Privacy Policy

Kintetsu Hotel Systems, Inc. (hereinafter "Company") will comply with the Act on the Protection of Personal Information and relevant laws and regulations, and handle personal information properly based on the following policy in order to meet the trust of our guests and customers:

1.(Proper Acquisition of Personal Information)

The Company will not acquire personal information by deception or other wrongful means.

2.(Specification of Utilization Purpose, Restriction According to Utilization Purpose)

The Company will acquire personal information specifying the utilization purpose, and use such information exclusively within the scope required to achieve the purpose and not beyond such scope without the approval of the individual concerned.

3.(Securing of Accuracy of Data)

The Company will take appropriate means to keep personal information accurate and updated.

4.(Safety Control Measures)

The Company will handle personal information with due attention to safety control and take necessary and appropriate measures to protect data from falsification, destruction, loss, leak, etc.

5.(Internal System, Education of Employees)

The Company will appoint a departmental personal information manager for each department, improve the internal control systems, work to educate employees, and continuously conduct reviews of such systems.

6.(Supervision of Contractors)

In case of contracting out the whole or any part of its business in the course of transactions, etc., the Company will oblige the contractors to strictly control personal information, and will supervise them for such purpose.

7.(Restriction on Third Party Provision)

Except as set forth in laws and regulations, the Company will not provide personal information for any third party without obtaining the prior approval of the individual concerned.

Exception of third party provision

(1) Contracting out

The Company may contract out the whole or part of its business involved in handling personal information after taking safety control measures for the contractor.

(2) Succession

It is possible that personal data will be provided if there is a business succession by merger or any other cause.

(3) Shared use

Part of the personal data will be shared by the Miyako Hotels & Resorts member companies.
In case any policy is set forth separately regarding the handling of personal information, such policy will govern.

(i) Items of personal data subject to shared use
Name (including reading), e-mail address, address, telephone number, sex, date of birth, password
(ii) Scope of parties to share use
Miyako Hotels & Resorts member companies
  • Kintetsu Hotel Systems, Inc.
  • Kintetsu Leisure Service Co., Ltd.
  • Kintetsu Golf & Resort Inc.
  • Nara Hotel
  • Kintetsu Enterprises Company of America
(iii) Purpose of use by parties to share use
  • Provision of accommodations, parties, restaurant services, etc.
  • Provision of reservation services for accommodations
  • Provision of Internet reservation service
  • Operation of Miyako Plus Cards and understanding the use status of privileges
  • Sending direct mail and distribution by e-mail of product and service information
  • Materials for determining the selected information to be sent to you
  • Response to inquiries
(iv) Party responsible for the control of relevant personal data
Kintetsu Hotel Systems, Inc.

8.(Disclosure, Correction, Inquiry, etc.)

The Company will respond as soon as possible to requests for disclosure, correction, or use suspension regarding personal information from the individual concerned at the following department in charge:
Personal Information Protection Promotion Secretariat, General Affairs Department, Kintetsu Hotel Systems, Inc.
TEL.06-6774-7658

Matters to be disclosed regarding retained personal data

Purposes of utilization of retained personal data

Response to customers' use of the Company's goods and services, and to the Company's sale of goods and provision of members' services
Sales activities including sending notices of events
Response to inquiries and requests for materials, etc.
Preparation of basic data for customer trend analyses and other analyses required in business management
Performance of obligations and exercise of rights of the Company, as well as response associated therewith

Personal data retained by the Company

Data of reservations for and actual use of accommodations
Data of reservations for and actual use of parties
Data of reservations for and actual use of restaurants, bars, shops, etc.
Data of reservations for and actual use of other facilities
Data of restaurants, bars, health clubs, Miyako Plus Cards, and other memberships
List of recipients of e-mail newsletter service
Data of questionnaires and participants in hotel events and projects

Procedures for responding to requests for disclosure, correction, addition, deletion, use suspension, and elimination

The Company will respond to requests from the individual concerned or his/her agent regarding personal information retained by the Company for "notice of purpose of utilization," "disclosure," "correction, addition, or deletion," "use suspension or deletion," and "suspension of third party provision" (hereinafter collectively referred to as "Disclosure, etc.") in accordance with the following procedures:

1. Retained personal data subject to requests for Disclosure, etc.
In requests for Disclosure, etc., please provide as much detail as possible about the relevant retained personal data.
2. Address for sending requests for Disclosure, etc.
When requesting Disclosure, etc., please send the request form provided by the Company [see 3.(1) below] to the following address together with identification documents and the entire amount of the handling fee, where applicable. Requests for Disclosure, etc. will be accepted by postal mail only.
General Affairs Department, Kintetsu Hotel Systems, Inc.
1-55, Uehommachi 6-chome, Tennoji-ku, Osaka 543-0001
* Please write the following in red on the envelope: "Personal Information Disclosure Request Form."
* To ensure delivery of the documents, it is recommended that certified mail be used regardless of whether the request requires a handling fee.
3. Procedures regarding requests for Disclosure, etc.
(1)Documents regarding requests for Disclosure, etc.
[1]If the individual concerned requests Disclosure, etc.
Download and print out the request form a. below, fill in and seal it, and send it to the Company together with the identification documents b. (see 2. above for the address). b.Identification document
(a) Copy of official certificate [any of driver's license, health insurance card, pension booklet, certificate of residence, passport (page of photo and address), or foreign resident registration card];
* Should be currently effective and contain the address, name, and date of birth.
(b) In case the address stated on the above certificate is different from the one for the reply to be sent to, a copy of any of the following in addition to the above:
i. Receipt of utility bill;
ii. Receipt of payment certificate of national tax or local tax.
iii. Receipt of social insurance premium.
* Must be within 6 months from the issuance date and contain the current address and name.
All replies for a request for Disclosure, etc. from the individual concerned will be sent to the address of the individual concerned stated on the identification documents [or (b), if (b) was submitted].
[2] If an agent requests Disclosure, etc.
Download and print out the request form a. below, fill in and seal it, and send it to the Company together with the identification documents b. and the identification document for agent qualification c. (see 2. above for the address). Please make sure to state the address and name of the individual concerned plus the signature and seal of the agent himself/herself. b. Identification documents of the individual concerned and the agent (both are required).
(a) Copy of official certificate [any of driver's license, health insurance card, pension booklet, certificate of residence, passport (page of photo and address), or foreign resident registration card];
* Should be currently effective and contain the address, name, and date of birth.
(b) In case the address stated on the above certificate is different from the one for the reply to be sent to, a copy of any of the following in addition to the above:
i. Receipt of utility bill;
ii. Receipt of payment certificate of national tax or local tax;
iii. Receipt of social insurance premium.
* Must be within 6 months from the issuance date and contain the current address and name.
c. Identification documents for agent qualification
(a) If requested by statutory agent
Certificate of entry on the resident card and/or other certificate for the statutory agent's qualification
(b) If requested by any other agent
Letter of proxy prepared and sealed by the individual concerned to designate the relevant agent (the letter of proxy should have the registered seal of the individual concerned and be accompanied by a seal registration certificate of the individual concerned.)
If requested by an agent, the Company will send the reply to the agent's address stated on the above identification documents of b. [or (b), if (b) was submitted], and deem the procedures of Disclosure, etc. to have been completed. The Company will not be liable in any manner for the delivery of the reply between the individual concerned and his/her agent.
(2) Handling fee for request for Disclosure, etc.
[1] For request for "disclosure" or "notice of purpose of utilization"
a. Handling fee
500 yen (including consumption tax, etc.) per request
b. Payment method
Send by registered mail together with the request form and 500 yen in cash.
[2] In case of requests for "correction, addition or deletion," "use suspension or deletion," or "suspension of third party provision"
In case of requests for "correction, addition or deletion" "use suspension or deletion" or "suspension of third party provision" with the retained personal data specified, no handling fee is required.
(3)Notes regarding requests for Disclosure, etc.
[1] When requesting Disclosure, etc., make sure to use the above request form prepared by the Company [see 3.(1)]. Requests in any other format cannot be accepted.
[2]Any and all costs required in submitting a request for Disclosure, etc. such as costs for obtaining identification documents will be borne by the individual concerned.
[3]The official certificates and other identification documents submitted in requests for Disclosure, etc., will be returned after the completion of the procedure.
[4]In the case that any identification document to be submitted as part of a request for Disclosure, etc., contains a statement not necessary for the request for Disclosure, etc. such as the registered domicile or basic pension number, such parts may be blacked out or otherwise made unreadable.
[5]Except as they are caused due to a reason attributable to the Company, the Company will not be liable in any manner for accidents to a request for Disclosure, etc., for example accident during mail delivery.
4. The Company's response to request for Disclosure, etc.
The Company will start processing the form, etc. regarding a request for Disclosure, etc. at the time it receives all necessary documents with no deficiencies. Please note that it may take several days in some cases as it takes time to identify the retained personal data or for other work.
5. Cases in which the request for Disclosure, etc. cannot be accepted
The Company cannot accept a request for Disclosure, etc. in the following cases:
[1]when the request form lacks any necessary statement or seal;
[2]when identification documents are not enclosed or the identification of the individual concerned or the agent cannot otherwise be confirmed;
[3]when the handling fee is not enclosed or the amount is insufficient; or
[4]any situation falling under the category of the proviso to Paragraph 2, Article 24, the proviso to Paragraph 1, Article 25, the proviso to Paragraph 1, Article 26, and the provisos to Paragraph 1 and Paragraph 2, Article 27 of the Act.
If there is any deficiency in the submitted documents, etc., the Company will notify you at the address stated on the request form. If you fail to make a necessary correction or resubmission once a given time period has elapsed after such notice, the relevant request for Disclosure, etc. will be deemed not to have been made.
In case the request for Disclosure, etc. cannot be accepted, the Company will make a reply to such effect. Please note that as for requests for "disclosure" and "notice of purpose of utilization," you will be charged a handling fee as prescribed by the Company [see above 3.(2)] even if the request is not accepted.
6. Purpose of Utilization of personal information obtained in relation to request for Disclosure, etc.
The personal information obtained through a request form or identification document, etc. submitted in association with a request for Disclosure, etc. will be used exclusively to the extent required for the response to the relevant request such as communications or replies to the individual concerned or the agent; identification; or collection of handling fees.
The submitted identification documents will be returned after dealing with the request for Disclosure, etc.

Contact regarding the treatment of personal information as above:

Personal Information Protection Promotion Secretariat, General Affairs Department, Kintetsu Hotel Systems, Inc. TEL.06-6774-7658

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