1.Who we are

This Policy sets out how Takahashi Real Estate Management Co., Ltd. (address: Chuo-ku, Sapporo, Hokkaido, Japan; representative: Shoichi Takahashi), which operates Hokkaido Luxury Trip ("we", "us", "our"), handles personal information. Full business details, including our complete address, are published in our Notice Based on the Act on Specified Commercial Transactions.

2.Information we collect

When you book or contact us, we collect your name, email address, telephone number, nationality and language, booking details (date, number of guests, product booked), any special requirements you tell us about, and your communications with us. Payment card details are collected and processed directly by our payment provider; we do not store full card numbers.

3.Information requiring special care

Information about allergies, health conditions or disabilities is collected only with your consent and only to the extent necessary to operate your experience safely and to decide what we can provide. By entering this information in the relevant field of the booking form, you consent to our collecting it and to the use and sharing described in this Article. We may share it, to the extent necessary for the experience, with the guide in charge and with our partners (who act as our processors). We do not use it for any other purpose, and we delete it after the experience once a reasonable period for follow-up has passed. You may withdraw your consent at any time (if, as a result, we lack information necessary to ensure your safety, we may decline your participation).

4.How we use your information

To confirm and manage your booking; to contact you (confirmations, reminders, changes); to respond to special requirements and ensure your safety; for customer support; to improve our services; and, where you have agreed, for marketing.

5.Processors and third parties

6.Cookies and advertising identifiers

Our website uses cookies necessary for its operation, as well as cookies and similar technologies for understanding site usage and measuring advertising (including Google Analytics and Google Ads). Browsing history and device information are sent to providers such as Google. Because that information may be linked with your account information at the receiving provider, non-essential cookies are used only after you consent via the consent banner on our site; you can withdraw consent at any time from the settings. Cookies can also be managed through your browser settings.

7.Transfers to third parties overseas

To the extent necessary for our business, we use the services of, and entrust or provide personal data to, the following providers located outside Japan: Bókun (booking management; Iceland — the company belongs to the Tripadvisor group in the United States and data may be processed there), our payment provider (United States and others), Google (analytics and advertising; United States), and Shopify (website platform; Shopify Inc. is a Canadian company and our store data is stored in the United States). The United States and Canada do not have a single comprehensive federal law regulating personal information across the private sector in the way Japan does. Information on the data protection regimes of each country is available from Japan's Personal Information Protection Commission at ppc.go.jp. We take measures to confirm and ensure that these providers continuously implement protective measures equivalent to those required by the APPI, through contractual provisions and otherwise, and we will provide information about those measures on request.

8.Retention

Booking and transaction records are retained for up to seven years after the transaction, in line with Japanese tax and accounting record-keeping obligations. Information about special requirements such as allergies is deleted after the experience, once a reasonable period for follow-up has passed. Information held for marketing is retained until you ask us to stop.

9.Your rights regarding retained personal data

Under the APPI you may request (1) notification of the purpose of use, (2) disclosure (including disclosure of records of provision to third parties), (3) correction, addition or deletion, (4) suspension of use or erasure, and (5) suspension of provision to third parties. Please contact the desk in Article 13. After confirming that you are the individual concerned (or an authorised representative), we will respond without delay as required by law. There is no fee for notification of the purpose of use or for disclosure. You can stop marketing emails at any time using the unsubscribe link in the email.

10.Security measures

We take the following measures to prevent leakage, loss or damage of personal data and otherwise to manage it securely.

• ・Basic policy. We have established a basic policy covering compliance with applicable laws and guidelines and the handling of enquiries and complaints.
• ・Organisational measures. We have appointed a person responsible for handling personal data and maintain arrangements for monitoring how it is handled and for responding to any incident.
• ・Personnel measures. We inform and train our staff (including guides) on handling personal data and impose confidentiality obligations.
• ・Physical and technical measures. We take measures against theft and loss of devices and documents, and prevent access by unauthorised persons through access controls and similar means.
• ・Understanding the external environment. As set out in Article 7, we use the services of providers located outside Japan, and we implement the necessary security measures having regard to the data protection regime of each country concerned.

11.Minors

Bookings should be made by persons aged 18 or over. Information relating to participants under 18 (including allergy information) should be provided by a parent or guardian with their consent.

12.Changes

We may update this Policy. The current version is always available on our website.

13.Contact and complaints