2. When do we collect data?
We may collect personal information from you when you perform the following tasks through okujapan.com:
- register to receive our newsletter
- make a booking
- contact us with a question or comment
We also collect certain information automatically about visitors to our Websites, as described in the section "Cookies" below.
3. What personal information do we collect from you?
The personal information we may collect from you includes your:
phone number (land line, mobile and fax);
next of kin information;
4. What do we do with your personal information?
When you give us any personal information as indicated above, we use your personal information to:
process your transaction and correspond with you accordingly;
provide you, in accordance with your communications preferences, with information about our products and services, our latest news or special offers which may be of interest to you;
track activity on our Websites for market research purposes so that we can improve the usefulness and content of the Websites but, in carrying out such activity, we use the personal information in aggregate and on an anonymous basis;
stop you posting or sending offensive, inappropriate or objectionable content anywhere on our Websites or where you otherwise engage in any disruptive behaviour on the Websites. This may involve informing relevant third parties such as your employer, e-mail/Internet provider and law enforcement agencies about the content and your behaviour; and
for Website administration (including enabling us to respond to any comments on the Websites or feedback you may give us).
In accordance with UK GDPR legislation, we retain personal data relating to booked tours for no more than five years after commencement of your Oku Japan tour. In instances where no tour takes place, data can be retained up to five years after your most recent correspondence.
5. To whom do we pass your personal information?
We will only disclose personal information to government bodies and law enforcement agencies, suppliers in Japan who we engage to provide services during your stay (such as accommodations, guides);
6. International transfers of personal information
On the basis that the Internet is a global environment, using the Internet to collect and process personal data necessarily involves the transmission of data across international boundaries. In particular, we will hold your personal information in the UK, and we may transfer it to Japan to a service provider who may host the Websites and store personal information on our behalf.
By browsing the Websites and submitting personal information to us, you acknowledge our processing of your personal information on this basis.
When you view our Websites we may store information on the hard drive of your computer or on your mobile device in the form of a "cookie". Cookies are widely used in order to make websites work, or to work more efficiently, as well as to provide reporting information.
Cookies set by the website owner (in this case, Oku Japan) are called "first party cookies". Cookies set by others are called "third party cookies". Third party cookies allow features or functionality such as advertising, videos and website analytics services.
Cookies can remain on your computer or mobile device for different periods of time. Some cookies are 'session cookies', meaning that they exist only while your website browser is open and are deleted automatically once you close your browser. Other cookies are 'permanent cookies', meaning that they survive after your browser is closed and can be used by websites to recognise your computer when you later re-open your browser and browse the internet again.
Performance and functionality cookies
These cookies enhance the performance and functionality of our Websites but are not essential to their use. However, without them certain functionality (like maps) may become unavailable. The specific cookies are:
Analytics and customisation cookies
These cookies help us understand how our websites are being used, how effective marketing campaigns are, or how we can customise the websites for you. The specific cookies are:
These cookies make advertising messages more relevant to you. They prevent the same ad from reappearing constantly, ensure that ads are properly displayed, and in some cases select advertisements based on your interests. The specific cookie is:
You can decide to accept or reject cookies by setting or amending your web browser controls. If you choose to reject cookies, you may still use our website; but some functionality may be limited. For more information about cookies and controlling their use, please visit http://www.allaboutcookies.org or http://www.youronlinechoices.com.
8. Linking to other websites
The Websites contain hyperlinks to websites owned and operated by third parties. These websites have their own privacy policies and we urge you to review them. They will govern the use of personal information you submit whilst visiting these websites. We do not accept any responsibility or liability for the privacy practices of such third party websites and your use of such websites is at your own risk.
9. IP Addresses
We study visitor trends since we are interested in the successful dissemination of information through the Website. Our server creates log files of information such as the Internet Protocol (IP) address from your network, what pages were explored and the length of your visit. Analysis software is used to generate reports which help us to learn more about how we can enhance your experience with the Websites. This information is not used to develop a personal profile of you. The log files are regularly purged.
An IP address is a number designated for your computer by your Internet service provider to provide access to the Internet. We may use your IP address to gather aggregate information on use. But we will only be able to identify you individually if we have the means of linking the IP address to you as a particular user. This usually requires access to additional information which we do not seek.
10. Your right to see your personal information
You have the right to request a copy of the personal information that we hold on you and to have any errors in that information corrected. We may charge a small fee for such requests where this is permitted under applicable law You also have the right to ask us to stop processing your personal information on compelling legitimated grounds. You can exercise these rights by contacting us using the details provided below.
How to contact us
The data controller of personal information collected about you through this Website is Oxalis Holidays Ltd, a limited liability company registered in England and Wales (registered number is 5464394) whose registered office is at The Nook, Gamblesby, Penrith, CA10 1HY
You can write to us at the address above (marked for the attention of the Company Secretary) or contact us via okujapan.com.
11. Data breach
We take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Policy. However, the transmission of information via the internet is not always completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our website; we appreciate your understanding that any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorized access. Access controls within the organization limit who accesses information and necessary steps are put in place to prevent data loss or leakage. In the unlikely event of any kind of data breach, we have a robust action policy, and where appropriate, will liaise with the relevant authorities and communicate with affected parties via our website or by email.
12. User-generated content
Oku Japan will not use content you sent us without your permission. If given consent, we will use the content provided in the way(s) consented to, for an unlimited period of time, and without compenstation to you. You may revoke consent at any time and we will cease use of the content you provided.
Oku Japan will not sell your content to any-third party. However, Oku Japan might sublicense, in whole or in part, to third parties rights in Your Content as appropriate to distribute, market, or promote such Oku Japan Products or Oku Japan brand through any existing and future media, channels, or platforms.