 1988 (Cth) and all other applicable privacy legislation, and similar regulatory bodies, and all reasonable directions of Qantas relating to personal information.

(c)   acknowledge that the information and Documentation contained in the Site is confidential (Confidential Information). The Agent must take all reasonable steps to safeguard Qantas’ rights of ownership and confidentiality of the Site and Documentation.

(d)   not disclose any Confidential Information to any person unless required to do so by law or with the prior written consent of Qantas. In such cases the Agent must immediately notify Qantas of the required use or disclosure.

(e)   promptly notify Qantas in writing about any unauthorised access or disclosure involving such Personal Information, or other breach of the Privacy Act or other applicable data protection Law in relation to such Personal Information

(f)     consult with and comply with all reasonable directions of Qantas in relation to clause (e) above.

(g)    not notify any third party of any of the matters referred to in clause (e) above, without the written approval of Qantas (which will not be unreasonably withheld)

(h)   take all reasonable steps to ensure that Personal Information is protected against misuse and loss, and from unauthorised access, modification or disclosure

(i)      ensure that its internal operating systems only permit those authorised Personnel to access the Personal Information.

15. Definitions and Interpretation

15.1     Definitions in these Terms:

Agency or Travel Agency means a business that markets, sells, books, tickets or facilitates a Qantas Product and that holds the required licencing or membership for registration on the Qantas Gateway site such as a valid IATA accreditation, ARC accreditation or participation in TIDS / VTC

Agency Administrator means any Person authorised to perform administrative functions on the Qantas Gateway site on behalf of their Travel agency.

Agency Agreement means any agency sales agreement between Qantas and the Agent or the Agent’s head office (in the case of an Agent that is part of a chain or selling group).

Agent means any Person who markets, sells, books, tickets or facilitates a Qantas Product.

Applicable Laws means all laws, regulations, rules, and binding requirements of any relevant government or regulatory authority (including IATA) that apply to the Agent or Qantas.

ARC means the Airlines Reporting Corporation.

ARC Number means the unique reference provided by ARC to the Agent to represent their ARC accreditation.

Australian Privacy Principles (APPs) A set of principles that dictate how entities must handle, use and manage Personal Information. The APPs include rules about how Personal Information may be collected, used, stored, disclosed or processed.

Bulk Registration means the functionality of registering multiple users who are associated within one Travel Agency to Qantas Gateway via a secure transfer process where the Agency Administrator submits the relevant data in a templated form.

Confidential Information is defined as information that has the necessary quality of confidence and is shared in circumstances that impose an obligation to keep it secret.

Consultant or Travel Consultant means any Person who markets, sells, books, tickets or facilitates a Qantas Product.

Customer means a Person who requests information on a travel itinerary from the Agent or for whom the Agent makes a Booking of a Qantas Product.

Documentation means any documentation made available or published on the Qantas Gateway or other Qantas Sales & Service applications.

IATA means the International Air Transport Association. IATA is the trade association for the world’s airlines.

IATA Number means the unique reference provided by IATA to the Agent to represent their IATA accreditation.

Intellectual Property Rights means all intellectual property rights in Australia and throughout the world, including:

(a) patents, copyright, rights in circuit layouts, registered designs, trade or service marks, trade, business or company names, indication of source or appellation of origin, and any right to have confidential information kept confidential.

(b) moral rights, trade secrets, ideas, concepts, materials, know-how and techniques.

Licence is defined as a permission granted by a competent authority which confers the right to perform a specific act which without such authorization would be prohibited. In the case of the Qantas Gateway a competent authority refers to the International Air Transport Association (IATA), Airlines Reporting Corporation (ARC) or Travel Industry Designator Service TIDs.

Membership refers to the rights of being a member of an entity. Either individually or collectively, belonging to a group.

Person means any natural person, corporation, partnership, joint venture, association, unincorporated body, government or governmental agency, authority or department, and includes any other entity recognised by law as having legal personality with rights and obligations.

Personal Information, Information or an opinion about an identified individual, or an individual who is reasonably identifiable: (a person’s name, address, phone number or email address)

(a) whether the information or opinion is true or not; and
(b) whether the information or opinion is recorded in a material form or not.

Qantas means Qantas Airways Limited (ABN 16 009 661 901).

Qantas Agency Connect Site means:

(a) the Qantas Agency Connect Site at https://www.qantas.com/agencyconnect/au/en.html; or
(b) the relevant Qantas Agency Connect site for your jurisdiction; or
(c) any successor site as notified by Qantas.

Qantas Agency Connect Site Conditions means the terms and conditions of the relevant Qantas Agency Connect Site.

Qantas Distribution Platform or QDP is a B2B integration platform using NDC Technology that houses API Services which enables external connections to access Qantas’ booking systems and Qantas Data distributed using NDC Technology.

Qantas Distribution Platform Portal or QDPP means the digital interface provided by Qantas that gives Agents direct access to Qantas NDC using the capabilities of the Qantas Distribution Platform. https://www.qantas.com/agencyconnect/au/en/qantas-ndc/qantas-distribution-platform-portal.html)

Qantas Gateway Site means the digital interface provided by Qantas for Agents to:

(a)   process registrations of Travel Agencies and their consultants

(b)   manage access to Qantas Sales & Service applications.

(c)   complete User Access Reviews (UAR’s)

at: https://www.qantas.com/gateway

Qantas Group means Qantas and its related bodies corporate.

Qantas Group Travel Site means the digital interface provided by Qantas that gives Agents the ability to book and manage group reservations (i.e. parties of 10 or more passengers) https://www.qantasgrouptravel.com/

Qantas Agency Learning Hub means the digital interface provided by Qantas that provides Travel Agent partners with specific learning programs & resources. At: https://www.qantas.com/agencyconnect/au/en/learning-hub.html

Qantas Policies means all policies, procedures and written directions of Qantas (as advised in writing or those published on Qantas Agency Connect Site) with respect to the booking, ticketing, marketing, facilitating and sale of Qantas Products and Qantas NDC as may be amended by Qantas from time to time.

Qantas Product means any Qantas Flight or Ancillary Services.

Qantas Sales & Service applications refers to the collection of sites and applications provided by Qantas to support Travel Agent Partners with the marketing, selling, booking, ticketing and management for Qantas Products. This includes Qantas Gateway, Qantas Agency Connect, Qantas Group Travel, Qantas Agency Learning and Qantas Distribution Platform Portal.

Qantas Standard Agency Terms mean the Qantas Standard Agency Terms and Conditions, the latest version of which may be viewed at https://www.qantas.com/agencyconnect/au/en/qantas-standard-agency-terms-and-conditions.html.

Registered Administrator (“Administrator”) means any Person authorised to perform administrative functions on the Qantas Gateway site on behalf of their Travel agency.

Registered User means any person whose application for registration to access the Qantas Gateway Site has been accepted by Qantas.

Restricted Person means a person that is:

(a) listed on any Sanctions List,
(b) located in or organised, headquartered, incorporated under the laws of any country or territory that (or whose government) is the target of country-wide or territory-wide Sanctions; or
(c) if a natural person, ordinarily resident in, a country or territory that (or whose government) is the target of country-wide or territory-wide Sanctions.

Sensitive Information Is a subset of Personal Information.It includesinformation or an opinion about an individual’s;racial or ethnic origin; political opinions; membership of a political association; religious beliefs or affiliations; philosophical beliefs; membership of a professional or trade association; membership of a trade union; sexual orientation or practices; criminal recordhealth information about an individual.

Staff means officers, employees, contractors, subcontractors and agents.

TIDS means the Travel Industry Designator Service programme offered by IATA for non-IATA accredited travel agents not domiciled in the USA.

TIDS Code means the unique reference or industry code provided by IATA to an Agent participating in TIDS which captures POS and other details of the travel agency.

User Access Reviews (UAR’s) is a critical process essential for maintaining security and compliance within an organisation. The UAR process involves periodically assessing and validating user access rights to ensure that individuals have appropriate access to systems, applications, and data, based on their roles and responsibilities within an organisation.

VTC means the ‘Verified Travel Consultant’ program offered by ARC for non-IATA accredited travel agents domiciled in the USA.

VTC Code means the unique reference or industry code provided by ARC to an Agent participating in VTC which captures POS and other details of the travel agency.

You means a user of the Qantas Gateway Site and includes any Registered User.

15.2     Interpretation

In these Terms, unless the contrary intention appears:

(a)   Headings are for ease of reference only and do not affect the meaning of these Terms.

(b)   Expressions not defined in clause 15.1, will have the meaning attributed to them by common usage or trade (if any) within the travel industry in Australia.

(c)   The singular includes the plural and vice versa.

(d)   A reference to a clause is a reference to a clause of these Terms.

(e)   A reference to a statute, ordinance or by-law includes regulations and other instructions under it and consolidations, amendments, re-enactments or replacements of any of them.

(f)     A reference to a party includes executors, administrators, permitted assigns and successors of that party; and

(g)    ‘Including’ means ‘including without limitation’.