Effective Date: 25 May 2018
We collect, use, and disclose personal information in order to deliver the services you requested and operate our business functions and activities, including making travel arrangements on behalf of our customers. We will only collect and use the personal information where we have lawful grounds and legitimate business reason to do so.
By providing personal information to us, you agree that this policy will apply to how we handle your personal information and you consent to us collecting, using and disclosing your personal information as detailed in this policy. If you do not agree with any part of this policy, you must not provide your personal information to us. If you do not provide personal information to us, or if you withdraw a consent that you have given to us, we may not able to provide services to you as the travel arrangement must be made with traveller's full name and gender including the contact details and appropriate identification (e.g. passport details). We cannot make any travel arrangements without those necessary information.
For the purpose of the EU General Data Protection Regulation ("GDPR"), we, Japan Travel Centre Germany are the "data controller", registered in Germany (HRB 77626).
Japan Travel Centre Germany reserves the right to amend this policy by updating this page. You are advised to review this page from time to time to ensure you continue to be happy with the terms of this policy.
This policy only applies to our websites, systems and processes. If you leave our site via a link or otherwise, you will be subject to the policy of that website provider. We have no control over that policy or the terms of the website and you should check their policy before continuing to access the site.
What personal information do we collect?
We collect your personal information for the purpose of booking the travel related services that you have requested. This information, including any information about any health or medical issues that you inform us about and your passport details will be sent to the suppliers who will be providing your travel services. These suppliers may be based outside of the EU where the protection of personal data may not be as strong as it is in the EU.
Generally, we collect following types of personal information about you:
- contact information (such as name, gender, date of birth, residential/mailing address, telephone number, email address);
- payment information (credit/debit card details, including card type, card number, security number and expiry date, billing address, bank details);
- passport details;
- frequent flyer details;
- information about your dietary requirements and health issues (if any); and other details relevant to your travel arrangements or required by the relevant travel service provider(s) (e.g. airlines and accommodation or tour providers).
How do we collect your personal information?
We usually collect your personal information directly from you when you;
- visit our websites
- purchase our services/products online
- deal with us in person, by phone, email, fax and letter
- sign up for the newsletter
- enter competitions or register for promotions
- submit the review
- visit our online adverts or contents
- connect or link to any platform via social networking sites
- post comments to online communities
- provide information to our suppliers, advertising partners
We also collect information that is required for use in the business activities of Japan Travel Centre Germany and our related entities, including financial details necessary in order to process various transactions, video surveillance footage used for security purposes at our premises, and other relevant personal information you may elect to provide to us.
How do we use your personal information?
The purpose of collecting your personal information is generally to provide you the travel related products and services or travel related advice and information. However, the purpose of collecting your information may differ depending on the particular circumstances as disclosed in this policy.
We will only process your personal information if,
- you have given your consent to process (you may withdraw your consent at any time)
- the process is necessary to provide our services you requested
- the process is necessary for our legitimate interests
- internal record keeping e.g. to raise your invoice and to process your orders.
The further purpose of collecting your information includes,
- providing the best possible service and tools you choose to use
- identification of fraud or error
- maintaining and improving our services and products
- for research and analysis in relation to our business
Do we disclose your personal information to third party?
We do not and will not sell, rent or trade your personal information. We will only disclose your personal information to third parties in the ways set out in this Policy and, in particular, as set out below, and in accordance with your local data protection laws. Please note, where we say “disclose”, this includes to transfer, share, send, or otherwise make available or accessible your personal information to another person or entity.
When you book or enquire travel related products and services through us, we usually act as an agent for the relevant travel service suppliers. This usually includes collecting personal information about you both for our internal purposes as described in this Policy and for the travel service suppliers for whom we act as agent to provide you the services you requested.
Therefore, we disclose your information to,
We disclose your personal information to Airlines, Hotel, Railway, Coach, Car rental, local tour operator, DMC and local guide/assistant when it’s necessary to fulfil your requests. They may have their own Private Policy and we do not control their policy.
We act as agent for or on behalf of thousands of travel service providers around the world, so it is not possible for us to set out in this Policy all of the travel service providers for whom we act or their locations.
Additionally, we disclose your information to,
Third party vendors:
We disclose your personal information to credit card processing company, booking engine provider, advertising partners, printing company, IT suppliers, business partners, and fraud prevention firms to provide the services on behalf of us. We have appropriate privacy safeguards in place with those third party vendors who will provide the services on behalf of us.
Other than the above, we will not disclose your personal information without your consent unless we reasonably believe that disclosure is necessary to lessen or prevent a threat to life, health or safety of an individual or to public health or safety or for certain action to be undertaken by an enforcement body or where such disclosure is authorised or required by law.
Is personal information transferred overseas?
We may disclose your personal information to certain overseas recipients, as set out below. We will ensure that any such international transfers are either necessary for the performance of a contract between you and the overseas recipient or are made subject to appropriate or suitable safeguards as required by your local data protection laws (e.g. GDPR). We will provide you with copies of the relevant safeguard documents on request (see section Contact us below).
It is possible that information will be transferred to an overseas recipient (other than any of our overseas related entities) located in a jurisdiction where you will not be able to seek redress under your local data protection laws and that does not have an equivalent level of data protection as in your jurisdiction. To the extent permitted by your local data protection laws, we will not be liable for how these overseas recipients handle, store and process your personal information.
a: Our overseas related entities
We operate a global business, including operations in United Kingdom, France, Germany and Japan. Your personal information may be disclosed to our overseas related entities in connection with facilitation of your travel booking and/or to enable the performance of administrative, advisory and technical services, including the storage and processing of such information.
b: Travel service providers located overseas
In providing our services to you, it may be necessary for us to disclose personal information to relevant overseas travel service providers. We deal with many different travel service providers all over the world, so the location of a travel service provider relevant to your personal information will depend on the travel services being provided. The relevant travel service providers will in most cases receive your personal information in the country in which they will provide the services to you or in which their business or management is based.
c: Our third party service providers located overseas
We may also disclose your personal information to third parties located overseas for the purpose of performing services for us, including the storage and processing of such information. Generally, we will only disclose your personal information to these overseas suppliers in connection with facilitation of your travel booking and/or to enable the performance of administrative and technical services by them on our behalf.
We use key service providers located in Japan and United Kingdom. We also deal with many different service providers all over the world, so it is not possible for us to set out in this notice all of the different countries to which we may send your personal information.
Security of information
We are committed to safeguarding and protecting personal information and will implement and maintain appropriate technical and organisational measures to ensure a level of security appropriate to protect any personal information provided to us from accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to personal information transmitted, stored or otherwise processed.
we protect our own confidential information. We are not responsible for any third party’s actions or their security controls with respect to information that third parties may collect or process via their websites, services or otherwise.We regularly review security technologies and will strive to protect your personal information as fully as we protect our own confidential information. We are not responsible for any third party’s actions or their security controls with respect to information that third parties may collect or process via their websites, services or otherwise.
We will use and store your personal information only for as long as necessary as described in the policy. We review the stored information at regular intervals and delete permanently or anonymise when it becomes no longer necessary.
Your rights in relation to the personal information we collect
If you wish to:
- update, modify, delete or obtain a copy of the personal information that we hold on you; or
- restrict or stop us from using any of the personal information which we hold on you, including by withdrawing any consent you have previously given to the processing of such information; or
- where any personal information has been processed on the basis of your consent or as necessary to perform a contract to which you are a party, request a copy of such personal information in a suitable format
You can request this by emailing us at the address set out in section Contact us below. You will receive acknowledgement of your request. We endeavour to respond to your requests within a month or less, although we reserve the right to extend this period for complex requests.
We reserve the right to deny you access for any reason permitted under applicable laws. Such exemptions may include national security, corporate finance and confidential references. If we deny access or correction, we will provide you with written reasons for such denial unless it is unreasonable to do so and, where required by local data protection laws, will note your request and the denial of same in our records.
Further correspondence regarding your request should only be made in writing to the Data Protection Officer at the address set out in section Contact us below.
Please note that, if you request that we restrict or stop using personal information we hold on you, or withdraw a consent you have previously given to the processing of such information, this may affect our ability to provide services to you or negatively impact the services we can provide to you. For example, most travel bookings must be made under the traveller's full passport name and must include contact details and appropriate identification. We cannot make bookings for you without that personal information.
You must always provide accurate information and you agree to update it whenever necessary. You also agree that, in the absence of any update, we can assume that the information submitted to us is correct, unless we subsequently become aware that it is not correct.
You can at any time tell us not to send you marketing communications by email by clicking on the unsubscribe link within the marketing emails you receive from us or by emailing us at the address set out in section Contact us below.
In any of the situations listed above, we may request that you prove your identity by providing us with a copy of a valid means of identification in order for us to comply with our security obligations and to prevent unauthorised disclosure of personal information.
We reserve the right to charge you a reasonable administrative fee for any manifestly unfounded or excessive requests concerning your access to your personal information, and for any additional copies of the personal information you request from us.
Using Mobile and Other Devices
When you access our website, our servers may record data regarding your device and the network you are using to connect with us, including your IP address. An IP address is a series of numbers which identify your computer, and which are generally assigned when you access the internet.
We may use IP addresses for system administration, investigation of security issues and compiling anonymised data regarding usage of our website.
In order to maintain quality of service for customers and provide a better user experience, the following websites collect certain information about visitors to its website using cookies:
A cookie is a small piece of information sent by a web server to a web browser, which enables the server to collect information back from the browser and help us to provide him/her with the best possible experience.
We use our cookies to help us:
- Make our website work as you'd expect.
- Remember your settings during and between visits.
- Improve the speed/security of the site.
- Allow you to share pages with social networking services like Facebook.
- Continuously improve our website for you.
- Make our marketing more efficient.
- Remember if we have already asked you certain questions (for example if you declined to take a survey).
- Collect any personally identifiable information (without your express permission).
- Pass data to advertising networks.
- Pass personally identifiable data to third parties.
- Facebook provides us with 'like' and 'send' buttons.
- Google is used for Google Map integration and Google Analytics. To opt out of being tracked by Google Analytics across all websites visit https://tools.google.com/dlpage/gaoptout
- YouTube powers some of the videos on our site.
We do not associate the data which we gather from these sites with any personally identifying information from any other source. If we do want to collect personally identifiable data through our websites, we will tell you. We will make it clear when we collect personal data and will explain what we intend to do with it.
You can learn more about all the cookies we use below.
You will be asked again in no later than 365 days about your cookie preferences since the last time you were asked.
Turning cookies off
You can usually switch cookies off by adjusting your browser settings to stop it from accepting cookies. Doing so however will likely limit the functionality of our website and a large proportion of other websites around the world as cookies are a standard part of most modern websites.
To learn how to change your setting of cookies, please visit https://www.aboutcookies.org.
Please note that, if you adjust the cookie settings for https://www.japanrailpass.de this may prevent you from taking full advantage of our site afterwards.
Third party functions
Our sites, like most websites, include functionality provided by third parties. A common example is an embedded YouTube video. Disabling these cookies may mean that the functions offered by these third parties will no longer work.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can modify your browser setting to decline cookies if you prefer.
To learn how to change your setting of cookies, please visit https://www.aboutcookies.org
Please note that, if you adjust the cookie settings for https://www.japanrailpass.de this may prevent you from taking full advantage of our site afterwards.
How do I opt out of online behavioural advertising?
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website.
For that reason we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
If you have any enquiries, comments or complaints about this policy or our handling of your personal information, or wish to inform us of a change or correction to your personal information, please contact our Data Protection Officer by email or letter using the details below:
Post: Data Protection Officer
Gendai Travel Limited
6 Southampton Place, London