Privacy Policy

1. Information we collect

We may collect the following information to the extent necessary to manage enquiries and stays.

Website and enquiry information

• Name
• Email address
• Telephone number
• Message details
• Other information you submit

Reservation information

• Guest or booker name
• Email address
• Telephone number
• Stay dates and number of guests
• Reservation number and details
• Payment-related information
• Requests and other information needed for the reservation

If you book through Airbnb, Booking.com, or another service, we may receive the information needed to administer your reservation through that service.

2. Guest registration information

Under Japan’s Private Lodging Business Act and other applicable laws, guests must provide information before or at check-in so that we can prepare and maintain the legally required guest register.

• Name
• Address
• Occupation
• Stay dates
• Number of guests
• Contact details
• Other information required by law or public authorities

For guests who do not have an address in Japan, we may also collect nationality, passport number, a copy or image of the passport, and other information needed for identity verification.

3. Purposes of use

We use personal information only as necessary for the following purposes:

1. Accepting, confirming, and managing reservations
2. Providing check-in and check-out information
3. Confirming guest identity
4. Preparing and retaining the guest register
5. Providing house rules and stay information
6. Responding to enquiries
7. Managing changes, cancellations, and refunds
8. Making safety or emergency contact
9. Contacting guests about lost property or post-stay matters
10. Complying with legal notifications, reports, and public-authority requests
11. Improving our services and website
12. Preventing and responding to misuse or disputes
13. Performing work incidental to these purposes

We do not use collected information for unrelated marketing without permission.

4. Retention of the guest register

Guest registers required under the Private Lodging Business Act are stored appropriately for the statutory period of three years from the date they are created.

Information that must be retained by law may not be deleted until the required retention period has ended, even if deletion is requested.

5. Information security

We take reasonable and appropriate measures to prevent loss, leakage, alteration, and unauthorized access. Access to particularly sensitive information, including guest details and passport images, is restricted to those who require it.

When external services process personal information, we make reasonable efforts to review their security and use them appropriately.

6. Disclosure to third parties

We do not disclose personal information to third parties without consent except when:

• Required by law
• Lawfully requested by a national or local public authority
• Necessary to protect life, physical safety, or property and consent is difficult to obtain
• Necessary to engage a service provider for reservations, payments, system administration, or another part of providing our services
• Otherwise permitted under applicable privacy laws

7. External services

We may use external services such as Airbnb, Booking.com, booking-management tools, online payment providers, Google services, email services, website hosting, and guest-information systems.

Personal information may be processed in those providers’ systems as necessary to deliver the relevant service. Each provider’s own privacy policy also applies.

8. Payment information

If online payment is introduced for direct website bookings, card details will generally be processed and managed by the payment provider rather than stored directly by the Property. The provider will be identified on the booking screen.

9. Cookies and analytics

Our website may use cookies and similar technologies to improve usability, understand site use, and improve services. We may also use an analytics service such as Google Analytics.

You may restrict or disable cookies in your browser settings.

10. Use beyond the stated purposes

We do not use information collected for reservations or the guest register beyond the purposes explained to guests. Guest and passport information is not used for advertising, sale, or provision of mailing lists to third parties.

11. Access, correction, suspension, and deletion

If you request access to, correction of, suspension of use of, or deletion of your personal information, we will verify your identity and respond appropriately in accordance with applicable law.

Information subject to a statutory retention requirement may not be deleted during that period.

12. Changes to this policy

We may revise this policy in response to changes in law, our services, or the systems we use. Material changes will be announced on this website, and the revised policy applies when published.

13. Contact

Please use the contact form for questions about this policy or our handling of personal information.

Contact form

Property

Yamakuma

Address

189-28 Sarabetsu, Sarabetsu Village, Kasai District, Hokkaido 089-1500, Japan

Operator

Kento Iizuka