Sheraton Grande Tokyo Bay Hotel is aware of the fact that information by which it is possible to identify individual customers who use the Hotel (personal information) is extremely important, and we will comply with related laws and ordinances and protect customers’ personal information by appropriately acquiring, using, and managing the personal information that the Hotel handles in all of our business activities.
1. Definition of personal information
In accordance with related laws and ordinances, the Hotel defines customers’ names, home and workplace addresses, e-mail addresses, telephone numbers, fax numbers, credit card information, birthdates, and gender information possessed by the Hotel, as well as leisure activities, children’s names and ages, requests related to rooms, information for responding to special requests (health conditions, etc.), information related to lifestyles, and other information by which individual customers can be identified, as personal information, and we will lawfully and appropriately manage and use such personal information. In addition, when customers use the Hotel’s website, there are cases in which we collect Internet log information and details about users’ action patterns, but such information will only be handled by methods by which it is not possible to identify customers (or other users). In the event that data will be used by such a method, there will never be an attempt to identify customers or specify information on an individual level. In the event that it is necessary to identify or specify a customer, we will clarify that fact when information is collected and will explain the purpose of collection.
2. Acquisition of personal data
Direct acquisition from the relevant person
Telephone calls, documents (including electromagnetic records), business cards, oral communication, and the Internet (including social media), etc.
Acquisition from a party that has been given valid authority by the relevant person
A person applying for use, a person making an introduction, a travel agency, a business partner, or a company accepting package products, etc.
Acquisition from things that have been publicly announced
Newspapers, the Internet, telephone books, publications, and other documents, etc.
3. Clarification of purposes of use
The Hotel strives without fail to provide customers with information related to the collection and use of personal information that was provided or that the Hotel acquires when customers use the Hotel’s website, products, or services. The Hotel will never ask for information that it does not need. We will use personal information that has been acquired from customers for the purposes stated below.
・Provision of accommodations, restaurant services, and banquets
・Provision of accommodation reservation services
・Provision of Internet reservation services
・Registration as a membership program member
・Contact from the Hotel (e.g., questionnaires, campaigns, reservation confirmation)
・Responding to matters requested by customers
・Transmission of the latest information, promotion information, and information about products and services by sending direct mail or e-mail
・Use of third-party information sources, including collection of information that is posted on social network sites and other websites
・Market research (including marketing analysis) and product development
・Information for making judgments for selection of information content to be notified to customers
4. Matters related to and scope of joint use
In the event that all or a portion of work will be consigned, the Hotel will take measures to safely manage personal information by concluding an agreement that includes management and supervision of the obligation to maintain the confidentiality of personal information. There also may be cases in which all or a portion of personal information will be jointly used through the Hotel and within the scope of the purposes of use with an affiliated company or a hotel or other company. In addition, because of the nature of business and work, it is necessary to forward customers’ personal information to other group companies, hotels, resorts, work centers, data centers, and service providers in countries other than the countries in which customers live. There may be cases in which customers’ personal information that was collected by the Hotel will be forwarded to a country other than the country in which that information was collected.
5. About links to third-party information sources
In order to improve convenience by inferring customer needs and provide more substantial information, the Hotel provides links to other websites and third parties. The Hotel does not bear liability for the collection, use, retention, sharing, or public disclosure of data (including personal information) by such third parties. We recommend that customers inquire about personal information protection measures, policies, and security measures before personal information is disclosed to third parties.
6. About provision of personal information to third parties
The Hotel will appropriately manage personal information that we acquire from customers, and we will not provide it to third parties without obtaining the customers’ agreement in advance. However, please understand that, in cases that fall under one of the items below, information may be provided to third parties.
（1） A case in which disclosure has been requested based on a law or ordinance
（2） A case in which it is necessary in order to protect a member of the public’s life, health, or assets
（3）A case in which it is necessary to cooperate in the performance of clerical work stipulated in a law or ordinance that will be conducted by a national government organization, a local government, or a party that has been consigned by a national government organization or a local government, and in which there is a chance that obtaining the relevant person’s agreement will hinder the performance of that clerical work
7. Consignment of handling of personal information
In order to efficiently and smoothly perform business activities, the Hotel may have a trustworthy work consignee use information that was collected from customers. In such a case, customers’ information will be used within the scope that is necessary for performing consigned work related to the purposes of collection. The Hotel will use an agreement to impose on a work consignee that will share personal information an obligation to lawfully and appropriately conduct information management in relation to customers’ personal information.
8. Matters related to disclosure
The Hotel will, to the extent possible, manage the accurate and most recent content of the relevant person’s personal information. When the relevant person has made a request, we will disclose registered information. In addition, when the relevant person has informed us that content is not accurate, we will check that content as necessary and then conduct addition, change, correction, or suspension of use, etc., of the registered information.
Information for inquiries related to disclosure, etc.:
Sheraton Grande Tokyo Bay Hotel
+81-(0)47-355-5555 (Receptionist) Marketing Department
Inquiries accepted Monday to Friday, 9:00 a.m. to 5:30 p.m. (excluding Saturdays, Sundays, and public holidays)
※For details about procedures related to requests for disclosure (necessary documents, reception method, identity confirmation method, and service charges), please make an inquiry by using the contact information stated above.
9. Matters related to procedures for handling requests for disclosure
The Hotel responds to requests for disclosure from the relevant person that provided the personal data or his or her representative. The personal information that the Hotel will disclose will be within the category of the Hotel’s definition of personal information. Provided, however, that we will not make disclosure in cases that fall under any of the items below.
（1）A case in which there is a chance of harming the rights or interests of the relevant person or a third party
（2）A case in which there is a chance of significantly hindering the appropriate performance of the Hotel’s work
（3）Another case that violates a law or ordinance
10. Correction, addition, and deletion of personal information
We will strive to manage personal information in its accurate and most recent state. In the event that the relevant person has requested correction, addition, or deletion of information, we will promptly conduct the necessary investigation, and if it is confirmed that there is an error in the information, we will correct the information.
11. Suspension of use of personal information and suspension of provision to third parties
In the event that the relevant person has requested suspension of use of information or suspension of provision to third parties, we will promptly handle the matter. Requests for suspension of use of personal information or suspension of provision to third parties can be made using the telephone number for inquiries as stated below.
12. About use of the Hotel’s official social media
When constantly or temporarily setting up and operating this company’s official accounts (hereinafter referred to as the “Official Accounts”) on social media (media that are formed by users transmitting information on the Internet, such as through Facebook, Twitter, and Instagram), the Hotel will sufficiently understand that information that is transmitted through social media is publicly disclosed to an unspecified large number of people and that information that has been transmitted once cannot be completely deleted, and it will conduct appropriate information transmission. In addition, we will not bear any liability whatsoever for damage that may arise from the use of or the inability to use an Official Account or damage that may arise from the interruption or cessation of operations or changes to information.
13. Complaints and consultations related to personal information protection
The Hotel will promptly and accurately handle complaints or consultations related to the handling of personal information. If you would like to make a complaint or consultation, please contact us by using the information stated below.
January 25, 2018
Sheraton Grande Tokyo Bay Hotel