Privacy Policy

Privacy Policy

                In order to develop and sustain a business that is centered on “travel,” our business philosophy is to value the connection with our stakeholders (customers, suppliers, employees, shareholders and local communities) with the goal of coexistence and mutual respect. Based on this philosophy, we strive to enhance the value and credibility of our company by quickly identifying increasingly diverse customer needs and providing products and services that meet those needs.
            In order to realize this philosophy and policy, we declare that we will promote the protection of personal information by establishing the following personal information protection policy, building a personal information protection system, and ensuring that all employees recognize the importance of personal information protection and make every effort to protect it.

            1 Acquisition and use of personal information The Company will acquire personal information only within the scope of the purpose of use after clarifying the purpose of use. The purpose of use is clearly defined in the personal information management register, and the customer personal information administrator of each department that handles personal information is responsible for establishing an internal management system and safety management measures to ensure that personal information is not used for any purpose that deviates from the purpose of use.
            2 Management and Protection of Personal Information The Company strictly manages personal information and does not disclose or provide data to third parties except with the consent of the individual. However, personal information may be provided to the police, the Ministry of Land, Infrastructure, Transportation and Tourism, the Ministry of Foreign Affairs, or other public authorities in the event of a request from such authorities in connection with an accident or other incident. We will take the following safety management measures to prevent leakage, loss or damage of personal information. In addition, we develop and implement procedures to prevent problems from occurring, and take prompt corrective action when problems occur to prevent recurrence.
            ≪Security measures taken by the Company (part)
            Restriction of access rights to personal information.
            Set access privileges to personal information.
            Measures to prevent unauthorized access to networks and terminals.
            Setting passwords or encrypting personal data.
            3 Compliance with laws and regulations The Company complies with applicable laws, national guidelines and other norms in handling personal data held.
            4 Response to inquiries and complaints The Company shall establish a system and procedures for receiving and responding to inquiries and complaints regarding personal data held by the Company, and shall respond promptly to such inquiries and complaints.
            5 Continuous Improvement of Personal Information Protection Management System The Company shall continuously improve its personal information protection management system.            

Enacted June 1, 2005
Amended on September 1, 2021
Tobu Top Tours Co.
Representative Director, President and Chief Executive Officer Koji Momokita

Handling Policy

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            In accordance with the “Act on the Protection of Personal Information” and the “Company's Personal Information Protection Policy”, the Company handles and protects the personal information of customers as follows

            1 Purpose of Use of Customers' Personal Information The Company will use personal information obtained from customers who apply to the Company for tours or other applications for materials, etc., from the person himself/herself or the person in charge of the contract, and from customers who apply to the Company for travel products offered by other companies with which the Company has a partnership, within the scope necessary for the following purposes (1) To provide the customer with information on the company's services and products. In the event that we use personal information obtained from a commercially available list or information provided by a third party, we will promptly notify the customer of the purpose of use and obtain consent before using the information. (1) Contacting the customer (including sending materials, etc.) (2) Arrangement of travel services provided by transportation and accommodation agencies, etc. (major transportation and accommodation agencies, etc. are described in the contract document) necessary for the trip that the customer has applied for. (3) Arrangements for travel services provided by the transportation and accommodation agencies, etc. (major transportation and accommodation agencies, etc. are described in the contract document) (4) Procedures for insurance to cover our liability under the travel contract and expenses in case of accidents, etc. (5) Information on products and campaigns to customers, requests for questionnaires for opinions and impressions, etc. (6) Verification of facts of contents of consultation and response to customers (including Personal information received from customers via e-mail or telephone when consulting with us, etc. will be used only for such purposes) (7) To facilitate customer shopping at souvenir stores in the destination country (8) To ship purchased products, provide related after-sales service, introduce new products and services, and respond to inquiries. Cookies are used to provide better service. Cookies are functions that store and store information on the computers of visitors to our website. You can set your browser to refuse to accept cookies, but if you do, you may not be able to use some of our services.

            2. Provision and Consignment of Customers' Personal Information to Third PartiesWe may, to the extent necessary for the purposes of use described in the preceding paragraph, provide personal information to transportation and lodging agencies, insurance companies, souvenir stores such as duty-free stores, or agents with whom we have concluded a contract for the handling of personal information, or to companies to whom we have consigned travel arrangements, or to companies to whom we have consigned sales of organized tours, or to companies to whom we have consigned data processing and information services, to the extent necessary for the purpose of use. We will provide your name, passport number, flight number, age, gender, address, telephone number, nationality, and other personal information to the contracted transportation and accommodation agencies, insurance companies, souvenir shops such as duty-free shops, or to our outsourcing agents for travel arrangements, or to our outsourcing companies for sales of tour packages or data processing and guidance services, by sending such information by electronic means in advance. For information on the protection of personal information by third parties outside Japan to whom personal information is provided, please refer to our website “Handling of Personal Information: Information on the Protection of Personal Information by Third Parties in Foreign Countries” (https://tobutoptours.jp/info /privacy-guidelines.html). In addition, the Company may cooperate with requests from the Ministry of Land, Infrastructure, Transport and Tourism, the Ministry of Foreign Affairs, and other public agencies to provide personal information in connection with police investigations of accidents and other incidents. In addition, in case of injury or illness during the trip, we will ask for the personal information of the domestic contact person of the customer during the trip. This personal information will be used in the event that the Company deems it necessary to contact the domestic contact person in the event of injury or illness. The customer shall obtain the consent of the domestic contact person to provide the domestic contact person's personal information to the Company.

            3 The purpose of use or provision to a third party of the personal information of a customer who applies for a trip will be clearly stated in the Company's travel brochure or in the travel conditions document, in addition to the information stated here. When you apply for a trip, we will conclude a travel contract with you after receiving your consent to our handling of your personal information as described in these documents. If there are any errors in the contents of the application form, inquiry form, etc., or if the customer's personal information is not provided, it may impede the Company's ability to make travel arrangements or provide services, etc. Therefore, we ask that the information be filled out accurately.
            4 Measures taken for the safe management of retained personal data In handling personal data, we have taken necessary and appropriate safety management measures for the management thereof, including the prevention of leakage, loss, or damage, the main contents of which are as follows.
            (1) Formulation of basic policy
            In order to ensure the proper handling of personal data, the Company has formulated a “Personal Information Protection Policy,” which serves as a basic policy regarding “compliance with relevant laws, regulations, guidelines, etc.,” and “contact points for questions and complaints.
            (2) Establishment of Rules and Regulations for Handling Personal Data
            For each stage of personal data acquisition, use, storage, provision, deletion/disposal, etc., the Company has established personal information management rules, etc., covering handling methods, responsible persons/persons in charge, and their duties, etc.
            (3) Organizational Safety Control Measures
            The Company has established a person responsible for the handling of personal data, clarified the employees who handle personal data and the scope of personal data handled by such employees, and established a system for reporting to the person responsible in the event that a violation of the law or handling rules, etc. is detected or any indication of such violation is detected.
            The Company conducts periodic self-inspections of the status of personal data handling, and audits are conducted by an auditor.
            When outsourcing operations involving the handling of personal data, the Company stipulates in contracts and other agreements the matters concerning the handling of personal data.
            (4) Personnel Safety Control Measures
            The Company provides regular training to its employees on matters concerning the handling of personal data.
            The confidentiality of personal data is stipulated in employment regulations, etc.
            (5) Physical Safety Control Measures
            In areas where personal data is handled, access control is implemented for employees, and measures are taken to prevent unauthorized persons from viewing personal data.
            (6) Storage and Disposal of Documents and Electronic Media Containing Personal Data
            Measures to prevent theft or loss of equipment, etc., such as setting passwords and remote control measures, are in place.
            (6) Technical security control measures
            Access control is implemented to limit the scope of persons in charge and the databases, etc. handled.
            A system is in place to protect information systems handling personal data from unauthorized external access and unauthorized software.
            (7) Understanding the external environment
            When providing data containing personal information to foreign countries, we take necessary security control measures based on our understanding of the systems, etc. for protection of personal information in those countries.

            5 Procedures for Inquiries, Disclosure, and Deletion Requests Concerning Customers' Personal Information
            (1) Matters concerning personal information subject to disclosure are as follows
            a.　Types of personal information subject to disclosure
            Names, addresses, telephone numbers, e-mail addresses, travel histories, etc. obtained through application forms (applications for travel, Tokimeki, etc.), application documents (campaign applications, etc.), other documents or websites, etc.
            b.　Purpose of use
            (a) Contact with customers (including sending materials, etc.)
            (b) Arrangement of transportation, accommodation, etc. (major transportation, accommodation, etc. are described in the contract document) necessary for the tour which the customer has applied for. (b) Arrangement of travel services provided by the transportation, accommodation, etc. (major transportation, accommodation, etc. are described in the contract document)
            (c) Use of specified personal information in accordance with laws and regulations
            (2) If you wish to request notification of the purpose of use, disclosure, correction, addition, deletion, suspension of use, elimination, suspension of provision to a third party, or disclosure of records of provision to a third party of personal data subject to disclosure held by us, please contact us at the following address for information on the necessary procedures. Please contact us at the address below for the necessary procedures.
            For inquiries or complaints regarding personal information, please contact the following
            (1) Inquiries or complaints regarding the handling of personal information should be directed to the manager in charge of handling personal information at the sales office with which you do business, or to the following
            Tobu Top Tours Corporation: General Manager, Compliance Office, Personal Information Management Manager TEL 03-3622-6099
            (2) If a customer is unable to resolve a complaint regarding personal information with the Company between the parties concerned, the customer may request assistance in resolving the matter from the following associations.
            Japan Association of Travel Agents Consumer Relations Office (in charge of personal information protection) TEL 03-3592-1266
            Japan Information Processing Development Corporation Personal Information Protection Complaints Office TEL 0120-700-779

            6 Address of the Company, Name of Representative and Person Responsible for Personal Information Management
            The following is our company's representative and the person responsible for personal information management.
            Representative Director, President and Chief Executive Officer: Koji Momokita
            Personal Information Management Manager: General Manager of Compliance Office
            Contact: 1-1-2 Oshiage, Sumida-ku, Tokyo 131-0045, Japan