Privacy Policy

Toyoko Inn Co., Ltd. and its affiliated companies (hereinafter collectively referred to as “Company,” “we,” “our” or “us”) strongly recognize the importance of personal information of our customers, and with a view towards privacy protection, we will comply with laws and regulations concerning personal information protection and strive to handle and manage such information appropriately as set forth in this Privacy Policy (hereinafter referred to as this “Policy”).

The affiliated companies referred to herein include the Japanese branch of Toyoko Inn International Limited and other affiliated companies that are Toyoko Inn's franchisees in Japan. Toyoko Inn Co., Ltd. shall be ultimately responsible for managing personal information at these affiliated companies.

The persons to whom this Policy applies include users of our apps and web services, and customers who use Toyoko Inn in Japan operated by us, and also include other people who conduct any transaction with us or contact us by telephone or other means (hereinafter collectively referred to as “Customer(s),” “you,” or “your”).

The services provided by Company are mainly accommodation and related services. Therefore, personal information necessary to conclude a lodging contract with Company or to make a lodging reservation is mainly acquired.

We will collect and store personal information to the extent necessary to provide these services to you, and if necessary, will provide such data to subcontractors who perform part of our business in providing these services. For details, please refer to Section II Our Handling of Personal Information.

In connection with the use of Company’s website (hereinafter referred to as the “Website”), we will acquire, store, and, if necessary, provide the access status and activity history of Customers on the Website to the Company’s contractors for the purpose of targeted advertising or marketing, etc. to Customers from the perspective of improving customer convenience and services provided.

If you do not want us to provide such information to our contractors, you may choose to opt out of sending your information to contractors or other third parties on the privacy settings pop-up, or on the pop-up that appears when you click on “Privacy Settings” in the footer of the Website. Please refer to Section III for details.

“Sleep PJ” is a service that analyzes the sleeping conditions of guests in some hotels and guest rooms during their stay and provides them with numerical data on their sleep quality. The data that we acquire through Sleep PJ includes the guest’s breathing rate, heart rate, body movements, and pressure on the bed while sleeping, etc. The data is obtained from sleep sensors attached to the mattress.

Such data will be used to provide sleep data to guests and to improve our hotel fixtures, facilities, and guest rooms, and will not be used for any other purpose. The acquired data will be sent to a subcontractor for analysis and quantification in a form that does not identify individuals.

If you do not wish to use Sleep PJ when staying in a Sleep PJ-enabled room, you may stop us from obtaining your sleep data by unplugging the sleep sensor. For more information, please refer to Section IV.

This section applies to your contact with us through our booking site toyoko-inn.com and our mobile apps, your face-to-face contact with us when you visit Toyoko Inn, or when you communicate with us by telephone, text message, direct message, social media, or other similar means.

This Policy also applies to your personal information that we receive from third parties and applies to all the Customers who use the services we provide.

We will use your personal information for the following purposes and will not use it for any other purposes, unless otherwise stipulated by law or we indicate the purpose of use separately.

In addition, we will use and store your personal information for the period necessary to carry out the purpose of use in accordance with legal and regulatory obligations, etc. After the required retention period, we will dispose of your personal information in accordance with our policies and procedures.

• (1)

  To accept and manage reservations (including confirmation, change, cancellation, reminder, and other communications) for the hotels operated by us (hereinafter referred to as the “Hotel”);

• (2)

  To authenticate individuals and provide various services for registered users on the Website;

• (3)

  To provide services at the Hotel (lodging, food and beverage, parking lot use, sales of goods, and sales and provision of other incidental products and services);

• (4)

  To manage the information of Toyoko Inn Club Card Membership members and to provide services to them;

• (5)

  To provide data to the Customers who use the sleep data provision service and to improve hotel fixtures, facilities, guest rooms, etc. based on such data;

• (6)

  To manage the information of Toyoko Inn Club Corporate Business Membership members and to provide services to them;

• (7)

  To pay for, settle, bill, refund, receive cancellation fees, issue receipts, and perform other tasks related to settlement for our services;

• (8)

  To respond to comments, requests, and inquiries from Customers;

• (9)

  To conduct surveys on accommodations in the form of questionnaires regarding the Hotel for the purpose of improving and enhancing our services and facilities;

• (10)

  To distribute e-mail magazines issued by us and to contact you about various campaigns and notices, etc.;

• (11)

  To accept applications for various campaigns conducted by us, contact winners, and send gifts;

• (12)

  To accept pre-opening monitor accommodations at the Hotel;

• (13)

  To prevent unauthorized contracts, unauthorized use of services provided by us, and nonpayment of fees, as well as investigation and handling of such cases when they occur;

• (14)

  To investigate and respond to failures, malfunctions, or accidents of our systems, networks, etc.;

• (15)

  To fulfill contractual obligations to Customers, persons involved in the process of making travel arrangements for Customers (travel agents, group travel organizers, Customer's employers, etc.), and outside vendors (credit card companies, airline companies, bus companies, etc.);

• (16)

  To conduct market research, customer satisfaction surveys and quality assurance surveys;

• (17)

  To conduct marketing and sales promotions and provide targeted advertising about products, services, events or promotions that we believe may be of interest to you;

• (18)

  To ensure the safety and security of staff, Customers, visitors, and others;

• (19)

  To prevent, detect and investigate fraud, cyber incidents or other illegal or harmful activities;

• (20)

  To communicate with you regarding our relationship with you, such as revisions to this Policy or other material legal or business changes;

• (21)

  To meet legal or regulatory requirements or to fulfill compliance obligations;

• (22)

  To test and evaluate new products and services;

• (23)

  To carry out any other purpose which we disclose to you under applicable law or with your consent; and

• (24)

  To use certain personal information to verify your identity in accordance with this Policy when you make a request with respect to your personal information.

In addition to the above, the Hotel is equipped with surveillance cameras in the reception, lobby, and other areas shared by the Hotel’s guests, which may be used for the following purposes.

• ・

  To help protect the health and safety of the Hotel’s guests and staff

• ・

  To help us manage and protect the property of the Hotel and the property of the Hotel’s staff, guests and other visitors.

• ・

  To improve the Hotel’s service level

We may also work with other companies to provide advertising or marketing that we believe is relevant and useful to you. This advertising or marketing may include advertisements that appear on the Website or our apps or in e-mails or other communications from us, or our advertisements that appear on other companies’ websites.

The advertisements you see are based on information we or third parties collect and your use of the Website or our apps or third party websites.

We obtain the following personal information from Customers to the extent necessary for the purposes of use described in the preceding paragraph.

• (1)

  Basic customer information (address, name, gender, date of birth, nationality, passport number, e-mail address, telephone number, facsimile number, postal address, etc.);

• (2)

  Additional information about the Customer (e.g., occupation, work information (company name, address, telephone number, department, title), Customer’s vehicle number, etc.);

• (3)

  Passport, visa, and other government-issued identification information in conjunction with (1) and (2) above;

• (4)

  Payment information (credit card number, bank account information, billing address, receipt address, etc.);

• (5)

  Information on the use of our services (lodging history, facility usage, usage history of various plans, product purchases, etc.);

• (6)

  Contents of communications sent by you to us (e.g., telephone voice recordings, e-mails, website form entries, facsimile transmissions, telephone notes, letters, and survey responses);

• (7)

  Information collected through the use of security systems installed by Company and the Hotel (e.g., surveillance cameras);

• (8)

  Information automatically collected on the Website (cookies, IP address, browser type, access date and time, etc.);

• (9)

  Information in the accommodation list (address, name, occupation, nationality, passport number, age, first night, second night, date of arrival, date of departure, room number, etc.);

• (10)

  Information on the Toyoko Inn Club Card Membership application form (name, gender, telephone number, address, nationality, postal code, copy of passport (only for non-Japanese nationals), etc.). You may be asked to present an official identification card to verify your identity.)

• (11)

  Data on your breathing rate, heart rate, body movements, pressure on the bed, etc. during sleep obtained at Hotels that provide sleep data services; and

• (12)

  Data concerning your sleep state obtained through the analysis described in the preceding item.

We will establish a management system for personal information that is appropriate to our business operations, strive to maintain accurate and up-to-date personal information of Customers to the extent necessary to achieve the purposes of use as described in 2. Purpose of use of personal information above. We will also take necessary and appropriate organizational, physical, and technical measures to prevent leakage, loss, or damage of such personal information and to otherwise manage the security of personal information.

In addition, we will strive to raise employee awareness by providing thorough in-house personal information protection training to ensure that all employees engaged in the handling of personal information handle Customers’ personal information in an appropriate manner.

We will not disclose or provide personal information to third parties without your consent, except as required by law.

While providing products and services to you, we may outsource a part of our business to a contractor and provide your personal information to the contractor within the scope necessary to achieve the purpose of use.

In such cases, we will appropriately manage and supervise the contractors, including entering into a contract with them regarding the handling of Customers’ personal information, to make them fulfill the same obligations as set forth in this Policy.

• (1)

  Joint use within the domestic group and with overseas establishments

  We share the personal information of Customers with our group companies in Japan and our affiliates in South Korea, the Philippines, and Mongolia (hereinafter referred to as "Overseas Establishments") to provide and conduct common services for Customers.

  Items of personal information to be shared:Personal information as described in 3. Details of personal information to be obtained above.

  Joint users: Toyoko Inn Group companies (click here for details), Toyoko Inn Korea Co., Ltd., Philippine Toyoko Inn, Inc. and Mongolia Toyoko Inn LLC.

  Purpose of joint use:For the purposes stated in 2. Purposes of use of personal information above.

• (2)

  Joint use with overseas establishments

  In addition, we offer a service called Toyoko Inn Club Card Membership, which provides the same benefits and services at our overseas establishments and at Toyoko Inn’s operations in Japan.

  Member information of Toyoko Inn Club Card Membership is obtained at the Hotels in Japan and overseas establishments when you become a member, and is stored in Japan, but is also shared by the Hotels of overseas establishments to provide common services and improve convenience.

  Items of personal information to be shared: Name, gender, telephone number, address, nationality, postal code, passport copy and membership number

  Joint users: Toyoko Inn Korea Co., Ltd., Philippine Toyoko Inn, Inc. and Mongolia Toyoko Inn LLC.

  Purpose of joint use: To provide Toyoko Inn Club Card Membership services and related purposes as described in 2. Purpose of use of personal information above.

• (3)

  The person responsible for the management of the personal information for the joint use described in (1) and (2) above is as follows.

  Representative Executive Officer/President Maiko Kuroda Toyoko Inn Co., Ltd. 1-7-4 Shinkamata, Ota-ku, Tokyo

Based on the preceding paragraph, we transfer Customers’ personal information to our overseas establishments. When transferring personal information, we conclude a contract with each overseas establishment regarding the protection of personal information to ensure that the personal information of Customers is properly managed and used at the recipients.

We will create anonymized personal information and provide it to third parties to the extent permitted by law, after taking appropriate protective measures to ensure that specific individuals cannot be identified and that the personal information used to create the information cannot be restored.

• (1)

  Compliance with relevant laws, regulations, guidelines, etc.

  We will handle anonymized information appropriately in compliance with APPI and other laws and regulations, as well as the Guidelines Concerning the APPI and other guidelines.

• (2)

  How anonymized information is created

  We process Customer information and create anonymized information in accordance with the processing standards set forth in the APPI.

  Main processing examples:

  • 1.

    Deleting any description that could identify a specific individual

  • 2.

    Deleting personal identification codes

  • 3.

    Deleting codes interconnecting information

  • 4.

    Deleting idiosyncratic descriptions

  • 5.

    Other measures based on the nature of the personal information database, etc.

• (3)

  Items included in the anonymized information created by Company

  • a.

    Age (approximate age), gender, date of stay;

  • b.

    Information on your breathing rate, heart rate, body movements, and pressure on the bed while you sleep; and

  • c.

    Information on your sleep condition obtained from the analysis in (b) above.

• (4)

  Matters concerning anonymized information to be provided to a third party

  The items included in the anonymized information and the method of provision of such information when we provide anonymized information to a third party are as follows.

  • 1.

    Items included in anonymized information to be provided to third parties

    (3) (a), (b) and (c) above

  • 2.

    How provided

    ・The information is stored on a recording medium such as a DVD and provided in a manner that allows a record of transfers to be verified.

    ・Provided via a server with appropriate access restrictions and management.

    ・In addition to the above, the information will be provided in a manner that includes appropriate security measures (encryption and password settings) to prevent leakage, theft, etc. of the information.

• 5）

  Matters related to safety control measures

  We supervise our employees who handle anonymized information to ensure that safety control measures are implemented in accordance with our internal rules.

When we receive a request from a Customer for disclosure, correction, addition, deletion, or suspension of use of personal information held by us in accordance with the APPI, we will respond without delay after confirming that the request is made by the Customer himself/herself, except in cases where we are not obligated to accept the request under the APPI or other laws and regulations.

To make a request, please contact the address listed in 11. Inquiries concerning personal information. Please note that we may ask you to provide additional information depending on the sensitivity and nature of your request in the identification process.

If you wish to inquire about or correct your own personal information, or if you have any questions about this Policy, please contact us at the following address, and we will respond promptly to your request.

Inquiries: General Affairs Department, Toyoko Inn Co., Ltd.

Contact us by mail at: 1-7-1 Shinkamata, Ota-ku, Tokyo 144-0054

Email：

We may change the content of this Policy from time to time. In such cases, we will promptly post the latest version of this Policy on the Website. Unless otherwise specified by us, the revised policy will take effect from the time it is posted on the Website.

We may use Google Analytics provided by Google, Inc. to understand how our services are used and to improve the convenience of our services.

Google Analytics uses cookies, etc. to collect browsing history in a form that does not include information that identifies specific individuals, and analyzes it, and we may receive the results and use them to understand how Customers (including visitors to the Website) use the Website to develop and improve the service.

You can disable Google Analytics by changing your browser's add-on settings from the Google Analytics Opt-Out Add-on below. Information collected by Google Analytics is managed in accordance with Google’s Privacy Policy.

*A cookie is a mechanism for temporarily storing data such as usage history and input content that is created when you visit a website using a browser.

*IDFA (Identifier for Advertisers) and AAID (Google Advertising ID) are both online identifiers (ad IDs) for ad serving that are issued for each smartphone device. IDFA is issued by Apple for iOS devices, and AAID is issued by Google for Android devices.

We and other parties use cookies and other technologies in websites, applications, e-mails, and marketing messages. These technologies are used to improve products and services and for marketing purposes.

These technologies also allow us, ad networks, social media companies, and other providers to display and serve advertisements and customized content.

This Website allows you to select cookies by clicking on the “Privacy Settings” link in the footer of this Website.

By clicking on the “Privacy Settings” link and unchecking the “Advertising,” “Access Analysis,” and “Data Collection” checkboxes, other than the "Required" checkboxes, which are necessary for you to use this Website, you can stop the transmission of your data to the services listed within the respective categories.

“Sleep PJ” is a service that allows guests at select Toyoko Inn hotels in Japan to analyze their sleep patterns and learn about their sleep patterns. For more information about Sleep PJ, please click here.

Additionally, the sleep PJ Terms of Use will be applied automatically when the service is used.

In addition to information related to your lodging reservation, we will obtain data related to your breathing rate, heart rate, body movements, and pressure on the bed while you sleep.

The two main purposes are:

• (1)

  To analyze each data acquired from sleep sensors and provide numerical values to Customers who use Sleep PJ; and

• (2)

  To improve Toyoko Inn's hotel fixtures, facilities, guest rooms, etc. based on the data obtained.

The acquisition method is to acquire the data described in 2. above from the sleep sensor attached to the mattress in the guest room while you are sleeping.

The acquired data, which cannot be used to identify individuals, will be sent to KDDI Corporation for analysis and quantification. KDDI Corporation will provide us with the results of the analysis and quantification.

We obtain the processing results provided by KDDI Corporation as your personal information and provide them to you through the Toyoko Inn App.

You might be given a Sleep PJ-enabled room even though you do not wish to receive this service.

If you do not wish to receive this service, you may stop us from collecting your data while you sleep by unplugging the in-room sleep sensor. For more information, please contact Hotel employee.

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