Privacy Policy

Kousei Kougyou / Spa Resort Hotel Solage Oita-Hiji (hereinafter referred to as “the Hotel,” “we,” “our,” or “us”) is committed to protecting the personal information of its customers (the information defined in “2. Definition of Personal Information,” which will hereinafter be referred to as “Personal Information”) collected from reservations, inquiries, and membership registrations and entered into our database. We are committed to protecting and appropriately handling Personal Information that has been entered (“Personal Data”) and other kinds of Personal Information through the practices described in this Privacy Policy (“Policy”).

Privacy Policy

1.Purpose of the Policy

The purpose of this Policy is to ensure the protection of Personal Information, to give you peace of mind, and to provide you with information regarding our collection and management of Personal Information.

2.Personal Information We Collect

(1) Information collected from customers
The information we collect from our customers is as follows:

(a) Name, address, telephone number, e-mail address, date of birth, gender, nationality
(b) Passport, visa, and marketing information
(c) Information filled out by the customer in forms provided by the Hotel
(d) Information entered by the Hotel’s staff at the direction of the customer
(e) Information on previous stays, services used, and products purchased
(f) Information about guests’ preferences that becomes known to us during stays in our Hotel
(g) Information provided by the customer for the purpose of using our services
(h) Information provided by the customer to a travel agency or other source when reserving accommodation or other services
(i) Credit card information

Personal Information that falls under the category of Personal Data
Items (a) and (c) in the above section, “(1) Information collected from customers.

We may collect device information, log information, cookies, anonymous IDs, location information, IP addresses and individual identification data when you visit our website.

3.Why We Use Personal Information

We collect Personal Information in order to fulfill our social responsibilities and contractual obligations to third parties such as travel agencies, credit card companies, and airline companies, and for the legitimate interests of the Hotel, as described below.

(1) To contact customers to confirm reservations, etc.
(2) To provide customers with information on services and products
(3) To conduct the following marketing activities:
(a) Providing information on products, services, promotions, etc. through invitations, e-mails, etc.
(b) Providing information on products, services, promotions, etc. through invitations, e-mails, etc.
(c) Analyzing attribute information, behavioral history, etc. obtained to understand customers’ interests, preferences, etc.
(d) Other activities equivalent to the above items in (a) through (c).
(4) To conduct analysis for the improvement of services and products
(5) To send questionnaires for the purpose of further improving our services
(6) To request compliance with the terms and conditions of use for the services offered on our website
(7) To protect customers and the services we provide on our website
(8) To confirm the identity of customers who make a request regarding their Personal Information
(9) To fulfill our legal obligations (according to the laws of Japan and other countries in which our facilities are located)
(10) To run contests, raffles, and other promotions
(11) To fulfill contractual obligations to related parties and outside vendors in relation to travel arrangements for customers
(12) For other purposes that have been disclosed to the customer or publicly announced
(13) For record keeping

4.How We Collect Personal Information

We collect Personal Information in the following ways:

(1) Directly from the customer
We may collect Personal Information from you when you reserve or use our accommodations, create an account on our website, respond to our surveys, enter a raffle or contest, contact us for customer service, or apply for or use a service we offer.

(2) From your equipment and our network
We may use cookies and related technology to automatically collect Personal Information about you from your entire device when you access our website or other content.

(3) From other companies
To ensure a pleasant experience for guests when using our services, we may collect Personal Information through Internet services operated by other companies that we have selected. We may also collect Personal Information from the following parties:

(a) Travel agencies used by the customer
(b) Parties who provide transportation to the customer, such as an airline company
(c) Third parties such as credit card companies used by the customer

(4) From social media
When you voluntarily participate in any of our activities or services on social media, we may collect contact details, information about your identity, your stays and purchases, and your Internet and network activity, and information in your social media posts or profiles.

5.Handling of Personal Information

We will manage Personal Information carefully and appropriately in accordance with the law and will take necessary and reasonable security control measures to prevent leaks, loss, misuse, alteration, and unauthorized access. In addition, when Personal Information is collected by means of telecommunication, we will strive to ensure security by using security technology such as SSL (Secure Socket Layer) encrypted communication in order to prevent interception by third parties.

6.Disclosure and Provision of Personal Information to Third Parties

(1) In order to improve the quality of our services and for the convenience of our guests, we may outsource some of the handling of Personal Information to outside contractors. In such cases, we will instruct and supervise the contractor to ensure that they appropriately manage the information
(2) We will not disclose or provide your Personal Information to third parties except in the following cases:
(a) When the customer him/herself consents
(b) When disclosure or provision of the information is required by law
(c) When it is necessary for the protection of the life, body, or property of a person
(d) It is necessary for the improvement of public health or the promotion of the sound growth of children
(e) It is necessary to cooperate with a national agency, a local government, or an individual or entity entrusted by either a national agency or local government with duties stipulated by law, and obtaining the consent of the individual is likely to impede the execution of the relevant matters
(f) When disclosing or providing Personal Information to subcontractors to the extent necessary in order to provide services to the customer
(g) When transferring Personal Information and control over it as assets during a business transfer

7.Cookies and Similar Related Technologies

(1) The use of cookies and related technologies on our website allows us to evaluate and improve the functionality of our website. These cookies and related technologies also allow us, ad networks, social media companies and other service providers to display advertisements and customized content.

(2) You may consult the documentation for your Internet browser to find out how to control the use of cookies for advertising purposes, such as blocking certain cookies through your Internet browser settings. The settings you choose regarding cookies are specific to each website, device and browser, and will be deleted when you clear your browser’s cache. If you choose to reject cookies, you may not be able to use some of the features of our website.

(3) When you leave our website and go to a website controlled by a third party (hereinafter referred to as “External Website”), the External Website is out of our control, and we are not responsible for the way the External Website collects Personal Information or its privacy policy. Please check the privacy and security policies of External Websites before accessing them or providing Personal Information.

8.Compliance with Laws and Regulations

We comply with all laws, regulations, and guidelines related to Personal Information in order to ensure the protection of Personal Information.

9.Respect for Customer Rights

We respect the rights of our customers and will respond to requests for disclosure, correction, restriction, and deletion, or to object or exercise your right to data portability under the law with respect to the customer’s own Personal Information to the extent reasonable and necessary after confirming the identity of the customer. Even after the customer has given consent, he/she may withdraw consent by contacting us.

10.Contacting Us For Inquiries

For any comments, questions or requests regarding this Policy, as well as any inquiries or complaints regarding the handling of Personal Information, please contact the following:
Spa Resort Hotel Solage Oita Hiji
7505 Oga, Hiji-machi,
Hayami-gun, Oita, 879-1504, Japan Tel ：＋81 (0)977-72-1800
Email: hotel@solage.jp

11. Changes to the Privacy Policy

We will review this Policy at our discretion and may change it as necessary. If this Policy is changed, we will take appropriate measures, such as posting the revised Policy on the Hotel’s website.

12.How to Request Disclosure of Personal Information

(1) When a customer requests disclosure of his/her Personal Information, a record of Personal Information provided to third parties, etc., the Hotel will respond to the request within a reasonable period of time or to the extent possible, after confirming whether the requestor is the person in question or his/her representative.

(2) If you would like to receive an explanation of the necessary procedures for requesting disclosure and the necessary application documents, please contact us using the details listed in “10. Contacting Us For Inquiries.”