Privacy Policy

Personal Information Protection Policy

The Wood Friends Group understands the importance of personal information and makes every effort to protect this information in order to promote mutual trust with our customers and allow our employees to work with peace of mind. Based on the philosophy that personal information is a valuable asset entrusted to us and in order to fulfill our social responsibility for privacy protection, we comply with laws, regulations, and the like regarding the handling of personal information.

“Personal information” refers to the following kinds of information.

Existing personal information that contains names, dates of birth, addresses, credit card information, personal ID codes, and other entries that could identify a specific individual Information that does not, on its own, identify a specific individual, but that can easily be cross-referenced with other information to identify a specific individual

1. Purpose of Using Personal Information: The Wood Friends Group is clear about its purpose for acquiring personal information and makes this explicit to the owner of the personal information (hereinafter “the person in question”) or public on the Group’s website and other Internet sources.
2. Acquisition of Personal Information: The Wood Friends Group obtains personal information by lawful and fair means.
3. Safe Management of Personal Information: The Wood Friends Group has established appropriate measures to safely manage personal information in order to prevent the loss, damage, alteration, or leaking of said information.
4. Use of Personal Information: The Wood Friends Group uses acquired personal information only for purposes that are operationally necessary within the scope of the purpose for use. This information is used for no other purpose, unless consent is obtained from the person in question in advance.
5. Organization: The Wood Friends Group has established rules and other directives regarding the handling of personal information and ensures that these rules and directives are thoroughly understood by all Group employees (including officers, hired/contracted/temp staff, and part-time employees, short-term employees, and so on).
6. Provision of Personal Information to Third Parties: Unless it is particularly necessary to do so, the Wood Friends Group will not provide personal information to any third party without first obtaining consent from the person in question.
7. Providing Personal Information to Affiliated Companies: The Wood Friends Group may provide personal information to an affiliated company in order to fulfill its purpose of use. When doing so, the Group will conclude with affiliated companies any necessary nondisclosure agreements and similar and take other legal measures as required.
8. Joint Use of Personal Information: The Wood Friends Group may share with other companies within the Group the personal information it has acquired in order to fulfill its purpose of use.
9. Disclosure, Correction, Deletion and Cessation of Use of Personal Information: The Wood Friends Group strives to receive at a specific counter any requests for the disclosure, correction, deletion, stoppage of use, and similar of held personal information from the person in question and handle these requests in a proper and prompt manner.
10. Publication of Policies and Other Information: The Wood Friends Group publishes our policies and guidelines regarding our personal information-related initiatives on our website and via other means.

Specifically, we handle personal information by adhering to the following guidelines, etc.

Our Guidelines for the Protection of Personal Information
Acquisition and Protection of Personal Information on This Website
Revisions to Our Policies and Guidelines

These policies and guidelines may be revised as necessary due to revisions to laws or to improve the way the Wood Friends Group handles personal information. Please check our website for details as needed.

For inquiries:
Wood Friends Co., Ltd.
2F, KDX Nagoyasakae Building, 4-5-3 Sakae, Naka-ku, Nagoya-shi, Aichi-ken, Japan 460-0008
privacy@hotel-wood.com

Our Guidelines for the Protection of Personal Information

These guidelines have been established as a guide for the handling of the personal information of HOTEL WOOD customers, based on the “Personal Information Protection Policy” of the Wood Friends Group.

1. Purpose of Using Customer Information

HOTEL WOOD obtains and uses information from its customers for the following purposes.

HOTEL WOOD general lodging services
Notices, such as those for events sponsored by HOTEL WOOD and e-mail magazines
Questionnaire-based surveys and analyses to improve customer service
Example: Creating new lodging plans, renovating our facilities, offering various incentives such as coupons and discounts
Other supplementary and related operations aside from those listed above
Providing personal information to an affiliated company as necessary to fulfill the above purposes of use
Based on the status of acquisition, the purpose of use may not be revealed, announced, or publicized if the purpose of use is confirmed to be apparent (as defined in Article 18.4.4. of law), etc. and if stated by law.

2. Disclosure/Provision of Customer Information to Third Parties

With the following exceptions, HOTEL WOOD will not provide or disclose customer information to any third party. Exceptions include:

When the customer's consent has been obtained
When the information is disclosed in such a way that the individual customer cannot be identified
When information is provided to an affiliated company who has signed a non-disclosure agreement or similar in order to fulfill the terms of the contract with the customer
When the information is used jointly with other companies in the Wood Friends Group as listed below
When deemed necessary by law
When deemed necessary for the benefit of the customer or the public

3. Joint Use of Customer Information

HOTEL WOOD makes joint use of customer information with other companies in the Wood Friends Group. The companies that jointly use this information, the purpose of use, the items that are shared, and the companies responsible are as follows.

Wood Friends Group companies jointly using information
Wood Friends Co., Ltd.
(planning, development. and sales of real estate products and other living-environment-related work)
Real Wood Marketing Co., Ltd.
(brokerage services, purchase and sale, management and operations of real estate; accident insurance agency services)
Fuji Property Co., Ltd.
(building maintenance and property management)
Shinrin Koen GC Co., Ltd.
(golf course operations)
Forest Note Co., Ltd.
(order-made residential buildings and building construction materials)
Note: Although Izm Design Co., Ltd. is a group company, it is excluded.Some operations are outsourced to this company by Group companies.

Purpose of Joint Use: Product development at Wood Friends Group companies, as well as questionnaire surveys and their analysis for service-improvement purposes
Joint Use Items: Name, street address, phone number, gender, e-mail address, how the customer learned of our hotel, other items to the extent necessary to fulfill the purpose of use

For inquiries:
Wood Friends Co., Ltd.
2F, KDX Nagoyasakae Building, 4-5-3 Sakae, Naka-ku, Nagoya-shi, Aichi-ken, Japan 460-0008
privacy@hotel-wood.com

4. Providing Customer Information to Affiliated Companies

To carry out our operation smoothly, HOTEL WOOD entrusts some of our operations to outsourced vendors. As part of this, we provide customer information only to the necessary extent to the vendors in question. In doing so, HOTEL WOOD concludes with these vendors agreements stipulating confidentiality obligations and other necessary items for the handling of customer information and monitors appropriately.

5. Disclosure, Correction/Addition/Deletion, Cessation of Use, and Erasure of Personal Information

The customer may request the disclosure, correction/addition/deletion, cessation of use and removal of their own personal data that is kept by HOTEL WOOD. We will comply with said requests within a reasonable amount of time and within reasonable limits, after having confirmed that the information belongs to the person making the request.

Note that it may be difficult to provide services matched to customer needs if they have requested cessation of use or erasure of some or all of their personal data stored with us.
We may not be able to comply with requests for cessation of use or erasure of information that is kept in compliance with relevant laws and regulations.

For inquiries:
Wood Friends Co., Ltd.
〒460-0008
2F, KDX Nagoyasakae Building, 4-5-3 Sakae, Naka-ku, Nagoya-shi, Aichi-ken, Japan 460-0008
privacy@hotel-wood.com

Acquisition and Protection of Personal Information on This Website

1. Our Basic Policy

HOTEL WOOD, handles information about the website users in an appropriate manner, according to the “Personal Information Protection Policy” of the Wood Friends Group. Please check the contents of this policy before using our website.

2. Waiver of Responsibility Regarding Other Sites Linked to from the HOTEL WOOD website

These guidelines apply only where the customer provides their personal information through this website and where this information is then used by HOTEL WOOD. HOTEL WOOD assumes absolutely no responsibility for the protection of your personal information when you visit the web links. We ask that you check the personal information handling policies of each linked site before you use them.

3. Management of Personal Information

HOTEL WOOD strictly manages the personal information that we obtain from our customers via our website to avoid data loss and damage. We have also implemented strict security countermeasures to prevent the personal information of our customers from being leaked to a third party or being altered by an external source.

4. Use of Cookies

“Cookies” are a technology that allows data from the website provider to be temporarily stored and recorded on the user’s computer by means of the user’s browser.
This data is used to distinguish users. However, cookies cannot be used to personally identify a user.
WOOD HOTEL makes use of Google Analytics, a tool to analyze our website access logs, but the IP addresses of our website visitors are anonymized.
The use of cookies has become standard practice in the industry to provide useful functionality to users. If you do not wish for cookies to be used, you can disable them from your browser settings. However, doing so may restrict some of the site's functions.

Google Analytics Terms of Use: https://www.google.com/intl/ja/analytics/terms/
Google Analytics Privacy Policy: https://policies.google.com/privacy
Settings for disabling Google Analytics: https://tools.google.com/dlpage/gaoptout

For inquiries:
Wood Friends Co., Ltd.
2F, KDX Nagoyasakae Building, 4-5-3 Sakae, Naka-ku, Nagoya-shi, Aichi-ken, Japan 460-0008
privacy@hotel-wood.com

5. SSL

SSL (Secure Socket Layer) is a security-related function that encrypts information sent over the Internet (such as WWW, FTP and other data), allowing privacy-related information, credit card numbers, and confidential company information to be safely transmitted and received.
Our website uses SSL for protection on pages where personal information from customers is entered, viewed, and transmitted, to prevent the information from being viewed or modified by a third party.
This customer information will automatically be encrypted when being sent and received if the customer is using a SSL-compliant application when browsing our website.
These policies and guidelines may be revised as necessary as a result of revisions to legal regulations or to improve the way that personal information is handled. Please check this website as necessary for details.

Customer Rights, According to the EU General Data Protection Regulations

Customers have legal rights to their data, in accordance with the EU General Data Protection Regulation. If you wish to exercise these rights, please contact our HOTEL WOOD data protection staff in charge as shown below.

Person in Charge of Data Protection
Wood Friends Co., Ltd.
2F, KDX Nagoyasakae Building, 4-5-3 Sakae, Naka-ku, Nagoya-shi, Aichi-ken, Japan 460-0008

For inquiries:
privacy@hotel-wood.com

1. Disclosure of personal information

If you wish to confirm whether HOTEL WOOD is in possession of or is using your customer information, or if you would like to obtain a copy of said information, please contact us.
We will comply with said requests within a reasonable amount of time and within reasonable limits, after having confirmed that the information belongs to the person making the request.

Note that it may be difficult to provide services matched to customer needs if they have requested cessation of use or erasure of some or all of their personal data stored with us.
We may not be able to comply with requests for cessation of use or erasure of information that is kept in compliance with relevant laws and regulations.

2. Correction and Erasure of Personal Information

If your customer information is inaccurate and you would like to have it corrected, please get in touch to let us know. We will make the necessary corrections after confirming the information is accurate.
If you decide that HOTEL WOOD no longer needs to keep your customer information for the intended purpose of use when it was collected, you may ask HOTEL WOOD to erase your information.
Also, you may ask HOTEL WOOD to erase your personal information if you would like to withdraw your consent to our use of your personal information (if you have already consented to its use), or if you would like to exercise your right to contest its further lawful use, or if the information has been used in an unauthorized way, or if HOTEL WOOD is legally responsible to erase said information.
Note that if HOTEL WOOD has been asked to keep this personal information for the purpose of legal compliance or if the information has been deemed as necessary for establishing, executing, or defending legal rights, we may not be able to respond to said requests from the customer.

3. Limiting the Use of Personal Information

In specific situations such as those mentioned below, customers may ask HOTEL WOOD to limit their use of their personal information.

・ When personal information is inaccurate, or it needs to be examined
・ When the customer does not necessarily want the personal information erased, but the information has apparently been used in an unauthorized way
・ When HOTEL WOOD no longer needs to keep the customer information for the intended purpose of use when it was collected, but the information has been deemed as necessary for establishing, executing, or defending legal rights
・ When the use of the personal information has been contested by the customer, but it is necessary to ascertain whether there is evidence that supersedes this request

When the customer has consented to the use of their personal information or the information is necessary for establishing, executing, or defending legal rights or the information is necessary to protect the rights of another individual or company, HOTEL WOOD may continue to use said personal information even after they have been notified of the request to limit its use.

4. Contesting How Personal Information is Used

If it has been determined that fundamental human rights and freedoms regarding data protection exceed the use of personal information for fair gain, the customer may contest the use of said personal information based on fair gain. HOTEL WOOD may continue to use said personal information even after its use has been contested if the company is able to demonstrate the fair gain that serves as a basis for its use.
Further, the customer may ask HOTEL WOOD to stop using their personal information for direct marketing.

5. Requests to Forward Personal Information to Other Organizations

The customer may request that HOTEL WOOD provide their personal information in a structured, machine-readable format that is in general use, or they may ask that the information be directly forwarded to a different person in charge of information (such as other companies).
The customer may exercise these rights when HOTEL WOOD uses personal information to carry out our contract with the customer or when HOTEL WOOD has asked the customer for their consent to use their personal information. Note that these rights do not apply to information that is not stored or processed in a digital format.

6. Confirmation of User Identity

When customers request the disclosure of personal information or similar, we ask that they submit proof of identity that is accepted by the Wood Friends Group (such as a passport). If the request has been made by someone else, a power of attorney is required.

7. Cookie Policies for this Website

Please see item 4 in “Acquisition and Protection of Personal Information on This Website” regarding our cookie policy for this website.