Privacy policy

Article 1 (Information on the Business Operator)

Name

Furano Tourism Promotion Organization (general incorporated association)

Address

Concierge Furano 2F, 2-27 Honcho, Furano, Hokkaido 076-0031, Japan

Representative

大玉 英史

Personal information protection manager

中村 靖教

Contractor operating the Service

Furano DMC co., Ltd (the development and operation of the Service and the handling of inquiries are outsourced to it; see Article 11)

Article 2 (Scope)

This Policy applies to viewing and using the following pages of the Service (together, the “Pages”).

Introduction page (this site)

Who can use itAnyone

Main contentAn introduction to the Service, and forms for applying for a business page ID and for consultations about the facility pages

Public pages

Who can use itAnyone (no login required)

Main contentStatistics on tourism and lodging in the Furano area, information on weather, warnings, events and the like, data sources, and guidance and a demo for lodging facilities

Business pages

Who can use itRegional businesses that have applied to the Organization and been approved by it (used through a shared account)

Main contentStatistics on the regional lodging market and reviews, and public statistics

Property pages

Who can use itStaff designated and invited by the corporation operating a lodging facility that has concluded a data-sharing contract (an outsourcing agreement and a confidentiality agreement) with the Organization (the “Property Corporation”)

Main contentAggregates of the property's own reservations, the landing outlook, demand forecasts, recommended selling prices, comparison with the region, and the AI assistant

Operations screens

Who can use itOfficers and employees of the Organization and its contractors who have been given operating permissions

Main contentOperation and maintenance of the Service

The handling of personal information outside the Service (the Organization's website, telephone, email, paper application forms and the like) is governed by the Organization's Basic Policy. However, information received in applications to use the business pages and in consultations about the facility pages is covered by this Policy (Article 4 (2) and (6)).

Article 3 (Definitions)

User

A person who views or uses the Pages

Property Data

Data such as reservations, inventory, rooms, rate targets and reviews that a Property Corporation provides to the Service, and the results of processing that data on the property pages

Statistical Information

Information compiled from multiple properties, listings or reviews and processed so that specific individuals and individual properties or businesses cannot be identified. The Organization creates it to the standard that each aggregation unit meets a certain count (in principle, 5 or more). This is the Organization's standard for publishing statistics; it is not created as anonymously processed information or pseudonymously processed information under the APPI.

Cookies etc.

Cookies and the browser's localStorage and sessionStorage

Article 4 (Information Collected)

The Organization collects the following information for each kind of page.

(1) Information common to all pages

Communication information (IP address, browser and device type (User-Agent), date and time of access, URL viewed)

The cloud service that delivers the Service handles this information to process communications. The Service does not record this information for the public pages. Technical records for investigating failures do not include values that identify a User.

(2) Business pages

Application information: business name, location, the contact person's name, department and title, email address, telephone number

Received from the business by form or email when it applies to use the pages.

Record that the business agreed to the terms of use when applying (date and time, version of the terms, the contact person who agreed)

When applying

Account information: login ID, password

Issued by the Organization

Login information: IP address and User-Agent for each login, expiry

When logging in

The business pages are used through a shared account for each region.

(3) Property pages

Account information: name (display name), email address, password (stored in a form that cannot be restored), the property the person belongs to and the role (Owner, Revenue manager, Viewer and the like)

When invited by the Property Corporation or the Organization, and when the staff member registers

Invitation information: invited email address, role, inviter, expiry

When inviting

Login information: IP address and User-Agent for each login, expiry

When logging in

Record of confirming the user terms and this Policy (version and date and time)

When registering

Records of operations (audit logs): who performed which operation (imports, changes to settings, changes to members and the like), when and at which property

When operating

Records of screen use: screens opened, kinds of operation (display, click, open/close, submit), time spent on the screen, user ID and role, date and time and the like

While using the property pages (Article 8)

AI assistant records: questions and answers, the screen open when the question was asked, amount of use

When using the AI assistant (Article 9)

Content of inquiries

When making an inquiry

(4) Property Data provided by Property Corporations

Property Data is received under the contract with the Property Corporation. Its handling is set out in Article 6.

(5) Public pages

The public pages do not collect information about the people viewing them, and do not set Cookies etc. However, when viewing the demo on the “For lodging facilities” page, bot detection (Article 7) and a login cookie for the demo are used.

(6) Consultation form on the introduction page

Facility page consultation information: name of the lodging, your name, email address, type of lodging, number of rooms, what you use to manage reservations, requests and questions

When the consultation form is submitted

The introduction page does not set Cookies etc. (except for bot detection on the forms (Article 7)).

Article 5 (Purposes of Use)

The Organization uses the collected information only for the following purposes.

Application information for the business pages

(i) Reviewing applications and issuing accounts (ii) Communications on terms of use, changes, suspension, termination and the like (iii) Answering inquiries (iv) Requesting opinions to improve the Service

Account and login information

(i) Identity verification and maintaining logins (ii) Controlling the scope of use by property and by role (iii) Preventing and investigating unauthorized logins (iv) Communications about the Service (invitations, password resets, important notices)

Records of confirming the terms and the policy

To be able to verify later the version confirmed and the date and time

Records of operations (audit logs)

(i) Checking the history of changes to Property Data (ii) Investigating unauthorized use and operational errors (iii) Answering inquiries from Property Corporations

Records of screen use

Improving the clarity and performance of screens, investigating failures, and research to support the promotion of use of this application

AI assistant records

(i) Answering questions (ii) Improving the quality of answers and explanations of how to use the Service (iii) Managing the usage limit

Property Data

As set out in Article 6

Facility page consultation information

(1) Answering consultations and contacting you about contracts and starting to use the Service (2) Improving the Service

Content of inquiries

Answering inquiries and improving the Service

The Organization does not use the collected information for delivering advertisements, evaluating the work of property staff, or sales unrelated to the Service.

Article 6 (Handling of Property Data)

1. The Organization handles Property Data only within the scope of the outsourcing agreement with the Property Corporation and the items, granularity and methods of provision agreed under it.
2. Guest information. The Organization does not use information about individual guests, such as their names, telephone numbers, email addresses, addresses, nationalities, dates of birth and remarks, for the data-sharing business. The data-sharing business uses items such as the stay date, booking date, number of nights, room type, number of guests, revenue, sales channel, plan name and reservation status. When a reservation file is attached from the property pages, information about individual guests is removed inside the property's device. Reservation numbers are replaced with values that cannot be reversed before being stored.
3. Reviews. The Organization analyzes reviews received under contract from review providers without reading the names or URLs of the posters, does not store the text, and stores only monthly aggregates. The analysis is performed within the scope of Article 30-4 of the Copyright Act (use for information analysis).
4. Property Data is displayed only on the property pages of that property, to the staff designated by the Property Corporation. It is shown to other Property Corporations, on the business pages and on the public pages only as Statistical Information.
5. The Organization uses Property Data to create Statistical Information (aggregates of the regional market, the effects of events and the like) and to calculate the forecasts and recommendations on the property pages.
6. Requests from guests for disclosure and the like concerning guests' personal information contained in Property Data are in principle received by the Property Corporation. The Organization cooperates at the request of the Property Corporation.
7. When the contract with the Property Corporation ends, Property Data is deleted in accordance with the contract. However, Statistical Information from which individual properties cannot be identified continues to be used after the contract ends, based on the contract.

Article 7 (Cookies etc. and Bot Detection)

1. The Service uses Cookies etc. to keep users logged in, to remember the display language and color settings, to remember the display of usage guidance, and to compile the records in Article 8. Cookies etc. for access analytics or advertising are not used. The introduction page and the public pages do not set Cookies etc., except in the case in the next paragraph and when viewing the demo.
2. For the forms on the introduction page, login, accepting invitations, password resets and the demo on the public pages, Turnstile by Cloudflare, Inc. is used to prevent unauthorized use by bots. At that time, the User's browser loads a component from Cloudflare and sends the IP address, browser and device information, and information on screen operations to Cloudflare. Cloudflare uses this information for bot detection.
3. Cookies can be disabled in your browser settings. In that case, pages that require login cannot be used.

Article 8 (Records of Screen Use)

1. The Organization keeps the records of screen use in Article 4 (3) to improve the clarity and performance of the property pages, to investigate failures, and for research to support the promotion of use of the Service.
2. These records do not include entered values, full URLs, IP addresses, email addresses, or the content of reservations or revenue.
3. Only persons with operating permissions at the Organization and its contractors can see these records.
4. These records are not used to evaluate the work of staff, to rate properties, or for advertising.
5. These records are deleted after 365 days.

Article 9 (Use of AI)

1. AI assistant. The property pages offer an AI assistant that answers questions on how to use the Service. Property Data, property names, and Users' names and email addresses are not sent to the AI. Do not write personal information about guests or other people in your questions. Questions and answers are stored for a certain period, and persons with operating permissions at the Organization and its contractors read them to improve answers and explanations of how to use the Service.
2. Analysis reports. AI is used to write the text of analysis reports on the property pages. Property names and guest information are not sent to the AI.
3. AI answers and report text may contain errors. The final decision is made by the User.
4. The Organization does not use Property Data to train AI models.

Article 10 (Provision to Third Parties)

The Organization does not provide personal data to third parties except in the following cases.

1. With the consent of the person
2. Where based on laws and regulations, or otherwise permitted by the APPI
3. In connection with the outsourcing in Article 11
4. Where the business is succeeded through a merger or the like

Statistical Information is not personal information and may therefore be shown to Property Corporations, businesses and viewers of the public pages.

On the property pages, staff with permissions to manage the property (such as Owners) can see the names, email addresses and roles of staff of the same property and the email addresses of pending invitations.

Article 11 (Outsourcing)

The Organization outsources the development, operation and maintenance of the Service and the handling of inquiries to Furano DMC co., Ltd. In addition, the Organization may outsource the handling of personal data to external businesses to the extent necessary to provide the Service. The Organization supervises contractors as necessary and appropriate.

Article 12 (Use of Cloud Services Provided by Businesses in Foreign Countries)

1. The Service uses cloud services provided by businesses in foreign countries as its application platform. As a result, personal data may be handled in foreign countries.
2. The name of the foreign country, that country's system for protecting personal information, and the measures taken by the Organization are provided at the request of the person (contact point in Article 18).

Article 13 (Security Control Measures)

The Organization takes necessary and appropriate security control measures to prevent the leakage, loss or damage of personal data. The content of the measures is provided without delay at the request of the person (contact point in Article 18).

Article 14 (Retention Period)

The Organization retains personal information only for the period necessary for the purposes of use and deletes it when it is no longer needed.

Article 15 (Requests for Disclosure etc.)

1. A person may request, with respect to their personal data held by the Organization, notification of the purposes of use, disclosure (including disclosure of records of provision to third parties), correction, addition or deletion, suspension of use or erasure, and suspension of provision to third parties.
2. Send requests by email to the contact point in Article 18. The Organization verifies the person's identity and responds without delay in accordance with laws and regulations.
3. Deletion of a property page account can be requested through the Property Corporation or by the person directly from the contact point.
4. Because shared accounts for the business pages are not tied to a specific individual, records of account use cannot be disclosed for each individual. Application information is handled at the request of the contact person of the business that applied.
5. Requests concerning guest information contained in Property Data should in principle be made to the Property Corporation, as set out in Article 6, paragraph 6.

Article 16 (In the Event of a Leak etc.)

If a leak or similar incident involving personal data occurs and there is a high risk of harm to individuals' rights and interests, the Organization reports it to the Personal Information Protection Commission and notifies the persons concerned in accordance with laws and regulations.

Article 17 (Revision of this Policy)

1. The Organization may revise this Policy in line with changes in laws and regulations or in the Service.
2. The revised Policy takes effect when it is posted on the Service. Revisions that require the person's consent under laws and regulations are made after obtaining that consent.

Article 18 (Contact)

Furano DMC co., Ltd, the contractor operating the Service, receives inquiries, requests for disclosure and the like, and complaints concerning this Policy and the handling of personal information on behalf of the Organization.

Business name

Furano DMC co., Ltd

Email

dmp@furano-dmc.com

End