About the Flightlock system

In February 2005, Monash University implemented a traveller locator system called Flightlock .

Monash University staff are advised that the travel data collected by the nominated Travel Management Companies (HRG Australia or Voyager Travel Corporation) is fed into the Flightlock system that the University has engaged to be able to efficiently track its travelling staff and fulfil its responsibility to those staff.

Flightlock facilitates the collection of data on all Monash travellers that have booked via HRG or Voyager and presents the information on travellers in a variety of forms -

1. Providing a graphical display - represented by points on a worldwide map - that indicates where Monash staff are travelling to or from or presently located in (click for sample image).
2. Generating reports that enable the University to quickly locate staff by a variety of search parameters - viz. country, city, airline, flight number, time of flight (now, today, tomorrow, this week etc.) and a number of other key items.

The system also enables the University to automatically -

• Contact travellers by email in the event of an emergency;
• Collect data on travellers for travel insurance purposes;
• Prompt staff of the need to complete travel diaries for FBT purposes;
• Advise staff of DFAT travel warnings for specific regions;
• Advise staff of regions for which insurance cover is not automatic and where staff need to apply for cover on a case-by-case basis.

Access and privacy in regard to Flightlock

For reasons of privacy, access to data in the Flightlock system is restricted on a need-to-know basis to approximately five persons in the University. Access is only be available via secure username/password logins.

The personnel who will have access to the data are in the staff in the -

• International Office of Student & Staff Services;
• DVC-International's office;
• Insurance Services Manager's office;
• Travel Office;
• Security Manager's Office.

Please note that, when required in emergency situations, information may be reported to members of the University's senior management group.

The staff members who have access to the Flightlock system are required to sign an individual user declaration statement. This statement requires the staff member to comply with the conditions of access to the system, which include only using and disclosing data for the purpose that it was collected for and at all times ensuring that the information is handled in a confidential and secure manner.

In booking your university travel with HRG or Voyager you acknowledge that it may be necessary for Nextfeed to have access to personal information in order to perform its contract with Monash. In addition, as the Flightlock system is hosted in the USA, it may be subject to other legislation and regulations.

For further details on Flightlock please contact the Travel Office on x20562

Other link:

• Privacy statement in relation to travel, use of the nominated travel agent and collection of traveller data