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Privacy Policy

Basic Policy Concerning Information Security and the Protection of Personal Information of medvillastay.com (here in after referred to as « medvillastay.com »).

Given the importance of information security and the protection of personal information in the advanced information and communications society, medvillastay.com shall endeavor to appropriately manage and protect information in its possession in accordance with the policy stated here under.

1. Compliance with Laws and Regulations, etc.

medvillastay.com shall comply with policies, guidelines, etc. prescribed in laws and regulations and by administrative organs.

2. Establishment of a Management System

A management system shall be established within medvillastay.com and the division of responsibilities shall be clarified.

3. Compliance with Internal Policies, Rules, Guidelines, etc.

medvillastay.com shall formulate and comply with internal policies, rules, guidelines, etc.

4. Implementation of Safety Measures

medvillastay.com shall implement safety measures, and take preventative measures against unauthorized access to information, and the loss, damage, falsification, leaks, etc. of information.

5. Implementation of Training and Educational Activities

medvillastay.com shall promote training and educational activities for employees with an aim to enhance their knowledge and awareness of information management so that information is managed appropriately through thorough familiarization with the said subject.

6. Coordination with Subcontractors

If work relating to information management is subcontracted to other companies, then medvillastay.com shall select a party with adequate experience and capabilities, shall prescribe matters concerning the duty of confidentiality in relevant agreements and shall ensure that information is managed appropriately.

7. Operational Improvement Initiatives

medvillastay.com shall regularly check whether information is being appropriately managed, and shall continuously exercise initiatives to improve operations.

8. Measures Upon Occurrence of Accidents

If accidents occur, medvillastay.com shall minimize damage and swiftly publish necessary information, and take appropriate measures, including measures to prevent recurrence thereof.

9. Clarification of Inquiries Desk

medvillastay.com shall establish an inquiry desk in order to respond swiftly in good faith, to inquiries, complaints and requests from customers.

10. Publication of this Policy

medvillastay.com shall widely publish policies concerning information security and the protection of personal information, including this Policy by posting it on its website, etc.

Reservation Records Handling

  • 1. Management of Personal Information

    medvillastay.com shall, with a recognition of the importance of customers’ personal information submitted by customers, strictly manage such information using computers, etc., paying close attention to the handling thereof.

  • 2. Shared Use

    medvillastay.com shall use the reservation records of customers in order to provide services closely related to travel such as hotel, air travel, etc., publicize products and campaigns, and conduct work associated thereto.
    Shared data items: customers’ name, telephone number, address, email address, age, gender, employer, etc., type of airline mileage program membership number, tier, name of hotel at which the customer will stay, dates of stay, package plan, applicable rate, arrival time, specific requests, credit card number to guarantee reservations.
    Scope of Users: medvillastay.com

  • 3. Provision of Reservation Records to Travel Agents

    medvillastay.com shall provide the above information provided for in the above item 2 to travel agents if an inquiry is made based on a reservation number provided to the travel agent by a customer.

  • 4. Provision to Third Parties

    Except for the above mentioned, medvillastay.com shall not provide or disclose reservation records and information to third parties unless customers have given their consent or unless required in accordance with laws and regulations, etc.

  • 5. Confirming Reservations

    medvillastay.com shall issue a reservation confirmation concerning reservations accepted following the finalization of a reservation by mail or email, etc. to the address, telephone number or email address specified by customers. Furthermore, please note that when making reservations via our website, an email message confirming the reservation will be sent to the email address provided by the customer.

  • 6. Handling of Inquiries, etc.

    medvillastay.com shall accept inquiries, alterations, etc. relating to reservation records from customers as follows and shall respond in a swift and appropriate manner within reasonable bounds.

  • 7. Inquiries, etc. Relating to Other Reservations

    Inquiries and alterations concerning reservation records from customers who have not made reservations with medvillastay.com should be made directly to the hotel, facility or travel agent, etc. that handled the reservation.

    Privacy Policy  Management of Personal Information
    In operating the Medvillastay system, with recognition of the importance of the personal information submitted by Members, medvillastay.com shall treat such personal information with the utmost care, and safeguard such information under a strict computerized security system.
    Privacy Policy  Shared Use
    Shared Data Item: Membership number, name, date of birth, gender, address, telephone number, fax number, e-mail address, place of employment (company name, department, title, address, telephone number, fax number, e-mail address), types of membership cards, lodging history, reservation history, communication history, point records, types of airline mileage program membership number, tier, preference for smoking or non smoking room, taste, memorial days such as wedding anniversary, etc.
    Privacy Policy  Provision of personal information to third parties
    medvillastay.com shall not provide Member’s personal information to any third party except when there is the prior consent of a Member or a prescription in the Terms and Conditions herein and related rules and regulations, or it is required pursuant to applicable laws.
    Privacy Policy  Inquiries
    Members’ requests for changes to or deletions of their own registered personal information or other inquiries shall be dealt with in a swift and appropriate manner within reasonable bounds upon personal enquiry by a Member.
    medvillastay.com Office: info@medvillastay.com

Handling of medvillastay.com Web Members Information

medvillastay.com. (hereinafter referred to as « medvillastay.com ») shall handle personal information medvillastay.com Web Members in the following manner.

medvillastay.com Members refer to those who have registered special IDs with medvillastay.com exclusively used for online reservations.

1. Management of Personal Information

medvillastay.com shall, with a recognition of the importance of personal information submitted by members, strictly manage such information using computers, paying close attention to the handling thereof.

2. Shared Use

medvillastay.com shall jointly use personal information provided by members in order to provide hotel services and services closely related to hotels, provide advertising and promotional materials and questionnaires including those relating to affiliated companies, conduct product development, and for any other work associated thereto.

Privacy Policy  Shared data items: name, date of birth, gender, address, telephone number, email address, profession, employer (company, department, address, and telephone number), type of airline mileage program, membership number, tier, tier of membership, membership number, reservation history, lodging history, etc.

3. Provision of Personal Information to Third Parties

Except for the abovementioned, medvillastay.com shall not provide or disclose personal information to third parties unless members have given their consent in advance, or disclosure is required in accordance with laws and regulations, etc.

4. Inquiries, etc. Relating to Personal Information

If a member contacts the inquiry desk with an inquiry or request to alter or suspend the use of their personal information, such inquiry shall be dealt with in a swift and appropriate manner within reasonable bounds. In addition, the inquiry desk shall accept feedback relating to the handling of personal information.

Handling of Other Information Registered on Website

medvillastay.com (hereinafter referred to as « medvillastay.com ») shall handle personal information such as responses to online questionnaires, application to various events to include prizes, request for information materials, etc. inserted or registered by customers on website in the following manners.

1. Management of Personal Information

medvillastay.com shall, with a recognition of the importance of personal information, strictly manage such information using computers, paying close attention to the handling thereof.

2. Disclosure, Revision, and Suspension of Use of Personal Information

Any request for reference, changes or suspension of use of personal information is accepted here.

3. Provision of Personal Information to Third Parties

medvillastay.com shall not provide or disclose personal information to third parties unless members have given their consent in advance, or disclosure is required in accordance with laws and regulations, etc.

4. Personal Information in Linked External Websites

medvillastay.com shall assume no management responsibility whatsoever for the gathering of personal information conducted by other companies’ websites introduced on medvillastay.com website.

5. Data Protection

medvillastay.com website uses SSL (Secure Sockets Layer) encryption technology as a safety measure on all pages in which personal information is inserted when gathering customers’ personal information. As a result, it encrypts the data traveling across the Internet and prevents data leaks.

Handling of Personal Information Other than Reservation Records, One Harmony Members, medvillastay.com Members, and Others registered on Website.

In addition to personal information in reservation records, personal information of One Harmony members, medvillastay.com , and others registered on website, medvillastay.com . (hereinafter referred to as “medvillastay.com ”) shall handle such personal information as received directly from customers or obtained from travel agents and companies which have contractual relations with medvillastay.com in the following manners.

1. Management of Personal Information

medvillastay.com shall, with a recognition of the importance of customers’ personal information submitted by customers, strictly manage such information using computers, etc., paying close attention to the handling thereof.

2. Purpose of Use of Personal Information

Personal information provided shall be used within the scope necessary to achieve the following purposes.

  • To provide appropriate services to satisfy preference and request of customers, based on past usage information at medvillastay.com
  • To provide details regarding accommodations, wedding services, food and beverage services, health club services, original products, and cultural projects of medvillastay.com.
  • To analyse responses to questionnaires to improve services and for marketing purposes at medvillastay.com.
  • To conduct marketing activities for medvillastay.com .
  • If customers have agreed in cases other than the above, and when medvillastay.com , deem it necessary to contact customers.

3. Inquiries, etc. Relating to Personal Information

If a customer contacts the inquiry desk with an inquiry or request to alter or suspend the use of their personal information, such inquiry shall be dealt with in a swift and appropriate manner within reasonable bounds. In addition, the inquiry desk shall accept feedback relating to the handling of personal information.

4. Provision of Personal Information to third Partie

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Personal information shall not be provided or disclosed to third parties except when falling under any of the following cases.

  • To be shared by medvillastay.com.
  • To be shared with contractors who have entered into agreements that prohibit use of personal information for any purposes other than the specific work outsourced by medvillastay.com .
  • When customers have given consent in advance.
  • When required in accordance with laws and regulations.

SSL

SSL (Secure Sockets Layer) refers to the protocol for encrypting and transmitting information over the internet. SSL is a security function that aims to protect important information such as personal information transferred over the Internet from theft, falsification and spoofing by third parties. On the website operated by medvillastay.com (hereinafter referred to as “medvillastay.com ”) the accommodation reservation page for inserting personal information is an SSL secure page. (Certain pages allow users to select non-SSL communication.)

1. Importance of SSL

The encryption of protocols currently used on the internet is not regulated and this third parties are able to insert line monitors, PCs, etc. into lines to view information that criss-crosses the internet. The Internet is a network made up of interconnecting websites and a number of relay sites exist between access points and users, making it difficult to grasp whether a site is safe. For this reason, medvillastay.com website prevents eavesdropping, etc. by third parties by utilizing secure communication using SSL when transmitting important information, especially personal information, etc. over the Internet.

2.SSL Structure

SSL first conducts electronic authentication between medvillastay.com and customers prior to customers’ sending personal information (digital certificates and digital signatures), and transmits data after conducting cross certification. In doing so, exchanges between medvillastay.com and customers are disturbed by random digits, and false transmissions to third parties posing as customers who attempt to steal data are prevented. Furthermore, information transmitted using SSL is encrypted using a method which combines two types of encryption methods; public key encryption (RSA) and symmetric key encryption (private key cryptography). An electronic “key” is required to decipher this information. Even if information is intercepted by third parties, it is impossible to decrypt encrypted information without the correct key. Although the number of available keys is finite, it is extremely difficult for third parties to decrypt information as it requires an unrealistically long time, even if work is conducted computationally using a computer, etc., to find the right key by testing all keys in turn.

3. SSL Enabled Browsers

A special configuration is not necessary in order to use SSL. SSL functions automatically when using SSL enabled browsers such as Internet Explorer, Google Chrome, etc. in their default configuration. It may not be possible to access SSL secure pages or enter information when using browsers that do not support SSL.
* It may not be possible to transmit information using SSL due to FireWall configurations if the customer is connected to the internet via a FireWall on an internal LAN such as a LAN within a company.

4. Data Protection

The website operated by medvillastay.com uses SSL (Secure Sockets Layer) encryption technology, the credit card payment page and other pages in which personal information is inserted as a safety measure when gathering customers’ personal information. As a result, it encrypts data traveling across the internet and prevents data leaks.
This document is posted only for the purpose of providing information to customers. It does not intend to recommend, request, or demand the use or otherwise of any specific software products.

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