Handling of Personal Information

This policy establishes the privacy policy of the Hotel Group (hereinafter referred to as “Hotel Group,” “we,” “our”).

The Hotel Group refers to the entire hotel group, which consists of the following 24 hotels: Hotel & Resorts WAKAYAMA-MINABE, Royal Hotel NAGANO, Royal Hotel TOYAMA TONAMI, Active Resorts MIYAGI ZAOU, Active Resorts URABANDAI, THE KASHIHARA, THE HAMANAKO, Hotel & Resorts MINAMIBOSO, Hotel & Resorts ISE- SHIMA, Hotel & Resorts NAGAHAMA, Hotel & Resorts KYOTO-MIYAZU, Hotel & Resorts WAKAYAMA-KUSHIMOTO, Hotel & Resorts MINAMIAWAJI, Hotel & Resorts SAGA-KARATSU, Hotel & Resorts BEPPUWAN, Royal Hotel NASU, Royal Hotel YATSUGATAKE, Royal Hotel NOTO, Royal Hotel DAISEN, Royal Hotel TOSA, Royal Hotel MUNAKATA, Royal Hotel OKINAWA ZANPAMISAKI, Royton Sapporo, Active Resorts KIRISHIMA, 48 companies indicated in the appendix at the end of the text that manage the 24 hotels, as well as Head Office Japan K.K. , which holds the head office management functions over the 48 companies.

The Hotel Group is entrusted with personal information of many individuals, beginning with our customers (hereinafter referred to as "customer", "customers", "they", "their"), and so we clarify our handling of such personal data below.

The Hotel Group recognizes the importance of protecting personal information, considers an appropriate utility and protection of such personal information the core of our business operations as well as our social responsibility, and carries our activities as to ensure further public trust.

When customers provide personal information, the Hotel Group clarifies its purpose of use and uses it only within the scope of the same purpose.

Except when to fulfill contractual responsibilities or when there are other justifiable reasons, the Hotel Group will not share customers' personal information to any third parties other than those approved by customers.

The Hotel Group implements security measures to prevent unauthorized external access to customers' personal information as well as its loss, destruction, falsification, leakage, etc. and endeavors to manage personal information safely and appropriately.

The Hotel Group stores personal information such as address, name, postal code, telephone number, fax, e-mail address, etc., that is necessary for communication with our customers through such opportunities as questionnaire surveys involved in catalog requests, questionnaire surveys via the Internet, distribution of flyers and mailings, business meetings with sales representatives and conclusion of contracts etc.
In addition, the Hotel Group also may collect personal information such as the name of real estate right holders, the name of corporation representatives, telephone number, address, names, etc. from publicly available media such as real estate registry, commercial register, telephone directory etc.
Personal information received from customers in this manner will be stored in a database etc.

In compliance with Japan's Act on the Protection of Personal Information (APPI), the Hotel Group uses customers' personal information to provide guidance and proposals regarding each businesses such as hotels and mail-order sales of goods, to conclude and perform contracts, to provide after-sales services, to contact and communicate with customers, to develop new products and services and to provide information that we believe will be beneficial to our customers.

In addition, when communicating with customers over the phone, the Hotel Group may record the content of the call, to accurately grasp and confirm the content of reservations, orders, opinions, and other inquiries, and to improve future services.

The Hotel Group will jointly use the customer personal information indicated in “II. About Personal Information Entrusted to the Hotel Group” for the same purposes as indicated in “III. Purpose of Use of Personal Information” with the headquarters of external hotel groups, with which the Hotel Group is in a franchise agreement, management contract etc.

Within the scope necessary for fulfilling the purpose of use, the Hotel Group will not provide customers' personal data to third parties, except in case in which we outsource operations related to the handling of personal information, or if it falls under any of the following.

If customer requests disclosure of their own personal information or the history of provision of their personal information to a third party, etc., the Hotel Group will confirm whether the person making the request is a principal or an agent and reply within a reasonable period of time or within reasonable range.

If a customer wishes to correct, add, or delete their personal information, the Hotel Group will confirm whether the person making the request is a principal or an agent, and, in case the recorded personal information is different from the fact, the Hotel Group will correct, add, or delete personal information within a reasonable period of time or within reasonable range.

The Hotel Group will accept requests concerning provisions: “VII. Disclosure of Personal Information,” “VIII. Correction of Personal Information,” “IX. Cessation of Use of Personal Information,” and other inquiries regarding personal information, via mail, phone, FAX, and the official website’s inquiry form.
The reception hours for phone form are from 9 a.m. to 5 p.m. on weekdays.

In the case of request from customer, the Hotel Group will verify that they are the principal, using information registered by the Hotel Group such as customer's driver's license, passport, health insurance documents, address, name, telephone number, date of birth, bank account number, credit card number, PIN number, etc., or through a callback to the Hotel Group's registered phone number.
In the case of an application from an agent, in addition to the above, the Hotel Group will also verify through a power of attorney and a seal registration certificate.

Customer may be charged a fee equivalent to the actual cost of registered mail for requests for disclosure of personal information.

Cookie is a mechanism allowing for customer's usage history and input contents etc. sent and received between the browser and server when using the web page to be saved as files on customer's computer. The next time customer visits the same page, the information in the cookie allows the operator of the page to change the display for each customer. If customer allows browser to send and receive cookies, the website can get cookies from the user's browser. In addition, for customer privacy protection, their browser will only send cookies sent and received by the server of that website.

In addition, cookies may be also used by the following tools that the Hotel Group uses mainly for analysis purposes and transmitted to providers of those tools.

Customer can disable cookies by changing their browser settings. However, if customer disables cookies, they may not be able to receive all or part of the services on the website. For information on how to change cookie settings, please check with the manufacturer of each browser.

For information on how to stop providing information to advertisement distribution service providers, customers are asked to contact each service provider. If customer deletes cookie information, restrictions may occur when using the products and services provided by the provider.

Head Office Japan K.K. Shinagawa Intercity Tower C, 8F, 2-15-3, Konan, Minato-ku, Tokyo
President and CEO, Mayanagi Koji,

Person responsible for the management of personal information and jointly used personal information data:
Executive Director, Human Resources & General Affairs