PERSONAL INFORMATION PROTECTION POLICY


Personal information protection policy

In order to provide travel services that exceed customer expectations and to respond to customers’ trust, Odakyu Travel (hereinafter referred to as the “Company”) believes that it is important to protect customers’ personal information and other personal information managed by the Company, and we will safely and appropriately conduct management based on the policy below.
1. The Company will obtain, use, and provide personal information within the scope of its purposes of use. In addition, we will not handle personal information that exceeds the scope necessary for accomplishing the specified purposes of use (use other than for the purposes), and we will implement measures in order to put this into practice.

2. The Company will comply with laws, ordinances, and the guidelines stipulated by the national government, and other rules related to the handling of personal information.
3. The Company will strive to prevent and correct fraudulent access to personal information and leaks, loss, or damage to personal information.
4. The Company will appropriately and promptly respond to complaints and consultations related to personal information.
5. The Company will continuously reconsider and improve its personal information protection management system.

Formulated: July 1, 2014
Revised: April 1, 2017
Odakyu Travel Co., Ltd.
Fuminobu Sasaki , Representative Director and President

 

1. Personal information
The personal information that the Company will receive from a customer is the customer’s personal information that is necessary when providing travel services, such as name, address, telephone number, and e-mail address.

2. Proper and appropriate collection and management of personal information
The Company will collect the customer’s personal information by proper means and manage it appropriately.

3. Website security
Strict database management is conducted for a customer’s personal information that is provided to us when use is conducted on the website. The customer’s personal information is managed on a database that is protected by a firewall that protects against fraudulent access. Only the minimum necessary number of employees who have access authority can access this database, and it is managed by using a password for the purposes of privacy protection and security.

  1. 4. Purposes of use of personal information
    (1) Purposes of use of personal information obtained directly in writing
    (i) The Company will use personal information that was provided by the relevant person or the person responsible for an agreement for the purpose of contacting the customer and will use the information within the scope that is necessary for the procedures for insurance that guarantees expenses for the Company’s liability and accidents based on travel agreements within the scope that is necessary for procedures for arrangements and receipt of services that are provided for transportation and accommodation facilities for travel for which the customer submitted an application. We will have you agree to such provision of personal data when you submit an application.
    In addition, at the Company we may use the customer’s personal information for the following matters:
    - Provision of information about products, services, and campaigns
    - Requests for provision of opinions and thoughts after participation in travel
    - Requests for replies to questionnaires
    - Provision of benefits and services
    - Creation of statistical materials
    - Replies to inquiries and consultations by the customer
    - Delivery of e-mail magazines
    In addition, in order to prepare for cases in which there is injury or illness during travel, the Company will obtain personal information about a person for domestic contact during the customer’s travel. The Company will use this personal information when the Company has recognized that it is necessary to contact the person for domestic contact when the customer has become injured or ill. The customer will obtain agreement from the person for domestic contact concerning the provision of the personal information of the person for domestic contact to the Company.
    (ii) The Company will use personal information that was provided to the Company by a person who has applied for hiring or recruitment within the scope that is necessary for confirming the identity, contacting the relevant person, and other work for hiring and recruiting.

    (2) Purposes of use of personal information that was obtained by means other than directly in writing
    (i) We may obtain, through oral means, such as the telephone, the customer’s personal information for the purposes of use stated in (1) above. We may record the content of conversations for the purpose of confirming the content.
    (ii) The Company will use personal information that was provided by a representative of a company, organization, or group within the scope that is necessary for procedures for arrangements for or receipt of services provided by transportation or accommodation facilities. In addition, we may use it for the provision of information about products, services, and campaigns.
    (iii) We will use personal information that was obtained through travel insurance agency work for procedures for the application for travel insurance.
    (iv) We will use information about an applicant for hiring that was provided from an employment information site for contacting the relevant person, as well as other uses within the scope that is necessary for hiring work.
    (v) We may conduct the use for payment and billing work associated with the performance of business activities.

5. Provision or consignment of personal information to third parties
The Company will, within the scope of the purposes of use of the previous clause and within the scope that is necessary for the purpose of the customer’s convenience when shopping at souvenir shops at the travel destination, use an electronic method to provide to third parties, such as those transportation or accommodation facilities, insurance companies, and souvenir shops, the personal information that is received, such as personal data including the customer’s name, passport number, and flight number that will be boarded.
Main places to which provision is made
Place of provision
Items of personal information that are provided
Purpose of provision to third parties
Companies that conduct travel plans The customer’s name, address, telephone number, and gender For travel arrangements
Accommodation facilities, transportation facilities The customer’s name, address, telephone number, and gender For arrangements for accommodations and arrangements for airplane tickets and train tickets

For the purpose of travel arrangements or mediation service work at an airport, the Company may consign the handling of personal information.
In addition, in the event that the customer uses a credit card to settle travel costs, we will use an electronic method to provide the customer’s credit card number and expiration date to the credit card company for the purpose of settlement.
Except in cases that fall under one of the items below, the Company will not use such information for purposes of use other than those indicated above or provide it to third parties.
(i) A case in which the customer has consented in advance
(ii) A case in which it is necessary to cooperate with a national government organization’s or a local government’s performance of clerical matters stipulated in a law or ordinance
(iii) A case in which it is necessary in order to protect an important interest, such as the life, health, or asset of the relevant person or the public
Personal information that we have received for the purpose of travel consultation, the method of operating accommodation reservations, or delivery of e-mail magazines will not be provided to third parties.

6. Joint use of personal information
The Company will conduct the joint use of personal information within the Odakyu Group for the purpose of handling payments and the billing work associated with the performance of business activities.
For details, please read the following:(http://www.odakyu-travel.co.jp/images/privacy20170626(eng).pdf)。

7. The voluntary nature of providing personal information
Although the customer’s provision of personal information is voluntary, it is necessary for making arrangements for travel, and therefore if the customer does not provide arrangements for travel for which an application has been made, the arrangements may not be conducted smoothly and accurately.

8. Information about requesting disclosure of personal information
We will sincerely respond to notifications of the purposes of use of personal information possessed by the Company, disclosure of personal information, correction of content, addition or deletion, suspension of use, elimination, or suspension of provision to third parties.
(1) Purposes of use of personal information that is subject to disclosure
- Customers’ personal information: Travel arrangements, replies to inquiries, and sending e-mail magazines and direct mail
- Personal information of parties to which work is consigned: Contact about content of arrangements, and reports
- Employees’ personal information: Work-related contact, attendance, personnel evaluations, welfare, and salary payment
- Personal information of people who visit the Company’s facilities: Management of entrance to and exit from facilities
- Personal information of people who apply to be hired: Contact about whether or not a hiring selection is possible and dates of interviews
(2) Procedures for disclosure of personal information
To make a consultation or complaint or to request disclosure related to the handling of personal information that is subject to disclosure, please contact us by using the information below or download the Request for Disclosure of Personal Information(http://www.odakyu-travel.co.jp/eng/privacyform(eng).pdf) and then mail it to the address below. We will confirm that the person who contacted us is the relevant person and then promptly respond. In the case of an inquiry by a representative, we will use a letter of proxy or a certificate of a seal impression to confirm that the person is a representative. Please understand in advance that we will charge you JPY 500 per instance of a request for disclosure or a request for notification of the purposes of use.

Odakyu Travel Co., Ltd.
PMS manager
(Manager of personal information protection)
Manager of the General Affairs Department

Inquiries related to personal information
Office for Consultations about Personal Information Protection, General Affairs Department, Odakyu Travel Co., Ltd.
2-28-12 Yoyogi, Shibuya-ku, Tokyo 151-0053 Japan
TEL: +81-(0)3-3379-6178
E-mail:privacy@odakyu-travel.co.jp
<Reception hours: 10:00 a.m. – 6:00 p.m. (excluding Saturdays, Sundays, public holidays, and the end-of-year and New Year period)>
Name of authorized personal information protection organization, and place for proposing complaint resolution
The Company is a member of the authorized personal information protection organization stated below.

Name of authorized personal information protection organization: JIPDEC
Place for proposing complaint resolution: Office for complaints or consultations about the protection of personal information
Roppongi First Building, 1-9-9 Roppongi, Minato-ku, Tokyo 106-0032 Japan
TEL: +81-(0)3-5860-7565 or 0120-700-779
*The authorized personal information protection organization is a place for making complaints related to personal information, and it is not a place for making inquiries related to the Company’s products, services, or business.
(As of May 30, 2017)

Inquiry Form:http://www.odakyu-travel.co.jp/mailform/00index.html
English・Chinese・Korean available
Business Hours:10:00~18:00 (Japan time) open every day except Dec 30~Jan 3

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