Handling of customers' personal information
Yomiuri Travel Service Co., Ltd. (hereinafter "our company") operates in the travel industry, and considers the extremely strict and proper management of personal information to be a rightful social responsibility.
The personal information (hereinafter "personal information"), which we handle in the course of our activities, is an important asset of our customers. To prevent the unjust infringement of our customers' rights and interests, we have established the following Personal Information Protection Policy, and review it regularly.
1. Personal information acquisition and use
When acquiring personal information, we specify the purpose of use, and conduct acquisition through lawful and fair means within the legitimate scope of our company's business.
We handle personal information within the scope necessary to achieve the specified purpose of use only, unless we have prior agreement from the customer or are justified by law.
Our company, and the contracted travel companies which sell agent-organized tours, use the personal information entered on the application form submitted at the time of application to contact the customer. The information is also used within the scope required to arrange services by transport, accommodation and other service providers and to complete procedures to enable the customer to receive such services. In addition, customers' personal information is used by our company or contracted travel companies for the following purposes:
- (1) To provide information on products, services and campaigns of our company or collaborating companies
- (2) To request comments and feedback after travel
- (3) To request questionnaire completion
- (4) To provide special services
- (5) To create statistical data
Customers' personal information may also be used for the smooth conduct of transactions which are deemed useful to the customer.
Our company uses personal information submitted by recruits or job applicants to confirm the identity of the person and to make contact. We also use the personal information within the scope necessary to perform recruiting and job offering duties.
2. Compliance with laws and ordinances, government policies and other standards
Our company complies with laws and ordinances, policies of the Ministry of Land, Infrastructure, Transport and Tourism, and other standards regarding the handling of personal information.
3. Proper management of personal information
Our company appoints a person responsible for personal information, and under the instruction of this person, we establish internal regulations regarding personal information protection which take into account the guidelines of the Ministry of Land, Infrastructure, Transport and Tourism, and others. We have introduced appropriate security measures against risks including personal information leakage, destruction and damage, and work on their prevention and rectification.
Person responsible for personal information management
4. Employees' understanding of personal information protection
Our company educates all executives and employees on the prevention of use of personal information which falls outside the purpose of use, and the security measures established in the internal regulations, and works to improve understanding of personal information protection.
5. Supervision of contractors
Our company may outsource the handling of personal information acquired within the scope necessary to achieve the purpose of use to third parties.
These third parties are selected upon confirmation that they have sufficient security standards regarding the handling of personal information. We conduct the necessary and appropriate supervision through contracts and other means.
Our company outsources the duties for payment for products and services to external third party companies. The companies and the details of the personal information they handle are as follows:
[Name of companies to which duties are outsourced]
VeriTrans Inc. (http://www.veritrans.co.jp)
Econtext, Inc. (http://www.econtext.jp/)
[Details of personal information]
Transaction ID, name, amount, credit card number and credit card expiry date which are required for the payment for products and services with the settlement company
Our company limits the personal information purpose of use to the duties necessary for payment for products and services, and strictly forbids the companies to which duties are outsourced to use the information for any other purpose.
6. Provision of personal information to third parties
Our company will not provide third parties with acquired personal information without the consent of the customer, unless required to do so by law or for the purpose of joint usage and provision to companies to which duties are outsourced. When providing personal information to third parties, or receiving information from third parties, our company will confirm the circumstances leading to the provision or acquisition, and record and retain items required by law, including the name of the destination of the information and the provider.
Our company is enrolled in travel agents' special compensation insurance, in order to pay a certain amount of compensation or a solatium based on our company's travel industry agreement special compensation regulations in the event that a customer suddenly or unexpectedly has an accident during an agent-organized tour, and suffers damage to life, body or personal effects. In order to complete the procedures necessary to pay insurance in the case of an accident, our company will provide Asahi Fire & Marine Insurance Co., Ltd., the managing underwriter of the special compensation insurance, with the following information which we receive from the customer at the time of application for the agent-organized tour: name, address, age, and telephone number.
Our company is an agent of Asahi Fire & Marine Insurance Co., Ltd., Chubb Insurance Japan, AIU Insurance Company, Ltd., Tokio Marine & Nichido Fire Insurance Co., Ltd., and Mitsui Sumitomo Insurance Company, Limited. In the event that a customer applies for optional travel accident insurance through our company, we will provide the insurance company with the applicable personal information, so we ask that customers give their consent upon applying.
For our customers' convenience when shopping at the destination, we may provide souvenir stores, such as duty-free shops, with the personal information of customers. In this case, we will provide the customer's name, passport number, flight number and other information by electronic means in advance. When applying, it is deemed that the customer consents to the provision of this personal data.
7. Joint usage
Personal information acquired by our company may be used jointly with the companies of The Yomiuri Shimbun Holdings and Yomiuri Shimbun sales centers (Yomiuri Center: YC) which are prescribed in the public notice, for the purpose of service quality improvement, service guidance, marketing and other purposes. Each company will manage the applicable personal information responsibly.
The Yomiuri Shimbun Holdings Public Notice Regarding Joint Usage
8. Inquiries regarding personal information
Our company will respond appropriately to feedback and inquiries related to personal information, including its disclosure, correction, usage (product and service guidance, etc.) suspension, and erasure, based on provisions of law.
In the event that a problem such as personal information leakage occurs, our company will contact the customer immediately, investigate the circumstances and take measures to ensure security. We will also disclose the circumstances on our website and in other media without delay.
Inquiry reception name: Customer Service Center
In the event that issues regarding personal information cannot be resolved by the parties concerned, assistance can be requested from the following association:
Consumer Affairs Office
General Incorporated Association Japan Association of Travel Agents
3-3-3 Kasumigaseki, Chiyoda-ku, Tokyo
Enacted: January 1st, 2016
Revised: May 30th, 2017
Yomiuri Travel Service Co., Ltd.