Privacy Policy

Guide to personal Information Processing.
Social Media Policy.

Guide to Personal Information Processing

1. THE IMPERIAL HOTEL GROUP’S COMMITMENT TO PROTECTING PRIVACY

Umeno Resort Co., Ltd. (“we”) hereby declares that we duly abide by the laws and regulations relating to the protection of personal information in order to secure the appropriate and adequate processing and maintenance of such information for our business purposes. Accordingly, we are establishing stringent independent rules and systems which we will implement, follow, and maintain.

We will establish company rules governing privacy in order to enact this declaration. We will educate our entire staff, including directors, regular employees, temporary employees, as well as other concerned parties, concerning the details and enforcement of these rules and regulations and request their compliance.

We will establish company regulations for the secure administration of personal data in order to avoid loss, damage, tampering, and theft of personal information. We will also set up necessary security systems to prevent illegal access and any possible invasion by computer viruses. Our fundamental principles governing privacy protection are as follows:

a. Personal data must be collected through honest, legally sound procedures; unauthorized data collection is prohibited.

b. Personal data shall be used exclusively within the limits of the prescribed purposes. Usage for any other purpose is prohibited.

c. Personal data must be handled under security-sensitive procedures. Output/input, storage, transportation, or transmission shall not be permitted under any circumstances when such security cannot be guaranteed.

d. Providing any personal information to a third party outside the exact prescribed specifications of the laws, and without consent from the subject individual of the data, is prohibited. When the handling of personal information is delegated to a third party for business-related purposes, or that personal information is to be shared with a third party, a contract with the third party concerned will be put into effect to assure compliance with all legal procedures.

e. We acknowledge that an individual has the right to access, correct, or discontinue our usage of his personal information or other rights stipulated in each applicable jurisdictional law. We will comply with any such request in full accordance with the laws and regulations.

2. CONSENT

“Personal data” means any information collected and stored in a format that allows you to be identified personally, either directly or indirectly as a natural person. Prior to providing us with personal data, you should read this Personal Data Protection Charter describing our customer privacy protection policy.

This Personal Data Protection Charter is part of the terms and conditions that govern our hotel services. By accepting these terms and conditions, you expressly accept the provisions of this Personal Data Protection Charter.

3. SCOPE OF APPLICATION

This Charter applies:
To all data processing conducted in our subsidiaries and the hotels and sales offices we manage. This list is regularly updated. It also applies to all reservation websites operated by us, as well as to those operating under the Umenoya Resort Group brand name.

4. WHAT PERSONAL DATA IS COLLECTED?

At certain points, we will be required to ask you, as our customer, for information about you and/or members of your family including contact details, payment account information, reservation information, preferences and other information relating your stay or usage of our service.

The information collected in relation to persons under 18 years of age can only include their name and date of birth, and it can only be supplied to us by an adult. If a minor sends personal data to us, you can contact the Hotel Operations Management department to arrange for this information to be deleted.

5. WHEN IS YOUR PERSONAL DATA COLLECTED?

We may collect personal data on a variety of occasions, including whenyou:

use our services
agree to allow third parties to transmit your information to us
visit our website
contact us
conduct an act related to the above

6. DATA COLLECTION PURPOSES

We collect your personal data for of the following purposes:
Meeting obligations to our customers.
Managing the room reservations and requests for accommodation.
Managing your stay at the hotel.
Improving our hotel service.
Managing aspects of our relationship with our customers.
Use a trusted third party to cross-check, analyze and apply certain devices to your collected data, in order to ascertain your customer profile, and to allow us to send you personalized offers.
Providing security for and improving your use of our websites.
Conforming to local legislation.

7. THIRD-PARTY ACCESS TO YOUR PERSONAL DATA

We strive to provide services around the world due to our presence in various locations. To ensure your rights to access and correction, we may need to share your personal data with internal and external recipients under the following conditions:

a.
Within the Umenoya Resort Group, authorized personnel may have access to your personal data in order to provide optimal services, including:

Hotel staff
Reservation staff using our reservation tools
IT staff
Commercial partners and marketing services
Medical services
Appropriate personnel within Umenoya Resort Group entities for certain categories of personal data

b.
In relation to service providers and partners: your personal data may be sent to third parties to provide services and enhance your stay. This includes external service providers such as IT subcontractors, international call centers, banks, credit card issuers, external lawyers, dispatchers, and printers. Unless you specifically instruct the Hotel Operations Management department otherwise, we may enhance your profile by sharing certain personal information with our commercial partners. In such cases, a trusted third party may cross-check, analyze, and apply certain techniques to your data. This data processing will allow us and our privileged contractual partners to determine your interests and customer profile, enabling us to send you personalized offers.

c.
Local authorities: We may also be required to send your personal data to local authorities if mandated by law or as part of an inquiry, in accordance with local regulations.”

8. SHARING OF YOUR PERSONAL DATA

We share a portion of your personal data based on the following. The management representative is responsible for protecting the personal data to be shared (for any questions concerning the sharing of your personal data, please contact the Hotel Operations Management department).

Items of personal data to be shared:
Name, Address, Company Name, Email Address, Credit Card Information, Flight Information, and other information required to provide the services.

Scope of parties with whom information is shared:

Umenoya Resort Co., Ltd.
E.S. Entertainment Co., Ltd.

Purpose for which personal data will be shared with other parties:

Security within the hotels operated by Umenoya Resort
Reserving limousine and transportation services
Housekeeping services
Bill adjustments
Other services related to the above

Name of the person responsible for the management of personal information to be shared:
Umenoya Resort Co., Ltd.

9. PROTECTION OF YOUR PERSONAL DATA DURING INTERNATIONAL TRANSFERS

For the purposes set out in Clause 6 of this Charter, we may transfer your personal data collected in the European Union to recipients in Japan.

Consequently, in addition to implementing this Charter, we employ appropriate measures to ensure the secure transfer of your personal data collected in the European Union to Japan offering a different level of privacy from that proposed in the European Union.

As part of these activities, your data may be sent, in particular as part of the reservation process, to a recipient located in Japan.

10. COOKIES

Use of cookies

Our websites use cookies to operate. Cookies and other similar tracers are packets of data used by servers to send status information to a user’s browser and return status information to the original server through this same browser.
The status information can be a session identifier, a language, an expiration date, a response field or other types of information.
During their validity period, cookies are used to store status information when a browser accesses various pages of a website or when the browser returns to this website at a later point.

How do we use cookies?

We use the following cookies on our websites:

Name of cookie Type Purpose Storage time
_ga

First Party to differentieate between
users within the framework
of Google Analytics 2 years
_gid

First Party to differentieate between
users within the framework
of Google Analytics 24 hours
_gat

First Party to produce request rates 1 minute
_gac_<property-id>

First Party to manage information
about campaigns related to
the user 90 days
Legitimate Interests for Using Your Information
The use of your information is not only helpful for us but also beneficial to you, as it will allow us to improve our services and better orient them to your needs. It will also enable us to provide advertising services that are tailored to your interests, which will allow you to receive more specific and useful information. We consider that the use of your information in the manner described above does not result in a risk to your rights and freedoms.

How to control cookies?
You can control and/or delete cookies as you wish ? for details, see aboutcookies.org. You can delete all cookies that are already on your computer and you can set most browsers to prevent them from being placed.
If you do this, however, you may have to manually adjust some preferences every time you visit a site and some services and functionalities may not work.

11. STORAGE OF DATA

We retain your personal data only for the period necessary for the purposes set out in this Charter or in accordance with the provisions of applicable law.

12. ACCESS AND MODIFICATION

“You have the right to access your personal data collected by us and to correct it, subject to applicable legal provisions. You may also exercise your right to object by writing to us as described below. If you have any difficulty exercising your rights, please contact us directly by sending an email or by reaching out to our representative below:

UMENOYA RESORT, Ltd.
Hotel Operations Management Department
3507-1 Okuyamada, Takayama Village, Kamikawa District, Nagano 382-0816, Japan
cs@ryokan-matsukawa.com

To maintain confidentiality and personal data protection, we will require identification in order to respond to your request. You will be asked to provide a copy of government-issued identification, such as a driver’s license or passport, along with your request.

If your personal data is inaccurate, incomplete, or not up to date, please send the appropriate amendments to the Hotel Operations Management Department as indicated above.

We will process and respond to requests as swiftly as possible and in accordance with applicable law.

You may also exercise your rights regarding your personal data that is stored and processed by one of our hotels following your stay. To do this, you must contact the hotel directly.”

13. UPDATES

We may modify this Charter from time to time. Consequently, we recommend that you consult it regularly, particularly when making a reservation at one of our hotels.

14. INQUIRIES AND CONTACT INFORMATION

For any questions concerning the UMENOYA RESORT,Ltd personal data protection policy, please contact the Hotel Operations Management department.

Social Media Policy

UMENOYA RESORT, Ltd. (hereinafter referred to as the “Hotel”) hereby establishes the following policy upon the establishment and utilization, whether permanent or temporary, of the Hotel’s official account (hereinafter referred to as the “Official Account”) for social media (meaning media where any user is free to transmit and display information via the Internet, with typical examples of social media being Facebook, X (formerly Twitter), YouTube, and Instagram). In addition, the provisions of this policy shall be applicable to all users of the Hotel’s Official Account and any incidental services thereto (hereinafter referred to as the “Users”).

I. Management Policy

1.The Hotel understands that any information transmitted through social media is published to the general public, and that any information once having been transmitted cannot be completely deleted, and the Hotel shall carefully consider each instance where it is to transmit any such information.

2.The Hotel shall endeavor to adopt an attentive attitude to remarks that are transmitted by Users, and shall act appropriately to each situation presented.

3.Employees of the Hotel (including executives, staff under an employment relationship, and temporary workers) shall abide by the various laws and the Hotel’s privacy policies that are applicable alongside this policy, Guide to personal information processing, as well as any internal rules with respect to the utilization of social media.

4.The Hotel, as a general rule, shall not reply to any informational content transmitted by Users through social media except where the Hotel, upon evaluation of the contents of any such transmission, deems it necessary, at which point the Company shall issue a reply on the Official Account or by directly contacting the relevant User (s) .

II. Purpose in Utilizing Social Media

The Hotel’s purpose in utilizing social media is to share information with customers and to increlase the Hotel’s business activities by transmitting information related to any sales promotions conducted by the Hotel, along with any information concerning other related activities of the Hotel.

III. Contents of Transmissions from the Hotel

Any contents transmitted by the Hotel on the Official Account shall be limited to general information pertaining to sales promotions and any information related to any such promotion, such as information pertaining to any products, services, events, and promotions relating to the Hotel, Hotel history, as well as any information concerning regional and seasonal events as relevant to the Hotel. Formal announcements, such as company information and financial information, shall be displayed on the Hotel’s home page or other similar medium.

IV. Materials Prohibited From Being Transmitted by the Company or Users

Neither the Hotel nor the Users shall transmit on the Official Account any information or content described below, and the Hotel shall actively delete, at its sole discretion, any information or contents promulgated by any User that falls into any of the below categories.

1.Any content that infringes upon the human rights or privacy rights of any User or employees of the Hotel.

2.Any content that infringes upon the rights and property of, or that slander or libel, the Hotel, any User, or any third party.

3.Any other content that the Hotel deems, at its sole discretion, to be unsuitable for publication.

V. Disclaimer

1.The Hotel may discontinue or suspend operations or may change information on the Official Account without any notice.

2.The Hotel shall have no responsibility for any damage that occurs from utilizing the Official Account or from not being able to utilize the Official Account, nor shall the Hotel be responsible for any damage that occurs from the discontinuance, suspension of operations, or change of information on the Official Account, regardless of the reason.

VI. Jurisdiction

Any dispute arising with respect to the utilization of social media shall be subject to the exclusive jurisdiction of the Nagoya District Court as the court of first instance.

VII. The Official Social Media and the Official Account of the Hotel

Facebook

Instagram

VIII. Contact Details

Contact details regarding the Hotel’s utilization of social media and its Official Account:

UMENOYA RESORT, Ltd.
Hotel Operations Management Department
3507-1 Okuyamada, Takayama Village, Kamikawa District, Nagano 382-0816, Japan
cs@ryokan-matsukawa.com

For customers accessing the Hotel’s social media channel

With respect to remarks and contributions

1.Transmission of information by the Hotel on its Official Account at social media does not necessarily guarantee that such information is an official announcement or opinion of the Hotel. Please see the Hotel’s homepage or news releases for official announcements and opinions of the Hotel.

2.The Hotel shall actively delete, at its sole discretion, any information or content that falls into any of the below categories:

(1)
Any content that infringes upon the human or privacy rights of any Users or employees of the Hotel.
(2)
Any content that infringes upon the rights and property of, or that slander or libel, the Hotel, any User, or any third party.
(3)
Any other contents that the Hotel deems to be unsuitable for publication.

Reply and correspondence to inquiries

The Hotel, as a general rule, shall not respond to any inquiries or replies made through social media. Please direct yourself to the Inquiry Form for any inquiries requiring any response from the Hotel.