Shodoshima Retreats Co., Ltd. (hereinafter referred to as “the Company”) recognizes the importance of protecting the personal information of customers who use the “Oyashiki Stay Kō” (hereinafter referred to as “the Inn”), a whole-house rental accommodation operated by the Company, , and the related services (hereinafter referred to as “the Services”). We are committed to complying with the Act on the Protection of Personal Information (hereinafter referred to as the “Personal Information Protection Act”) and other relevant laws and regulations, and we will strive to handle and protect personal information appropriately in accordance with the following Privacy Policy (hereinafter referred to as “this Policy”).

1. Definition of Personal Information

For the purposes of this Policy, “personal information” refers to personal information as defined in Article 2, Paragraph 1 of the Act on the Protection of Personal Information; that is, information relating to a living individual that can identify a specific individual through the name, date of birth, or other descriptions contained in such information (including information that can be readily cross-referenced with other information to identify a specific individual) , or information containing personal identification codes such as passport numbers.

2. Purposes of Use of Personal Information

We will use our customers' personal information for the following purposes.

  1. To handle the acceptance of lodging reservations, confirmation of reservation details, and requests for changes or cancellations, etc.
  2. To provide our lodging services, including check-in and check-out, meals, transportation, and activity packages and tours
  3. To create and maintain a guest register in accordance with the Hotel Business Act and other relevant laws and regulations (for details, please see “11. Handling of the Guest Register”)
  4. To process billing and payment for lodging fees and other service charges
  5. To respond to inquiries, feedback, complaints, and other matters regarding this service
  6. To provide information about our inn's accommodation plans, promotions, coupons, and more
  7. To address conduct that violates our terms of service, policies, and other rules (hereinafter referred to as the “Terms and Policies”) regarding this service
  8. To notify you of changes to the Terms of Service and other policies
  9. To help us improve this service and develop new services, etc.
  10. To create statistical data processed into a form that does not identify individuals in connection with this service
  11. To provide you with the latest information and promotional offers from our inn via our email newsletter (limited to guests who have opted in. For details, please see “12. About the Email Newsletter”)
  12. In addition, for purposes incidental to the above-stated purposes of use

3. Changes to the Purposes of Use of Personal Information

We may change the purposes for which we use personal information within a scope that is reasonably deemed to be relevant, and we will notify customers or make an announcement in the event of such a change.

4. Restrictions on the Use of Personal Information

Except as permitted by the Act on the Protection of Personal Information and other applicable laws and regulations, we will not handle personal information without the customer’s consent or beyond the scope necessary to achieve the purposes of use. However, this does not apply in the following cases:

  1. When required by law
  2. When it is necessary to protect human life, physical safety, or property, and it is difficult to obtain the customer’s consent
  3. In cases where it is particularly necessary to improve public health or promote the healthy development of children, and it is difficult to obtain the customer’s consent
  4. When it is necessary to cooperate with a national agency, a local government, or a party entrusted by such an entity in the performance of duties prescribed by laws and regulations, and obtaining the customer’s consent could hinder the performance of such duties

5. Proper Collection of Personal Information

Our company collects personal information in an appropriate manner and does not collect it through deception or other improper means.

6. Security Management of Personal Information

To ensure the secure management of personal information against risks such as loss, destruction, alteration, and leakage, we will exercise necessary and appropriate supervision over our employees. Furthermore, when we outsource the handling of personal information, in whole or in part, we will exercise necessary and appropriate supervision to ensure that the contractor maintains the secure management of personal information.

7. Disclosure to Third Parties

Except in cases where disclosure is permitted under the Act on the Protection of Personal Information or other applicable laws and regulations, we will not provide personal information to third parties without obtaining the customer’s prior consent. However, the following cases do not constitute “provision to third parties” as defined above.

  1. When we provide personal information in connection with outsourcing the handling of such information, in whole or in part, to third-party service providers—such as the provider of our reservation management system, dry cleaning and cleaning service providers, meal arrangement providers (including private chefs), transportation providers, travel arrangement providers, accounting professionals (such as tax accountants), and other contractors—to the extent necessary to achieve the purposes of use.
  2. When personal information is provided in connection with the succession of a business due to a merger or other reasons
  3. When sharing personal information in accordance with the provisions of the Personal Information Protection Act

Please note that if you make a reservation through an accommodation booking site such as Rakuten Travel, Ikyu.com, Booking.com, or Airbnb, we may share information with the operator of that booking site to the extent necessary to confirm the reservation details and fulfill the reservation. In such cases, the privacy policies established by each company will apply to the handling of personal information on their respective booking sites.

8. Disclosure of Personal Information

If we receive a request from a customer for the disclosure of personal information in accordance with the provisions of the Act on the Protection of Personal Information, we will confirm that the request is from the customer themselves and disclose the information to the customer without delay (if the personal information in question does not exist, we will notify the customer to that effect). However, this does not apply in cases where we are not obligated to disclose such information under the Act on the Protection of Personal Information or other laws and regulations.

9. Correction, etc., of Personal Information

If a customer requests that we correct, add to, or delete personal information (hereinafter referred to as “correction, etc.”) Upon receiving such a request, we will verify that the request is from the customer themselves, conduct the necessary investigation without delay to the extent necessary to achieve the purpose of use, and based on the results, correct, add to, or delete the personal information and notify the customer accordingly (if we decide not to make such corrections, etc., we will notify the customer of that decision). However, this shall not apply in cases where the Company is not obligated to make such corrections, etc., under the Act on the Protection of Personal Information or other laws and regulations.

10. Suspension of Use of Personal Information, etc.

If a customer requests that we suspend or delete the use of their personal information (hereinafter referred to as “suspension of use, etc.”) pursuant to the provisions of the Act on the Protection of Personal Information, on the grounds that such personal information is being handled beyond the scope of the previously disclosed purposes of use, or that it was obtained by fraudulent or other unlawful means, If we determine that such a request is justified, we will confirm that the request is from the customer themselves and, without delay, suspend the use of the personal information or take other necessary measures, and notify the customer accordingly. However, this does not apply in cases where we are not obligated to suspend the use of personal information or take other necessary measures under the Act on the Protection of Personal Information or other laws and regulations.

11. Handling of the Guest Register

In accordance with the Hotel Business Act and other relevant laws and regulations, we maintain a guest register containing the names, addresses, and other necessary information of our guests, and retain it for the period specified by law. For foreign guests who do not have an address in Japan, we may ask them to provide their nationality and passport number, or to present and allow us to make a copy of their passport.

Information recorded in the guest register may be disclosed to the extent necessary in response to inquiries from the police or other public agencies, in accordance with applicable laws and regulations.

12. About the Email Newsletter

We plan to send out an email newsletter to provide guests with updates from our inn, information on promotions, and details about our accommodation plans. We will begin sending the newsletter only after obtaining your consent. If you do not wish to receive the newsletter, you may unsubscribe at any time by following the instructions provided in the email or by contacting us at the address listed below.

13. Use of Cookies and Other Technologies

  1. This service may use cookies and similar technologies to track usage and improve the service. Customers who wish to disable cookies can do so by changing their web browser settings. However, disabling cookies may prevent you from using some features of this service.
  2. We may use web analytics tools, such as Google Analytics provided by Google LLC, to investigate and analyze usage patterns and other aspects of this service. For details on how data is collected and processed by Google Analytics, as well as other information, please visit the following Google website.If you do not wish for your data to be used by Google Analytics, please use the Google Analytics Opt-out Add-on provided by Google.
  3. We may use third-party cookies, such as DoubleClick cookies, for the purposes of ad delivery and website optimization. If you do not wish to use these features, you can disable them through your browser settings or by using the opt-out add-on mentioned above.

14. Contact Us

For requests regarding disclosure, etc., comments, questions, complaints, or other inquiries regarding the handling of personal information, please contact us using the contact information below.

Shodoshima Retreats Co., Ltd. (Oyashiki Stay Sachi) 362 Horikoshi-ko, Shodoshima-cho, Shodo District, Kagawa Prefecture 761-4423 Phone: 050-5364-0478 E-mail: info@oyashiki-stay.com

15. Continuous Improvement

We will periodically review our practices regarding the handling of personal information and strive for continuous improvement; we may amend this Policy as necessary. Any changes to this Policy will be announced by posting them on our website or through other appropriate means.