Privacy Policy

1. Who we are

Business operator

Tabitime K.K. (旅タイム株式会社)

Representative

Yili Zhang, Representative Director

Address

Nishitenma FUKUE Bldg. 601, 4-3-11 Nishitenma, Kita-ku, Osaka 530-0047, Japan

Licences

Residential Accommodation Management Operator, Minister of Land, Infrastructure, Transport and Tourism (01) No. F02550 / Real Estate Brokerage, Osaka Governor (1) No. 66476

Privacy contact

[email protected]

2. Information we collect

We collect the following personal information by lawful and fair means.

(1) Booking information

Your name, email address, phone number, number of guests, travel dates and other details needed for your booking. If you book through a third-party booking site, this includes the equivalent booking details that site provides to us.

(2) Guest register information

As required by the Inns and Hotels Act, the Private Lodging Business Act or the National Strategic Special Zones Act: each guest’s name, address, contact details and occupation (only at properties where the law requires it). For foreign nationals who do not have an address in Japan, also nationality, passport number and a copy of the passport.

(3) Online check-in information

Information you enter or upload during online check-in (guest register details, estimated arrival time, images of identity documents, etc.).

(4) Payment information

Card details such as your card number are collected and managed directly by our payment service provider; we do not store card numbers. We only receive the information needed to process the payment, such as whether it succeeded and a transaction number.

(5) Membership information

Your email address, whether you wish to receive our emails, and your history as a member (bookings, coupon use, etc.).

(6) Enquiries and messages

What you send us by email, LINE, booking-site messaging and similar channels, and our replies. On our LINE official account we receive the profile information LINE provides to us (your display name, a user identifier issued for our account, etc.) and the messages exchanged with us (including images).

(7) Device and access information

IP address, browser type, device type and operating system, language settings, access times, cookies and other identifiers.

(8) How you use our website

Pages viewed, search conditions, saved favourites and similar information about your use of the site.

3. How we use it

We use personal information for the following purposes:

• Taking and managing bookings, and providing accommodation
• Verifying identity, and preparing and keeping the guest register required by law
• Contacting you about your booking or stay, and responding to enquiries
• Sending check-in instructions, key and entry information
• Issuing receipts
• Providing member services (member prices, coupons, etc.)
• Sending travel information and offers by email to people who have agreed to receive them
• Improving the Services, developing new services, and analysing usage for these purposes (in statistical form)
• Preventing fraud and misuse, and keeping people and property safe
• Complying with the law (notifications and reports to authorities, responding to lawful enquiries, etc.)
• Activities incidental to the above

If we change a purpose of use, we will do so only within a scope reasonably related to the original purpose and will publish the new purpose on this page.

4. Sharing with third parties and outsourcing

We do not provide personal data to third parties without your prior consent, except:

• where required by law (including lawful enquiries from the police or other public authorities);
• where necessary to protect a person’s life, body or property and it is difficult to obtain your consent;
• where especially necessary to improve public health or promote the healthy development of children and it is difficult to obtain your consent;
• where necessary to cooperate with a national or local government body (or a party it has entrusted) carrying out duties prescribed by law, and obtaining your consent could impede those duties; or
• in other cases permitted under the APPI.

We may entrust all or part of the handling of personal data to outside service providers to the extent needed for the purposes above, mainly for:

• providing and operating our booking management system;
• payment processing;
• cloud servers for data storage and system operation;
• sending emails;
• external text-generation services that help translate messages and draft replies; and
• on-site work such as cleaning and inspections (limited to the minimum information needed).

We choose providers that handle personal information appropriately and supervise them as necessary and appropriate, including through contracts.

5. Transfers to and handling in other countries

We store the personal data handled in the Services on cloud servers located outside Japan, including in Hong Kong (Hong Kong Special Administrative Region of the People’s Republic of China). Some of our service providers (such as content delivery, translation and text-generation services) may also handle personal data in the United States, the People’s Republic of China and other countries.

Information about each country’s personal information protection system is available on the website of Japan’s Personal Information Protection Commission (“Survey on personal information protection systems in foreign countries”).

We have put in place contracts with these providers setting out the proper handling of personal data, together with access controls and other security measures, so that measures equivalent to those required of us under the APPI are taken on a continuing basis. Please contact us (section 11) for details of these measures.

6. How long we keep it

Guest registers (including passport copies) are kept for at least the period required by law (three years), in accordance with our internal rules, and are then disposed of or deleted appropriately.

Other personal information is kept only as long as needed for the purposes of use or as required by law, and we endeavour to dispose of or delete it without delay once it is no longer needed.

7. Security measures

To prevent leakage, loss or damage of personal data, we take the following measures:

• Organisational: we appoint people responsible for handling personal data, maintain handling rules, and have a reporting and response process for incidents.
• Human: we train staff on handling personal information and require them to keep it confidential.
• Physical: we control the areas and equipment where personal data is handled and guard against loss or theft of documents and devices.
• Technical: we manage access rights, encrypt communications and take measures against unauthorised access.
• Understanding the external environment: where personal data is handled in another country, we implement security measures based on an understanding of that country’s personal information protection system.

8. Cookies

Our website uses cookies and similar technologies to keep you signed in, remember your language, make booking easier and analyse how the site is used. For usage analysis we use an access-analysis tool provided by an outside company, and browsing information collected through cookies is sent to that company. This information alone does not identify you personally.

You can disable cookies in your browser settings, but some features of the site may then not work.

9. Unsubscribing from emails and LINE

Every travel-information or offer email we send includes an unsubscribe link, which you can use at any time.

To stop messages from our LINE official account, block our account or remove it from your friends.

We may still send you necessary messages about your booking or stay after you unsubscribe.

10. Access, correction and other requests

You or your representative may ask us to notify you of the purposes of use of your retained personal data, to disclose it (including records of provision to third parties), to correct, add to or delete it, to stop using or erase it, or to stop providing it to third parties.

Please send requests to our contact point (section 11) at [email protected]. After confirming that the request comes from you (or your representative), we will respond without delay in accordance with the law. We do not charge a fee.

Information we are required by law to keep, such as guest registers, may not be deleted during the retention period. If we cannot comply with a request under the law, we will explain why.

11. Contact point

Please send questions, concerns, complaints and requests about how we handle personal information to:

Contact

Tabitime K.K., Personal Information Protection Contact

Email

[email protected]

Phone

+81-6-4708-5887 (10:00–18:00 JST, excluding the New Year holidays)

Address

Nishitenma FUKUE Bldg. 601, 4-3-11 Nishitenma, Kita-ku, Osaka 530-0047, Japan

12. Changes to this policy

We may revise this policy in response to changes in law or in our services. The revised policy takes effect when it is posted on this page. We will announce significant changes on this website.