Royal Park Hotels and Resorts Co., Ltd. (hereinafter referred to as the Hotel), and Royal Park Hotels Group, including Tohoku Royal Park Hotel Co., Ltd., Royal Park Hotel Co., Ltd., Yokohama Royal Park Hotel Co., Ltd., Royal Park Hotel Management Co. Ltd. (hereinafter referred to as the Group), treat any information that could identify an individual (hereinafter referred to as Person Information) with the utmost concern for personal privacy and have laid out the following guidelines for use of any such information. The below is to be considered the basic policy applied by Management to such information.
Basic Rules for the Use of Personal Information
Collection of Personal Data
Personal data is collected only to the extent necessary to conduct Hotel business, and is only obtained in the following means:
o From the customer directly via telephone, verbally, in writing (including via electronic mediums), business cards, online registration (such as those found on the Hotel or Group websites);
o From authorized third parties, such as registrants accompanying the customer, referrals, travel trade professionals, other third-party partners recognized by the customer;
o From publicly available published sources, such as newspapers, the Internet, phone books, books or other publications.
* Intended Use of Personal data
Personal data is used for the following purposes:
o In order to arrange accommodation, dining, banquet space or other hotel facilities or services;
o In order to provide information about facilities or services;
o In order to improve customer service via questionnaires;
o In order to take advantage of Membership programs;
o In order to facilitate the reporting of incidents, or related matters, with other companies or in order to facilitate sharing of information with customers in cases where such sharing is clearly defined.
* Sharing Personal Data
To maintain the highest levels of service possible, the Hotel may share Personal data, under the strictest of controls and with appropriate security measures in place:
o With Royal Park Hotels Group Management and Hotel Operations Management (as of 1 October, 2015 this includes Royal Park Hotels and Resorts Co., Ltd., Tohoku Royal Park Hotel Co., Ltd., Royal Park Hotel Co., Ltd., Yokohama Royal Park Hotel Co., Ltd., Royal Park Hotel Management Co. Ltd.);
o Purpose of sharing Personal data as stated above;
o Shared Personal data may include your name, membership registration number, phone or fax numbers, nationality, passport number, address, E-mail address, age, gender, birthday, anniversary, employment information, requests made, history of hotel usage;
o Administrator of shared use of Personal data will be Royal Park Hotels and Resorts Co., Ltd.
* Provision of Personal Data
The Hotel will not provide or disclose any Personal data to third parties, with the following exceptions:
1. The customer grants permission;
2. The Hotel is required by law;
3. If the physical or financial welfare of the customer, or other specific rights are in jeopardy, the Hotel may be compelled to supply information in order to protect the customer, even if it is impossible to seek prior approval;
4. In situations where Japanese public sector organizations are working with private-sector companies such as the Group, which requires it to supply personal data, and it is not feasible to contact the customer in advance to gain approval.
Royal Park Hotels and Resorts Co., Ltd.
Personal Information Enquiry Counter,
Otemachi building, 1-6-1 Otemachi, Chiyoda-ku, Tokyo, 100-0004
Enquiries to the above address should be in writing. Replies require a few days (replies requiring postage are subject to a separate fee). Depending on the nature of the enquiry, you may be requested to provide proof of identity and visit us at the Hotel.
Management of Personal Information
The following protocols are used by the Hotel to ensure the privacy of Personal Information.
* Privacy Protection
The Hotel has established an Information Management Committee to oversee the management, and prevent unauthorized access, of Personal data.
o To ensure security, prevent unauthorized access to the system or Personal data loss, destruction or alteration, measures have been taken to secure both the user and administrator’s interface.
o The database collecting Personal data is protected behind a secure firewall.
o The Hotel homepage and all pages used to transmit or receive Personal data is encrypted by a Secure Socket Layer (SSL); if you are using a browser that does not support SSL, you may have difficulties using the website.
o In order to constantly improve customer service, the Hotel homepage utilizes Cookies. You may disable Cookies in your web browser settings, but you may not be able to access all functions of the website.
o The Hotel logs statistical data on website usage, but this information cannot be used to identify individuals.
* Internal System
In an effort to provide the best possible security, the Hotel and its employees have implemented all necessary precautions to protect Personal data, and have a comprehensive monitoring system for external contractors.
* Personal Data and third-party links
In order to provide better service to our customers, our website sometimes provides links to third-party (other companies or organizations) websites. The Hotel assumes no responsibility for collection policies and uses of personal data on these websites. Please use your own best judgment.
o Changes to this policy will be announced on the Hotel homepage or pages there within. The Hotel cannot assume responsibility for any issues you may have should these changes not be read.
o Should you wish to amend, or delete, any information registered, contact the Hotel as soon as possible.
Chief Privacy Officer
Royal Park Hotel Co., Ltd.
Kazuhiko Arahata, President