Personal Information Protection | Lotte City Hotel Kinshicho [Official]

1.Purpose of Use of Retained Personal Data

The purposes of use of personal data retained by the Hotel include the following:

Purposes of use of personal information of the person who make a reservation and the Guest
- Communication for information, confirmation, etc.
- Response to the Guest’s requests, inquiries, etc.
- Distribution of accommodation plans with an aim of sales promotion by means of ordinary mail, home-delivery service, and email
Purpose of use of personal information of the Receiver to whom the merchandise sold within the Hotel premises is sent on request
- Forwarding of the merchandise and related communication
Other purposes of use of personal information (services other than the above)
- The purposes of use of personal information will be explicitly explained in accordance with the content of the service, etc. to be requested by the Guest

2.Protection and Management of Personal Information

In order to manage personal information of the Guests, the Hotel assigns the person responsible for management to ensure appropriate and strict management, while providing high security measures to prevent unauthorized leakage to the outside, loss, destruction, and alteration. The Hotel manages the personal information strictly by limiting the personnel who can access to its database, etc. in order to prevent unauthorized use within the Company.

3.Subcontracting of Personal Information Handling

With an aim to improve our services to our guests, the Hotel may subcontract handling of personal information. In that case, one of our group companies or an outside vendor which is considered to handle personal information in an appropriate manner (hereinafter called the “Vendor”) is selected and the matters necessary to prevent leakage, etc. of the Guests’ personal information including appropriate management, maintenance of confidentiality, prohibition of re-disclosure, etc. of the personal information are agreed in the consignment contract so that appropriate management can be ensured.

4.Request for Disclosure, Correction and Suspension of Use

In accordance with the provisions of Articles 24, 25, 26, and 27 of the Personal Information Protection Law, the Hotel complies with the following requests:

Notification or disclosure of purposes of use of the Guest’s personal data held by the Hotel
Any correction, addition, or partial deletion in the event of any error in the Guest’s personal data held by the Hotel
Suspension of use, suspension of provision to any third party, or full deletion when the Guest finds any unintended use of the Guest’s personal data held by the Hotel

How to Request for Notification/Disclosure of Purpose of Use
In order for the retained personal data to be disclosed, in addition to the “Request for Notification/Disclosure of Purpose of Use of Retained Personal Data”, some documents to identify the applicant are required. Please prepare the following documents and send them to us by registered mail:
- “Request for Notification/Disclosure of Purpose of Use of Retained Personal Data”
  Please download the “Request for Notification/Disclosure of Purpose of Use of Retained Personal Data” form from this Site and enter the necessary information.
  kaiji01.pdf
  When the Site is not accessible, please contact “5. Contact for Handling of Personal Information” for the request form to be sent by mail.
- Documents Necessary to Identify the Individual
  Please obtain any two of the following documents and make one photocopy each of them.
  - Driver’s license
  - Passport
  - Health insurance ID card of any kind
  - Pension handbook of any kind
  - Copy of family register/family abstract of family register (within 3 months from the date of issue)
  - Copy of residence certificate (within 3 months from the date of issue)
  - Identification card
    If a proxy is acting on behalf of an applicant, in addition to the above documents, please obtain the document to verify the power of representation.
  - Letter of proxy (arbitrary form, but signed and sealed by the applicant)
  - Copy of family register (within 3 months from the date of issue)
  - Document to verify that you are the applicant’s guardian or guarantor
  If there is any uncertainty in these documents, we may contact the applicant for further confirmation.
  Also in the case of request by the proxy, we may contact the applicant himself/herself for confirmation.
- Handling Charge
  JPY800 [tax included] (Please enclose postage stamps equivalent to JPY800.)
- Mail Address
  Please refer to “5. Contact for Handling of Personal Information”.
  Please bear the postage cost. Also you are requested to send this by registered mail.
  The request form, if it is sent by ordinary mail or any other than the registered mail, may be returned without being opened.
- Response to Request for Notification/Disclosure of Purpose of Use of Retained Personal Data
  The response is sent to the address stated on the request form by registered mail.
How to Request for Correction, Addition, or Partial Deletion
In the event of any error in the content of the personal information, fill out the “Request for Correction, Addition, or Partial Deletion” form, obtain some documents to identify the applicant, and send them to the Company by registered mail.
- “Request for Correction, Addition, or Partial Deletion”
  Please download the request form from this Site and enter the necessary information.
  kaiji02.pdf
  When the Site is not accessible, please contact “5. Contact for Handling of Personal Information” for the form to be sent by mail.
- Documents Necessary to Identify the Individual
  Please obtain the same documents as those listed for the Request for Notification/Disclosure of Purpose of Use. (Refer to 2.(1)(b).) (The same applies also to the proxy.)
- Handling Charge
  JPY800 [tax included] (Please enclose postage stamps equivalent to JPY800.)
- Mail Address
  Please refer to “5. Contact for Handling of Personal Information”.
  Please bear the postage cost. Also you are requested to send this by registered mail.
  The request form, if it is sent by ordinary mail or any other than the registered mail, may be returned without being opened.
- Response to Request for Correction, Addition, or Partial Deletion
  The response is sent to the address stated on the request form by registered mail.
How to Request for Suspension of Use, Suspension of Provision to Third Parties, or Full Deletion
Please fill out the “Request for Suspension of Use, Suspension of Provision to Third Parties, or Full Deletion” form, obtain some documents to identify the applicant, and send them to the Company by registered mail.
- “Request for Suspension of Use, Suspension of Provision to Third Parties, or Full Deletion”
  Please download the request form from this Site and enter the necessary information.
  kaiji03.pdf
  When the Site is not accessible, please contact “5. Contact for Handling of Personal Information” for the request form to be sent by mail.
- Documents Necessary to Identify the Individual
  Please obtain the same documents as those listed for the Request for Notification/Disclosure of Purpose of Use. (Refer to 2.(1)(b).) (The same applies also to the proxy.)
- Handling Charge
  JPY800 [tax included] (Please enclose postage stamps equivalent to JPY800.)
- Mail Address
  Please refer to “5. Contact for Handling of Personal Information”.
  Please bear the postage cost. Also you are requested to send this by registered mail.
  The request form, if it is sent by ordinary mail or any other than the registered mail, may be returned without being opened.
- Response to Request for Suspension of Use, Suspension of Provision to Third Parties, or Full Deletion.
  The response is sent to the address stated on the request form by registered mail.
Purpose of Use of Personal Information Received for Handling of Various Requests
The personal information of the applicant and the proxy written on each request form is used only for the purpose of processing the request and for improving the Company’s personal information protection system. Also, all the personal information of the applicant and the proxy written on the request form as well as the documents received to identify the applicant and the proxy are destroyed after retained for six months from the response of the request.
Cases Where Your Request Is Not Accepted
In the cases mentioned below, we may not be able to accept your request. In that case, the result is notified to you together in the Response to Request. Also please understand beforehand that the handling charge will not be refunded.
- When the applicant cannot be identified
- In the case of application by the proxy, when the power of representation cannot be identified
- When a request form/identification document is flawed.
- When the handling charge has not been paid.
- When there is a risk of infringement of the applicant’s or any third party’s life, body, assets, or other rights/profits.
- When any other law or ordinance is violated

5.Contact for Handling of Personal Information

Please feel free to contact the following for inquiries concerning handling of personal information of the Company:

Contact for Handling of Personal Information, Lotte City Hotel Kinshicho
4-6-1 Kinshi, Sumida-ku, Tokyo, Japan 130-0013
TEL: +81-3-03-5619-1066