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PRIVACY POLICY PRIVACY POLICY

For the management and operation of hotels using the trademark of Royal Park Hotels and Resorts Co., Ltd. (hereinafter referred to as “Resorts Company”) with its permission (the “Company’s Royal Park Hotels Group Hotels”), among the hotels involved in Space Design, Inc. (the “Company”) for management and operation, the Company treats any information that could identify an individual (“Personal Information”) with the utmost concern for personal privacy and has laid out the following guidelines for the use of any such information. The following is to be considered the basic policy for handling Personal Information in the management and operation of the Company’s Royal Park Hotels Group Hotels.

Basic Rules for Handling Personal Information

Acquisition of Personal Information

In managing and operating the Company’s Royal Park Hotels Group Hotels, Personal Information is acquired appropriately only to the extent necessary to conduct hotel business, and is only obtained by the following means:

  1. From the customer directly via telephone, verbally, in writing (including electronic mediums), business cards, and personal data provided online (such as those found on this website and those for member registration);
  2. From authorized third parties, such as applicants for the use of hotels, referrals, travel trade professionals, or business partners recognized by the customer;
  3. From publicly available published sources, such as newspapers, the Internet, phone books, books or other publications; or
  4. From a business operator managing and operating hotels using the trademark of Resorts Company with its permission (the “Royal Park Hotels Group Hotels”): According to the acquisition method for the appropriate shared use of Personal Information as stipulated in the company’s privacy policy.

Intended Use of Personal Information

In managing and operating the Company’s Royal Park Hotels Group Hotels, we use a customer’s Personal Information in the following instances:

  1. In order to arrange for accommodation, wining and dining, banquet space or other hotel facilities or services at any of the Company’s Royal Park Hotels Group Hotels;
  2. In order for any of the Company’s Royal Park Hotels Group Hotels to provide information about facilities or services;
  3. In order to conduct the questionnaires or surveys to improve customer service by the Company’s Royal Park Hotels Group Hotels;
  4. In order to respond to other issues that are incidental or related to the business of the Company’s Royal Park Hotels Group Hotels or for any other purpose that has been clearly defined at the time of acquiring Personal Information.

Intended Shared Uses of Personal Information

To deliver high value-added services to customers, the Company may share Personal Information, under the strictest of controls and with appropriate security measures in place, in the following circumstances:

  1. Recipient of Personal Information: Business operators managing and operating Royal Park Hotels Group Hotels
  2. Purpose of sharing Personal Information:

  3. (1) Service is provided in hotel facility operation activities such as for accommodation, wining and dining and banquet at any of the Royal Park Hotels Group Hotels;

    (2) Information on facilities and products/services is provided by any of the Royal Park Hotels Group Hotels;

    (3) The Company obtains cooperation for the survey by giving a questionnaire to the customer in order to improve the service by Royal Park Hotels Group Hotels;

    (4) Used for dealing with any matter incidental or related to the operations of the Royal Park Hotels Group Hotels or within the scope of use purposes informed when acquiring Personal Information.

    As above (Intended Use of Personal Information)

  4. Scope and Personal Information that may be shared: Customer name, membership registration number, phone or fax numbers, nationality, passport number, address, E-mail address (including social media ID comparable to it), age, gender, date of birth, anniversary, employment information, requests made, and history of hotel usage with regard to the Company’s Royal Park Hotels Group Hotels
  5. Administrator of shared use of Personal Information: will be Royal Park Hotels and Resorts Co., Ltd.

Providing Personal Information to Third Parties

The Company will not provide or disclose any personal information to third parties, with the following exceptions:

  1. When the customer has granted permission;
  2. When the Company is required by law;
  3. When the physical or financial welfare of the customer, or other specific rights are in jeopardy, and the Company is compelled to supply information in order to protect the customer even if it is impossible to seek prior approval; or
  4. In situations where Japanese public sector organizations carrying out business stipulated by law and requires private-sector companies (the Company) to supply personal data, and it is not feasible to contact the customer in advance to gain approval.

Contact

Personal information Inquiry window (department concerned) etc.
Space Design, Inc. Legal Examination Division,
Address: KDX Shimbashi Building 4th Floor, 2-2-9 Shimbashi Minato-ku, Tokyo 105-0004
Inquiries to the above address should be in writing. We will reply in writing from us at a later date. (There are cases where you will be charged a separate fee for this procedure.). Depending on the nature of the inquiry, you may be requested to provide proof of identity and visit us at the Company.

Management of Personal Information

The following protocols are used by the Company to ensure the privacy of Personal Information.

Privacy Protection

The Company shall endeavor to protect personal information from unauthorized access.

・Measures have been taken to secure both the user and administrator’s interface to ensure security and prevent unauthorized access to the system and the loss, destruction, or alteration of personal information.

・The database collecting personal information is protected by a secure firewall.

・This website and all pages used to send or receive personal information are 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.

・This website uses cookies in order to constantly improve customer service. You can disable cookies in your web browser settings, but you may not be able to access all functions of the website.

・The Company 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 Company and its employees have implemented all necessary precautions to protect personal information, and have a comprehensive monitoring system for external contractors.

Personal Data and third-party links

In order to provide better service to our customers, this website sometimes provides links to third-party websites (links to other companies or organizations). The Company assumes no responsibility for collection policies and uses of personal information on these websites. Please use your own best judgment.

Additional

・Changes to this policy will be announced on the Hotel website or pages there within. The Company cannot assume responsibility for any issues you may have should these changes not be read.

・Should you wish to amend or delete any information registered, contact the Hotel as soon as possible.

・The Privacy Policy is prepared in the Japanese language, and the Japanese version shall be the ruling language even though an English translation may also be prepared.

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