Privacy Policy Privacy Policy

1. Basic Policy

Tobu Hotel Management Co., Ltd.(hereinafter referred to as "the Company") recognizes the importance of our customers' personal information and considers its protection a social responsibility. In order to gain the continued trust of our customers, we will comply with laws and regulations concerning the protection of personal information and implement and maintain the following measures.
Please note that customers subject to the GDPR, such as those residing in the European Economic Area (EEA), should also refer to the "Additional Regulations Applicable to the Handling of Personal Information of EEA Residents."

2. Regarding the acquisition of personal information from customers

2-1 Acquisition of personal information

When you use our services, we may collect personal information from you, such as your name, address, and contact information. When collecting personal information, we will clearly state the purpose and scope of use to you and will use lawful and fair means to the extent necessary for our business operations.

2-2 How to obtain

We will collect your personal information in the following ways:

(1) Information obtained directly from the person concerned via telephone, verbal communication, written documents (including electronic records), business cards, internet, etc.
(2) Application forms obtained from persons authorized by the individual, referrers, travel agencies, affiliated third parties, etc.
(3) Obtained from publicly available sources: newspapers, the internet, telephone directories, publications and other books, etc.

3. Use of Customers' Personal Information

3-1 Purpose of Use of Personal Information

Our company will use the personal information we collect for the following purposes.

(1) Reservations and use of our facilities such as accommodations, banquets, weddings, restaurants, etc.
(2) Information on facilities, products, and services
(3) Analysis of responses to questionnaires, etc., for the purpose of improving our services, conducting market research, analyzing customer trends, and conducting business analysis (the analysis will be conducted statistically and will not be used to identify individuals).
(4) Provision of various information and services regarding our membership program
(5) Shipping of the ordered products
(6) Drawing and shipping of prizes
(7) Invoices and payments, and other related matters
(8) If it becomes necessary to contact you urgently

3-2 Joint use of personal data

In order to provide our customers with high-value-added services, we will share personal information as follows:

(1) Items of personal information to be shared

Items to be collected: Name, date of birth, address, telephone/fax number, email address, age, gender, date of birth, anniversary, employment information, requests, and usage history.

(2) Persons who will share the use

Tobu Hotel Management Co., Ltd. and the Hotel and restaurants operated by our company

4. Provision of personal data to third parties

Except for exceptions permitted by law, we will not disclose or provide personal information to third parties without the customer's consent.

5. Outsourcing of personal data handling

When we outsource all or part of the handling of personal information in connection with business outsourcing, we will provide necessary and appropriate supervision to the outsourcing company through business outsourcing agreements, etc., to ensure that appropriate security measures are taken.

6. Handling of personal information received

We take appropriate measures to keep our customers' personal information accurate and up-to-date.

7. Regarding the secure management of personal data, etc.

7-1 Compliance with Laws and Regulations

Our company complies with the "Act on the Protection of Personal Information" and other relevant guidelines to ensure the proper protection of personal information.

7-2 Safety Management Measures

Our company strictly manages our customers' personal information and takes preventative measures and security precautions against unauthorized access, loss, destruction, alteration, leakage, etc.

7-3 Internal Structure

Our company will establish internal regulations and other rules regarding the handling of personal information used in our business operations, and will create a management system for protecting personal information that is appropriate to our business practices.
Furthermore, we strive to protect personal information by providing education and training to our employees on personal information protection and ensuring that they are fully aware of its contents.

8. Disclosure, correction, and suspension of use of personal data held by the company

Regarding personal information held by our company, if a customer wishes to be notified of the purpose of use, disclose, correct, add, delete, suspend use, erase, or stop providing to third parties (hereinafter referred to as "disclosure, etc."), we will respond appropriately within a reasonable scope and as stipulated by law, except in cases where disclosure, etc. is not required by law.

8-1 Cases in which disclosure, etc., is not performed

Disclosure will not be made in any of the following cases. Furthermore, the fee will not be refunded.

(1) When disclosure, etc., may harm the life, body, property, rights and interests of the person concerned or a third party.
(2) When disclosure, etc., would likely cause significant disruption to the proper conduct of our business.
(3) When disclosure, etc., may violate other laws and regulations.
(4) If no personal information related to the request exists
(5) If the address listed on the application form, the address listed on the identification documents, and the address registered with our company do not match, or if we cannot confirm that the request is from the person concerned.
(6) When an application is made by an agent, if the power of attorney cannot be confirmed.
(7) If the claimant fails to pay the prescribed fee

Please understand and cooperate with us in the event that, due to the suspension or deletion of your personal information, we may unfortunately be unable to provide you with the services you requested. (Please note that we may not be able to comply with requests to suspend or delete personal information that we hold in accordance with relevant laws and regulations.)

9. Procedures for requesting disclosure, etc., of personal data held by the company

9-1 Procedures for Requests for Disclosure, etc.

Please fill out the required information on our designated disclosure request form, enclose the necessary documents and fees, and send it to the address below using a method that provides proof of delivery (registered mail, simplified registered mail, delivery confirmation mail, etc.).

Please note that it may take several days to receive a response.

[Contact point for inquiries and application forms for disclosure requests regarding personal information]

1-2-2 Kinshi, Sumida-ku, Tokyo 130-0013, Japan TEL: 03-3626-5490

Tobu Hotel Management Co., Ltd., General Affairs and Human Resources Department, Personal Information Disclosure Section

◆Our prescribed application form

10. Changes to the handling procedures

These terms and conditions may be changed without notice due to revisions or repeals of laws and regulations, changes in social norms, or other reasons. In such cases, we will announce the changes on this website, so please check this website regularly for the latest information. Please note that we will not be held responsible for any problems arising from failure to check for the latest information.

Revised October 24, 2017
Revised July 1, 2019
Revised August 1, 2020 Tobu Hotel Management Co., Ltd.

Additional provisions regarding the handling of personal data for EEA Residents Additional provisions regarding the handling of personal data of EEA residents (those subject to the GDPR)

This supplementary provision outlines your rights regarding the handling of certain additional information that we are required to provide to the European Economic Area under the EU General Data Protection Regulation (GDPR) and personal data in accordance with applicable local law (Article 4 of the GDPR). In the event of any conflict between this supplementary provision and the main text of the Privacy Policy (hereinafter referred to as "this Policy"), this supplementary provision shall prevail.

1. Handling of personal data

The methods and purposes for which we handle your personal data, the types of personal data we handle, and how we provide your personal data to third parties are described in Articles 2 and 3 of this policy.

2. Legal basis for the use of personal data

Our use of personal data is, in principle, based on the legal basis of the customer's consent.
The use of personal data without the customer's consent is based on the legal grounds of: the necessity of fulfilling contracts with customers related to reservations and use of our facilities such as Hotel, banquets, weddings, and restaurants; the necessity of performing procedures requested by customers before the conclusion of a contract; the necessity of fulfilling legitimate interests sought by us or third parties; or the necessity of complying with legal obligations to which we must follow. These legitimate interests sought by us or third parties include increasing operating profits through improvements to the market and services, as well as improving the usability and security of our website.

3. Provision and sharing of personal data

We may share personal data with the following third parties for the purposes of processing as described above. When sharing is necessary, we will comply with generally accepted privacy laws.
• Tobu Hotel Management Co., Ltd. and the Hotel and restaurants operated by our company • Professionals such as lawyers, tax accountants, and certified public accountants • Financial institutions • Current, past, and future employees • Service providers • Suppliers

4. Transfer of personal data to Japan

Our company transfers personal data acquired outside of Japan to Japan in order to fulfill contracts with our customers or to perform procedures requested by customers prior to the conclusion of a contract. Although Japan has an adequacy decision under Article 45 of the GDPR by the European Commission regarding the protection of personal data, our company handles your personal data using appropriate security and confidentiality measures. Furthermore, personal data received from within the EEA based on an adequacy decision will be included in our retained personal data even if it is deleted within six months, notwithstanding Japanese legal provisions.

5. Retention period of personal data

Our company retains personal data only for the period necessary to achieve the purpose for which it was used. The specific retention period is determined by considering the purpose of acquisition and use of the personal data, the nature of the personal data, and the legal or business necessity of retaining the personal data. After the retention period has expired, personal data will be securely deleted or anonymized within a reasonable period of time.

6. Customer Rights

Customers have the following rights against our company based on laws and regulations. Customers can exercise these rights by contacting the personal information inquiry desk described in Article 9 of this policy. When we receive an exercise of these rights, we will respond in good faith after verifying the customer's identity, unless it falls under an exception stipulated by laws and regulations.

① Obtaining information regarding data processing You have the right to obtain from us all necessary information regarding our data processing activities that relate to you (GDPR Articles 13 and 14).
② Right to access personal data You have the right to check whether your personal data is being used and, if so, to access that personal data and any information associated with it (GDPR Article 15).
③ Right to rectify personal data You have the right to have inaccurate personal data corrected and incomplete personal data corrected (GDPR Article 16).
④ Right to erasure of personal data The right to have your personal data erased in certain circumstances (GDPR Article 17).
⑤ Right to restrict the use of personal data The right to restrict the use of your personal data in certain cases (GDPR Article 18).
⑥ Right to object to the use of personal data You have the right to object to the use of your personal data by us or a third party on the basis of legitimate interests (GDPR Article 21).
⑦ Right to data portability of personal data You have the right to receive your personal data that you have provided to us in a structured, commonly used and machine-readable format, and to transfer that personal data to another data controller without our interference (GDPR Article 20).

7. Withdrawal of consent

Customers can withdraw their consent regarding the use of their personal data at any time.
Even if you withdraw your consent, it will not affect the lawfulness of the use of your personal data based on your consent prior to the withdrawal.
Customers may withdraw their consent by contacting the personal information inquiry desk listed in Article 9 of this policy.

8. Filing an appeal with the supervisory body

Customers may file a complaint with the data protection supervisory authority in the Member State where they reside, work, or where the GDPR violation occurred, in accordance with applicable laws and regulations, regarding our handling of their personal data.

9. Personal data required for accommodation

In order to provide accommodation services to our customers, we require the following information. In particular, we are required by Japanese law to keep records of the guest register and retain those records for three years. If this information is not provided, we may not be able to provide accommodation services to the customer.
① Basic information (name, phone number, etc.)
② Information to be recorded in the guest register (name, address, occupation, nationality, passport number, gender, age, etc.)

10. The existence of automated decision-making methods such as profiling.

We do not make decisions based solely on automated processing of personal data, such as profiling. Furthermore, you have the right to be exempt from decisions based solely on automated data processing (including profiling) that have legal or equally material effects on you, provided certain requirements are met (GDPR Article 22).

11. Changes to this policy

We may change this policy from time to time. If we make any substantial or material changes, we will notify you through this website and, where necessary, by email.

That's all.