JR Hotel Members "Privacy policy"
1. Basic policy
JR Hotel Members (hereinafter referred to as "JR Hotel Members") has establishedthis privacy policy and the organizational system on the handling of the personal
information of customers who use the online reservation system, services by member
hotels of JR Hotel Members, or the website of JR Hotel Members (hereinafterreferred to as "The Website") and strives for the appropriate protection of personal
information.
(1) Acquisition of personal information
JR Hotel Members acquires the following personal information for the
purpose of providing services or business operations of JR Hotel Members or
member hotels of JR Hotel Members. JR Hotel Members acquires personal
information within the scope of its intended purposes of use and clearly
explains purposes of use, the scope of utilization, and the inquiries office of JR
Hotel Members, etc.
(2) Prohibition on the use of personal information beyond the intended purposes andthe provision of personal information to third parties
JR Hotel Members uses personal information within the scope of its intended
purposes of use, appoints a Personal Information Protection Manager and has
established the organizational system for the protection of personal
information. JR Hotel Members deals with personal information adequately
and does not provide or disclose personal information to third parties without
the consent of Persons Concerned or request by laws and regulations.
(3) Assigning of personal information
In case that JR Hotel Members entrusts all or part of personal information, JR
Hotel Members prohibits entrusted persons from leaking or providing personal
information to third parties by contract and supervises entrusted persons
appropriately.
(4) The rights of Persons Concerned
The specific individuals identified by personal information (hereinafterreferred to as "Person/s Concerned") have the right to withdraw their consent
to the use of personal information at any time even if they had consented tothe intended purposes before. In addition, Persons Concerned have the right torequest JR Hotel Members for a utilization cease, disclosure etc. of theretained personal information pursuant to the provisions of applicable laws.
(5) Procedures of a utilization cease, disclosure etc. of personal information
In case that Persons Concerned request JR Hotel Members a utilization cease,
disclosure etc. of the retained personal information, they shall contact theinquiries office specified by JR Hotel Members. JR Hotel Members shall
respond as soon as reasonably possible.
(6) Observance of laws and regulations
JR Hotel Members observes applicable laws, regulations and standards,
provides in-house education, informs employees of this privacy policy andstrives for the improvement of understandings of employees on the handlingof the retained personal information.
(7) The review and improvement of the system for the protection of personal
information
JR Hotel Members will continuously evaluate and review this privacy policy
and the systems for the protection of personal information. JR Hotel Members
will maintain and improve the actions for the protection of the retained
personal information.
(8) Handling personal information by link destinations
JR Hotel Members shall bear no responsibility with regard to the handling of
personal information by other entities or individuals linked to The Website.
2. Definition of personal information
The term "personal information" in this privacy policy means information related to aliving individual that can identify a specific individual by name, date of birth or otherdescription contained in. (This includes the "personal information" defined by Article
2(1) of the Act on the Protection of Personal Information.)
3. Acquisition and purposes of use of personal information
JR Hotel Members acquires and uses the following personal information for thefollowing intended purposes. JR Hotel Members does not use personal information
beyond the scope of intended purposes of use without the consent of the Persons
Concerned.
(1)

Personal information of customers
1 Personal information acquired
Membership number, password, name, age, gender, date of birth,
occupation, address, telephone number, email address, nationality,
passport number and other information necessary for the following
purposes of use.
2

Purposes of use<1>
For performing works required to provide services by member
hotels of JR Hotel Members (accommodation, restaurants, shops,
banquets, wedding receptions, catering).
<2>
For offering on-line booking and other related businesses.
<3>
For handling inquiries and requests, etc.
<4>
For providing necessary information on the products, services,
events and other related business activities of JR Hotel Members or
member hotels of JR Hotel Members.
<5>
For providing important information such as revision ofmembership agreement, terms of service and service program.
<6>
For providing information on the products, services and events of
JR Hotel Members or member hotels of JR Hotel Members to thecustomers who have consented to sending by direct mail, email andLINE, etc.
<7>
For offering prizes or campaigns.

<8>

<9>
<10>

3

For grasping and analyzing state of usage of the products, services
and events of JR Hotel Members or member hotels of JR Hotel
Members to improve their quality.
For exercising rights and performing duties based on laws and theprovisions of terms and conditions for accommodation.
For other purposes of use indicated at the time of acquisition of
personal information.

Agreements of JR Hotel Members
Terms of use of the "JR Hotel Members" organization

4. Handling of personal information(1)
Appropriate management of personal information
JR Hotel Members appropriately implements management of personal
information, takes appropriate safety measures including reasonable
technological measures to prevent unauthorized access, damage, falsificationand leakage of personal information. JR Hotel Members continuously strives
to maintain and enhance the management system of personal information.
JR Hotel Members strives to keep the personal information accurate and up todate within the scope of purposes of use, limits the employees who can accessor handle it and exercises appropriate supervision over them.
JR Hotel Members stores the personal information on the database of JR Hotel
Members or third-party service providers that JR Hotel Members has
concluded contracts with.
JR Hotel Members sets expiration dates for the storage of personal
information within necessary period for purposes of use and deletes the
personal information without delay after expiration dates unless otherwise
specified in laws and regulations.
(2)

Safety measures on the internet
JR Hotel Members implements the following safety technologies in the use of
its on-line booking system though these do not guarantee a complete security
environment.
1

SSL
JR Hotel Members uses SSL (Secure Sockets Layer) encryption technology on
The Website where personal information is inputted.
With SSL, data is transmitted to the registered computer through a network
after being encrypted. (SSL is a technology that prevents theft or alteration ofdata by encryption and authentication in communication between the browser
and the WWW server.)2

Cracking by unauthorized access
JR Hotel Members installs a firewall to prevent unauthorized access fromoutside.

5. Sharing of personal information
JR Hotel Members and member hotels of JR Hotel Members share personal
information within the scope of its intended purposes of use as follows.
When the sharing users have established policies for personal information, theirpolicies shall be applied for their use.
(1)

Sharing of personal information on the business of JR Hotel Members andmember hotels of JR Hotel Members (accommodation, restaurants, shops,
banquets, wedding receptions, catering.)
1

Scope of the sharing users
Member companies of JR Hotel Members, the JR Hotel Group and JR-East
Hotels.

2

Purposes of sharing use
For providing services by JR Hotel Members or member hotels of JR Hotel
Members (accommodation, restaurants, shops, banquets, wedding receptions,catering) and offering on-line booking reservations, and other related
businesses.

3

Categories of sharing Information
Member number, password, name, age, gender, date of birth, address,
telephone number, email address, employer information and history ofproviding and use of points and other information necessary for the above
purposes of sharing use.

4

Person responsible for personal information
Nippon Hotel Co., Ltd.

(2)
1

2

3

4

Sharing of personal information for the service at all tenant shops in the hotels
that member hotels of JR Hotel Members operates
Scope of the sharing users
All tenant shops in the hotels that member hotels of JR Hotel Members
operate.
Purposes of sharing use
For providing services by member hotels of JR Hotel Members(accommodation, restaurants, shops, banquets, wedding receptions, catering)and other related businesses.
Categories of sharing Information
Name, age, gender, date of birth, address, telephone number, email address,
and other information necessary in the scope of above purposes of sharing use.
Person responsible for personal information
Nippon Hotel Co., Ltd.

6. Provision of personal information to third parties
JR Hotel Members does not provide personal information to third parties withoutobtaining the consent of Persons Concerned in advance except in cases set forth in thefollowing categories.
(1)
Cases where JR Hotel Members provides personal information to third parties
1 Cases based on laws and regulations
2 Cases where there is a need to protect a human life, body or fortune, and when
it is difficult to obtain the consent of Persons Concerned
3 Cases where there is a special need to enhance public hygiene or promote
fostering healthy children, and when it is difficult to obtain the consent of
Persons Concerned
4 Cases where there is a need to cooperate in regard to a central governmentorganization or a local government, or a person entrusted by them performing
public affairs, and when there is a possibility that obtaining the consent of the
Persons Concerned would interfere with the performance of the said publicaffairs
5 Cases where disclosure or provision to a third party has been requested clearlyby Persons Concerned
(2)

1

2
3
4
(3)

Disclaimer regarding provision to a third party
In the following cases, JR Hotel Members will bear no responsibility
whatsoever with regard to the acquisition of personal information by third
parties.
Cases where personal information is disclosed to an accommodation facility
by Persons Concerned (if Persons Concerned discloses personal informationof companions at the time of reservation, it is assumed that the consent of
those companions is obtained at the responsibility of the Person Concerned)
Cases where personal information is disclosed to third parties by Persons
Concerned
Cases where personal information is provided to or used on external websites
linked to The Website by Persons Concerned
Cases where third parties obtain information that could identify an individual(password, etc.) for reasons not attributable to JR Hotel Members
Appropriate management and supervision over entrusted persons
In case of JR Hotel Members entrusts the handling of personal information tothird parties within the scope of intended purposes of use, JR Hotel Members
shall take appropriate consideration for the selection of entrusted persons,conclude a non-disclosure contract with them, guide them for the proper
management of personal information and exercise appropriate supervision
over them.

7. Transfer of personal information outside of the European Economic Area (EEA)
JR Hotel Members may transfer the personal information of Persons Concerned who
reside in the European Economic Area (EEA) to the terrain outside of the EEA and
use within the scope of intended purposes of use. In these cases, JR Hotel Members
shall appropriately and strictly handle the personal information under applicable laws.
8. Rights of Persons Concerned
Persons Concerned have the right to demand actions such as the notification of the
purposes of use, disclosure, correction, deletion, utilization cease, or ceasing of

provision to third parties (hereinafter referred to as "Utilization cease, Disclosure,etc.") of the retained personal information pursuant to the provisions of applicablelaws. Persons Concerned have the right to withdraw their consent to the use of
personal information at any time even if they had consented to the intended purposes
before.
Persons Concerned have the right to object to their local supervisory authorities withjurisdiction over the protection of personal information if they are dissatisfied withthe handling of personal information by JR Hotel Members.
9. Procedures of Utilization cease, Disclosure, etc.
In case that Persons Concerned request JR Hotel Members for Utilization cease,
Disclosure, etc., JR Hotel Members shall respect the will of the Persons Concerned,
confirm the identification of the Person Concerned and respond for the reasonable
period pursuant to the provisions of applicable laws.
However, JR Hotel Members may refuse said request:➢ where there is a possibility of violating the laws or regulations,➢ where there is a possibility of harming third party’s life, body, fortune or otherrights and interests,➢ where there is a possibility of interfering with JR Hotel Members implementing
its business,➢ where the said personal information does not exist,➢ where JR Hotel Members cannot confirm the identification of the Persons
Concerned,➢ and where Persons Concerned do not pay the prescribed fee.
When Persons Concerned request Utilization cease, Disclosure, etc., please contact
the personal information inquiries office below.
(1)
Personal information inquiries office[Personal information inquiries office]Address:
1-11-1 Nishiikebukuro, Toshima-ku, Tokyo 171-0021
Personal Information Inquiries Office, Nippon Hotel Co., Ltd.
email address: cpo@nihonhotel.com
Office hours: 10.00 - 17.00 (excluding weekends and public holidays)(2)

Purpose of use of personal information acquired due to requests for Utilizationcease, Disclosure, etc.
JR Hotel Members will use personal information acquired due to requests for
Utilization cease, Disclosure, etc. within the scope of purposes required for theprocedures for Utilization cease, Disclosure, etc.
JR Hotel Members will appropriately dispose of the documents submitted in
the procedures for Utilization cease, Disclosure, etc.

10. Protection of the personal information of minors
JR Hotel Members handles the personal information of minors appropriately
in accordance with this privacy policy. When Persons Concerned is minor, JR
Hotel Members may require the consent of persons in parental authority for
acquiring the personal information. If Persons Concerned is less than 13 yearsof age, JR Hotel Members shall require the consent of persons in parental

authority and give special consideration to the handling of their personal
information.
11. Use of cookies
The Website may use cookies to improve the information and services
provided and to offer comfortable use of The Website.
For details, please refer to the "Cookie policy" of The Website.
12. Handling of access logs
The Website may acquire access logs to improve the use of The Website andto analyze statistical data. JR Hotel Members does not disclose access logs to
third parties unless otherwise provided by laws and regulations. If you refuse
to send access logs, you may not use The Website properly.
13. Revision of this privacy policy
JR Hotel Members will revise this privacy policy to respond to changes inrelated laws, regulations or the social environment, etc. JR Hotel Members
will post the revised privacy policy on The Website.
14. Personal information inquiries office
Please contact the personal information inquiries office below when you have
any inquiries about this privacy policy.
Personal Information Inquiries Office, Nippon Hotel Co., Ltd.
Address: 1-11-1 Nishiikebukuro, Toshima-ku, Tokyo 171-0021
email address: cpo@nihonhotel.com
Office hours: 10.00 - 17.00 (excluding weekends and public holidays)
Personal Information Protection Manager: General Manager, General Affairs
Division, Nippon Hotel Co., Ltd.