At THE OAK, we recognize the importance of information that can be used to identify a guest (personal information). We will comply with all relevant laws and regulations, and handle personal information as appropriate based on the following principles.
1. Definition of Personal Information
The Hotel defines personal information as the name, date of birth, telephone number, e-mail address, and other information that can be used to identify a guest, as well as images from security cameras installed at the entrance/exit of the Hotel (installed in accordance with the revision of the Hotel Business Act in 2017 and the enforcement order of the Hotel Business Act in 2018), that are in the Hotel's possession, and shall manage and operate such personal information in a lawful and appropriate manner.
2. Acquisition and Purpose of Use of Personal Information
The Hotel collects information about our guests for the purpose of providing better products and services to our guests and only with the consent of the guest, in principle. Personal information that is obtained will be used only for the purpose of providing information on products and services and for other business purposes, and will not be used for any other purposes.
3. Management and Protection of Personal Information
In order to prevent or avoid the loss, falsification, leakage of personal information or unauthorized access to personal information, the Hotel will take appropriate measures to protect personal information in an appropriate management system. This will include the development of an internal management system and thorough employee training.
4. Provision of Personal Information
The Hotel will properly manage personal information that is obtained from guests and will not provide said personal information to a third party without the prior consent of the guest. However, please note that information might be provided to a third party in any of the following cases.
- If disclosure is required by law
- If necessary to protect the life, health, or property of the public
- If disclosure is necessary to cooperate with a national agency, a local government, or an individual or entity entrusted by either a national agency or local government to execute affairs prescribed by law, and obtaining the consent of the guest is likely to impede the execution of said affairs
5. Sharing of Personal Information
The Hotel might share information collected from guests with reputable subcontractors. In such cases, guests’ information will be shared to the extent necessary for the performance of outsourced services related to the purpose for which said information was collected. The Hotel is contractually obligated to manage personal information in a lawful and appropriate manner.
6. Outsourcing the Handling of Personal Information
In order to ensure the smooth and efficient execution of our business activities, the Hotel might outsource a portion of the data processing of personal information to a reputable subcontractor.
7. Matters Concerning Procedures, etc. for Responding to Requests for Disclosure
If a guest or the representative of said guest requests the disclosure of their personal information, the Hotel will send the attached Procedure for Disclosure of Retained Personal Information. The personal information disclosed by the Hotel shall be within the scope of 1. Definition of Personal Information of this policy. However, said information will not be disclosed if any of the following conditions apply.
- If there is a risk of harm to the life, body, property, or other rights or interests of the individual concerned or a third party
- If there is a risk of significant hindrance to the proper execution of the Hotel's business
- If said disclosure would violate other laws
8. Correction, Addition, or Deletion of Personal Information
The Hotel will manage personal information to ensure that it is accurate and up-to-date. If a guest requests the correction, addition, or deletion of information, the Hotel will promptly conduct an investigation as necessary and correct said information if any error is identified.
9. Cessation of Use of Personal Information and Cessation of Provision to Third Parties
If the Hotel receives a request from a guest to stop using their information and/or to stop providing said information to a third party, the Hotel will promptly honor said request. Please contact us at the following telephone number for inquiries regarding the cessation of use personal information and/or provision of personal information to a third party.
Kashiwabara Corporation
HSSE Project, Business Development Project Office
Inquiries: 03-5479-1400
10. Review of the Handling of Personal Information
The Hotel will review and revise its policy regarding the handling of personal information as appropriate. The revised policy will be published as soon as it is available.
11. Complaints and Consultation Regarding the Protection of Personal Information
The Hotel will respond promptly and appropriately to complaints or consultations regarding the handling of personal information. Guests with complaints and consultations regarding the protection of personal information should please contact us at the following telephone number.
Kashiwabara Corporation
HSSE Project, Business Development Project Office
Inquiries: 03-5479-1400
