HOTEL ESPASION PONTOCHO

Privacy Policy

PONTO Co., Ltd. (hereinafter referred to as “the Company”) is committed to the protection of our customers’ personal information and has established the following privacy policy to ensure its proper handling.

  1. The Company will handle personal information only within the scope of clearly specified purposes and will implement measures to prevent use beyond such purposes. Personal information provided by customers will not be disclosed or shared with third parties without the individual’s consent, except when required by law or for legitimate reasons.
  2. The Company will comply with the Act on the Protection of Personal Information, as well as all applicable laws, government guidelines, and other relevant standards. We have established a personal information management system, ensure its awareness and adherence among officers and employees, conduct regular training, and are subject to internal audits and third-party reviews to maintain the highest level of compliance.
  3. The Company will securely store and manage personal information and personally related information with appropriate care and precaution. To prevent leaks, loss, or damage, we will implement both technical/physical and organizational/human safety management measures. These measures will be regularly reviewed and improved. In the event of any incident involving the leakage, loss, or damage of personal information, we will promptly notify the affected individual and take appropriate corrective action.
  4. The Company will respond promptly to requests for disclosure, correction, or deletion of personal information, as well as to any complaints or inquiries from the individual concerned.

Handling of Personal Information

  1. Acquisition of Personal Information from Guests

    Types of Information Collected

    When using our services, PONTO Co., Ltd. may collect personal information as described in the section “Types of Personal Information We Collect.”

    Methods of Collection

    We may collect personal information in relation to transactions involving our facilities (including accommodation, banquets, dining, bathing, fitness center use, retail purchases, the provision of related goods and services, events, and other services), through the following methods:

    • (1)Directly from the individual
      Via telephone, written forms (including electronic records), business cards, verbal communication, the internet, tablets, scanners, self-check-in terminals, etc.
    • (2)From a person duly authorized by the individual
      This includes information provided by reserving parties, referrers, accompanying persons, and travel-related businesses (such as travel agencies, travel service arrangers, and online booking sites).
    • (3)From publicly available sources
      Such as newspapers, the internet, telephone directories, publications, and other printed materials.

    Types of Personal Information We Collect

    The personal information we may collect includes:
    – Name
    – Place of employment
    – Home or work address
    – Email address
    – Telephone and fax numbers
    – Date of birth
    – Gender
    – Passport number
    – Facial recognition and other biometric data
    – Special requests related to accommodation or services
    – Travel history, including previous and next accommodations, as required by laws and regulations

    Voluntary Nature of Providing Personal Information

    Providing personal information to us is voluntary. However, if you choose not to provide certain information necessary to deliver specific services (e.g., accommodation or other offerings), we may not be able to fulfill your request.

    Collection of Information from Minors

    We do not intentionally seek or desire to collect personal information directly from minors. If a minor provides personal information about themselves or family members without the consent of a guardian, please contact our office. Upon verification, we will take appropriate action such as ceasing use and deleting the data.
    However, if a minor wishes to use our services or facilities, their personal information will be handled in accordance with this privacy policy.

  2. Purpose of Use of Personal Information

    Use Within the Stated Purpose

    The Company will use personal information only within the scope of the purposes clearly stated at the time of collection, and will not use such information beyond those purposes under any circumstances.

    Purpose of Use of Personal Information

    The personal information we collect and retain will be used for the following purposes:

    • (1) To facilitate reservations and use of our facilities such as hotels, ryokan (Japanese inns), restaurants, public baths, fitness centers, shuttle services, etc.
    • (2) To provide services and information related to membership programs operated by the Company
    • (3) To inform customers about new facilities, campaigns, special offers, and other promotions
    • (4) To respond to inquiries and requests for information materials
    • (5) To conduct sales activities, after-sales service, and marketing through mail, telephone, direct mail, email, and social media for the purposes listed in (1), (2), and (3) above
    • (6) To conduct customer behavior analysis and develop sales strategies
    • (7) To carry out other operations incidental or related to the above purposes

    If personal information is to be used for purposes other than those listed above, we will inform the customer of the intended purpose and scope of use in advance and obtain their consent before proceeding.

    Use of Cookies

    Cookies are a standard internet technology used to identify users’ computers. In our services, we may collect information about pages viewed through cookies and, in some cases, combine this with other information to identify individual users. Such data will be used only within the scope defined in “3-2. Purpose of Use of Personal Information.” Depending on your browser settings, you may disable the use of cookies; however, doing so may prevent you from using some or all of the features on our website.

  3. Joint Use of Personal Information

    Purpose of Joint Use

    To streamline future reservations and the use of our accommodation services and other products or services, as well as to facilitate necessary communications and responses to customer inquiries, the Company may jointly use certain personal information—such as name, address, telephone number, and email address—with affiliated group companies, to the minimum extent necessary.
    The Company, PONTO Co., Ltd., is responsible for the management of jointly used personal information.

    Affiliated Group Company:

    Yamada Real Estate Development Co., Ltd.

    Items Subject to Joint Use:

    – Email address
    – Full name (in both Kanji and Katakana, if applicable)
    – Date of birth
    – Gender
    – Nationality
    – Address (including postal code)
    – Phone number
    – Alternate contact number
    – Passport name
    – Passport number
    – Passport nationality
    – Passport expiration date
    – Expected date of passport issuance
    – Emergency contact name (in Japan)
    – Emergency contact relationship
    – Emergency contact phone number
    – Cookie data
    – Purchase history of products
    – Location information and other personal related information
    – Records of service usage

  4. Provision of Personal Information to Third Parties

    Restrictions on Disclosure to Third Parties

    The Company will not provide or disclose personal information to any third party, except in the following cases:

    • (1) When the customer has given prior consent
    • (2) When required by applicable laws and regulations
    • (3) When it is necessary to protect a person’s life, body, or property, and it is difficult to obtain the individual’s consent
    • (4) When it is particularly necessary to improve public health or promote the sound development of children, and obtaining the individual’s consent is difficult
    • (5) When cooperation is required with a national or local government agency, or a party entrusted by such, in executing legally mandated affairs, and obtaining the individual’s consent may hinder such execution
    • (6) When handling of personal information is outsourced, in whole or in part, within the scope necessary to achieve the stated purpose of use

    Supervision of Contractors

    In cases where the Company outsources the handling of personal information to third parties within the legitimate scope of use, we will ensure that such contractors manage the information at the same level of security as the Company. We will also exercise necessary and appropriate supervision over these contractors.

  5. Revisions and Publication of the Privacy Policy

    This Privacy Policy may be revised from time to time in response to changes in applicable laws and regulations, or to reflect evolving societal expectations regarding the handling of personal information. When such revisions occur, the updated policy will be promptly published on the Company’s official website, along with a clearly stated date of the most recent revision.

  6. Procedures for Requests Regarding Personal Information

    If you wish to make an inquiry, request disclosure, deletion, correction, suspension of use, or suspension of provision to third parties regarding your personal data held by the Company, please contact our designated inquiry desk. We will provide guidance on the necessary procedures.

    Requests will be handled in accordance with applicable laws and the Company’s internal regulations, and we will respond within a reasonable period. You will be notified of the outcome. If we are unable to fulfill all or part of your request, we will explain the reason.

Personal Information Inquiry Desk

Address:9F, 12-6 Chayamachi, Kita-ku, Osaka-shi, Osaka 530-0013, Japan PONTO Co., Ltd. – “Personal Information Inquiry Desk”
TEL: 075-746-2322
Hours: 9:00 AM – 5:30 PM (Closed on Saturdays, public holidays, and during the New Year holiday period)
※Please note that this inquiry desk handles requests related only to procedures concerning personal information.