FieldTrips/30th ITS(International Tsunami Symposium)

Date(Y-M-D)：2021-7-1(Thu.)~7-3(Sat.)

Agreement of using your personal information

Dear participants,

Please read and understand the following Personal Information Protection Policy set forth by TOBU TOP TOURS CO., LTD. If you read the Policy and agree with the conditions and stipulations thereof, please click the "Agree" the button and proceed to the following screen, in which you could enter your travel requests, inquiries or messages sent to TOBU TOP TOURS CO., LTD.

TOBU TOP TOURS's Personal Information Protection Policy

TOBU TOP TOURS CO., LTD. (hereinafter referred to as TOBU TOP TOURS) in accordance with the "Personal Information Protection Codes" and all corporate compliance measures and rules concerning the protection of personal information, will make utmost efforts to protect the personal information, which it collects and utilizes in a manner described as follows:

  1. Purpose of using personal information
    We will use personal information acquired by the method of from the principal or contract manager in applying for travel or from the principal or contract managers at other applications such as Documents or from customers who applied for travel planning products of companies affiliated with the company to us within the range necessary for that purpose for the following purposes.
    In addition, when using the personal information acquired by the Company through the marketed name list or information provided by a third party etc., we promptly notify him / herself of purpose of use, we acquire consent and use it.
    • (1) Contact with customers (including the sending of documents etc.)
    • (2) Arrangement of travel services provided by the transportation / accommodation agencies etc (necessary for the major transportation and accommodation agencies etc on the contract document) necessary for the trip that the customer applied
    • (3) Procedures for receiving the service of the preceding item
    • (4) Procedures for insurance covering our travel agreement liability and accident cost etc
    • (5) Requests for questionnaires such as guidance on products and campaigns to customers, opinions, comments, etc.
    • (6) Fact confirmation of contents of consultation and reply to customer (Personal information received by e-mail or customer upon consultation from customers is limited to that purpose only.)
    • (7) For the convenience of customers' shopping at souvenir shops etc. of the travel destination
  2. Provision and consignment of personal information of customers to third parties
    Within the range of the purposes stated in the Paragraph 1, the Company may, in advance, through an electronic communication technology, give the personal information of the Traveler such as his/her name, passport number and flight number to be boarded, age, sex, address, phone number and nationality etc. to the transportation, accommodation facilities and the insurance companies souvenir stores etc. with whom the Company has concluded a contract regarding the processing of personal information, to arrangement agencies, to whom the Company has consigned travel arrangement, to commissioned sales company for the Company’s agent-organized tour guide and to the service provider to whom the Company consigns data processing or guide services.
    The Company may cooperate to provide personal information with police investigation or at the request of the Ministry of Land, Infrastructure, Transport and Tourism, or Japan Tourism Agency and other public affairs of national and local governments in connection with the occurrence of the accident etc.
    In preparation for the Traveler to suffer injuries or diseases during the travel, the Company inquire the personal information of the contact person in Japan during the travel. The Company may use such personal information in case of the Traveler’s injury or disease and when the Company decides to be necessary to contact with such contact person in Japan. The Traveler shall acquire the consent of such contact person in Japan to provide his/her personal information with the Company.
  3. On applying for travel
    Regarding the purpose of use of your personal information or the provision to third parties, in addition to the description here, it is clearly stated on our Travel brochure and travel condition explanation document.
    The Traveler must give accurate information when filling out the application form, making the list of participants’ names and answering the questionnaires, lest travel arrangements and service provision will be interfered with. In application for the travel, the Traveler shall consent the provision of personal information as stipulated in the preceding documents.
  4. About inquiry, disclosure and request procedure for customer's personal information
    • (1) Matters concerning personal information to be disclosed are as follows.
      • a. Types of personal information to be opened
        Address, phone number, e-mail address, travel history, etc. obtained by application form (application for travel, tokimeki etc), application documents (campaign application etc.), other documents or website etc.
      • b. purpose of use
        a) Contact with customers (including the sending of documents etc.)
        b) Arrangement of travel services provided by the transportation / accommodation agencies etc (necessary for the major transportation and accommodation agencies etc on the contract document) necessary for the trip that the customer applied
        c) Use of specific personal information under the law
    • (2) Regarding personal data to be disclosed held by the Company, we will notify you of the purpose of use, disclosure of personal information, correction / addition / deletion of personal information, suspension of use of personal information, elimination of personal information, If you wish, we will inform you about necessary procedures, so please inquire to the following inquiries.

【Inquiries concerning personal information, offer of complaints etc】

  1. For inquiries, complaints, etc. concerning the handling of personal information, please contact the customer personal information handling manager at the sales office where you make a deal or to the below
    TOBU TOP TOURS CO., LTD.　 Person in charge of personal information management　 Director of The Compliance Office
    TEL　+81-3-3622-6099
  2. If you can not resolve complaints concerning personal information with us between the parties, we can offer the following association to ask for assistance on solution.
    Japan Association of Travel Agents　　Consumer counseling office (person in charge of personal information protection)
    TEL　+81-3-3592-1266
    JIPDEC　Personal information protection complaint consultation office
    TEL　+81-120-700-779

Revised June, 2017

Special Information For EU Users

In order to strictly protect customers' information (hereinafter referred to as "EU Personal Data"),TOBU TOP TOURS CO., LTD.(hereinafter referred to as "the Company")is implementing the following measures.

1. Measures for protecting customers' EU Personal Data

  1. The Company will manage customers' EU Personal Data appropriately.
  2. The Company has a security manager for each department that manages customer's EU Personal Data, and the manager properly manages the customer's EU Personal Data.
  3. The data the Company acquires from customers is as follows:
    ・customer's name;
    ・e-mail address;
    ・telephone number;
    ・address; and
    ・credit card information
    Each of the customer's EU Personal Data above is necessary for providing the services
    The Company may ask other questions for the purpose of providing customers with the desired services. This shall be offered by the customer voluntarily including the minimum necessary items.
  4. <For inquiries and consultation >
    Depending on the contents of inquiry and consultation (hereinafter referred to as "consultation"), the Company may notify third parties, such as transportation / accommodation facilities, of EU Personal Data of customers in advance with consent.
  5. <For application>
    Depending on the type of service, the Company may notify third parties, such as transportation / accommodation facilities, of EU Personal Data of customers; for example, when notifying the customer's name and other information needed for shipping and accommodation agencies.
  6. In order to strictly store customers' EU Personal Data, the Company has established internal rules and has been conducting education for employees and audit related to the protection of EU Personal Data on the regular basis.
  7. In the case where customers wish to inquire or modify their own EU Personal Data, the Company will respond immediately upon confirming the customers' identification.
  8. On the Company's website, the Company may use "cookie" to provide better service. "Cookie" is a function to store on the computer of the person who viewed the website. Although it is possible to refuse receipt according to the settings of the browser, some of the services may not be available by this.
  9. The Company will comply with the laws and regulations applicable to customer's EU Personal Data, and the Company will review and improve these efforts as necessary. In connection with the occurrence of incidents, the Company may cooperate in the publication of EU Personal Data due to the provision of data at the time of police investigation and requests from relevant organizations.

2. The purpose of processing EU Personal Data acquired from customers

<For inquiries and consultation>
The Company will use EU Personal Data provided during inquiries and consultation for contacting with customers. In addition, in the content of customer's inquiries and consultation, the Company may use it within the necessary range for contact and confirmation with the related organizations.

<For application>
For EU Personal Data provided at the time of travel application, in addition to using it for contacting customers, the Company will use it within the range necessary for the arrangement and receipt of services provided by transportation and accommodation organizations on customer's travel.
In addition, the Company may use customer's EU Personal Data at the Company and dealers in order to develop better travel products and inform customers about the information on travel products, as well as the damage insurance of each company which is entrusted by each insurance company, and to provide incidental and related services. Providing EU Personal Data is essential for fulfillment of the contract, and if customers cannot provide EU Personal Data on their own judgment, provision of service to customers and so forth may be interfered and it may cause damage or loss.

3. For the conditions of handling of EU Personal Data

The Company shall deal with EU Personal Data only if the Company obtains consent from the customer and in any one of the following cases.

  1. When handling is necessary for the performance of the contract where the customer is a party concerned (e.g., in the case where to notify customer's information such as address to the hotel to arrange a hotel designated by customer).
    Or when handling is necessary according to customer's request before the contract is concluded.
  2. When handling is necessary to comply with the legal obligation that the Company shall abide by (When following information disclosure orders based on laws from government agencies, etc.).
  3. When handling is necessary to protect the serious interests of customers or other individuals(e.g., in the event that the life of customer or accompanying person falls into a serious crisis due to an accident during the trip, provide customer's or accompanying person's data to relevant organizations such as police and hospitals).
  4. When it is deemed appropriate to investigate, prevent, or take measures against illegal acts or suspicious acts.

4. For the special categories of EU Personal Data

In order to provide services concerning customers' travels, and to manage the itinerary for participation in special tours (extreme tour such as Antarctica, and climbing tours), in principle, the Company shall obtain consent from the customer in advance, and collect, use, transfer customers' special categories of EU Personal Data (health condition, physical characteristics, etc.) within the necessary scope of purpose for performing travel agreement. The EU Personal Data shall not be processed other than for this purpose. The customer may cancel such consent at any time. Even if the customer cancels the consent, the Company may continue to proceed the customer's data within the scope permitted by GDPR, including but not limited to, the case necessary for the protecting the customer's life, body, and other significant interests,

5. For international transfer of EU Personal Data EU Personal Data may be stored in servers after they are transferred to the Company and outsourcing contractors, etc. in Japan.

6. For safety management measures

In order to properly manage the EU Personal Data of customers, and prevent from leakage, loss or damage of EU Personal Data and so forth, the Company shall implement technical and physical / organizational / personal safety management measures for them.

7. EU Personal Data provided by customers will be transferred only for the following purposes based on consent of each customer. The customer may cancel such consent at any time. If the customer cancels the consent, the customer cannot use the service necessary for the information that the Company has collected or has used.

<For inquiries and consultation>
In order to respond to customer inquiries and consultation, the Company may transfer customer's EU Personal Data to transportation and accommodation organizations (including organizations overseas) within the range necessary.

<For application>
The Company will transfer customer's EU Personal Data to transportation and accommodation organizations (including organizations overseas) within the range necessary.
In addition, for the convenience of customers' shopping at the travel destination, etc., the Company will transfer the customer's EU Personal Data to the organizations such as the duty free shop of the destination. In this case, the Company will relocate EU Personal Data related to customer's name, and passport number sent by electronic method, etc.
The Company shall transfer customer's EU Personal Data to group companies and outsourcing contractors, etc. that have subcontracted. The Company shall request proper handling of the transferred EU Personal Data to the corresponding outsourcing contractor, and the Company also shall properly manage it accordingly.

8. Customer's EU Personal Data will be kept for 2 years and then properly erased and discarded.

9. For the customer's rights Customers have the following rights regarding EU Personal Data concerning themselves. Provided, however, even if the customer exercises one of the following rights, the Company may continue to proceed the customer's data within the scope permitted by GDPR:

  1. Right to request explanation of customer's EU Personal Data and relevant information that the Company holds, and to request explanation of how to use such data;
  2. Right to correct the incorrect EU Personal Data concerning customers without undue delay
  3. Right to request deletion of EU Personal Data on customers without undue delay
  4. Right to restrict handling of EU Personal Data concerning customers
  5. ight to receive EU Personal Data provided by customers in a general format that computer is readable, and the right to relocate (shift) the EU Personal Data to the management of other organizations without disturbing
  6. Right to object to public interest or handling for the interests of the Company or third parties and handling for direct marketing for EU Personal Data of the customers
  7. Pleases note that the customer may exercise the right to not undergo assessment / decisions that have serious impact including legal effects on individuals through automatic processing such as profiling etc. The Company does not perform profiling.

10. Contact

For inquiries regarding this matter, please contact the inquiry desk below.
TOBU TOP TOURS CO., LTD.

Address:160-0023 7-5-25, Nishi-shinjyuku, Shinjyuku-ku, Tokyo, Japan
Phone number：+81-3-5348-3500
Reception hours：10:00 - 18:00 Japan Standard Time
E-mail：bsj62@tobutoptours.co.jp

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