Policies and Conditions of Stay

1. Basic concept

West Japan Railway Daily Service Net Company (hereinafter referred to as "we", "our", "us") recognizes the importance of personal information and considers it our social responsibility to protect personal information. We comply with laws and internal rules regarding personal information and properly acquire, use and manage the personal information we handle and strive for continuous improvement.

2. Handling of personal information

We comply with the following matters regarding the handling of personal information.

• (1) Clarification of the purpose of use
  • We clarify the purpose of use of personal information and utilize it within the scope of the purpose.
• (2) Restriction on the use for unintended purpose
  • "We will not use personal data for any purpose other than the purpose of use or provide personal data to a third party, unless we obtain prior consent of the customer or except as otherwise provided by law."
• (3) Proper acquisition
  • We acquire personal information by lawful and fair means.
• (4) Ensuring accuracy
  • We strive to keep personal data accurate and up-to-date.
• (5) Safety protection
  • ・We assign a manager on each business that handles personal information.
  • ・We take security measures to prevent unauthorized access to personal information, loss, destruction, falsification or leakage of personal information.
  • ・We establish rules and manuals regarding the handling of personal information, then widely disseminate them throughout the company and group companies, and provide guidance and supervision.
  • ・We will properly select the outsourcing company and provide guidance and supervision to conduct appropriate management in the same way as we do in our company, when we outsource the processing of personal information to a third party.
• (6) Disclosure, correction, deletion, etc.
  • When you request to disclose, correct or delete your own personal data, we will respond to the request according to the Act on Protection of Personal Information, etc.
• (7) Responding to inquiries
  • We will respond appropriately and promptly to inquiries from customers regarding personal information.

3. Matters to be announced based on "Act on the Protection of Personal Information"

We announce the following matters based on "Act on the Protection of Personal information" regarding the personal information we retain.

• (1) Purpose of use
  • We use the customer's personal information within the scope of the following purposes.
  • ・To conclude and perform the contract about providing products/services and after-sales services, and to execute our business appropriately
  • ・To protect the security of our customers and employees
  • ・To deliver invitations and information by mail, telephone, e-mail, etc., about products and services or various events and campaigns, etc. handled by our company, our group companies and our affiliated companies.
  • ・To carry out questionnaire surveys by mail, telephone, e-mail, etc., in order to develop products, start new services or plan measures to improve customer satisfaction
  • ・To enhance the safety, investigate/research the use trends etc. of our customers and analyze the business
  • ・To consider and develop the software/system/facilities/devices etc. for new products/services and protecting the security
  • ・To improve the quality of the official website
  • ・To respond to inquiries, opinions and requests sent from customers about products, services, etc., handled by our company, group companies and affiliated companies
  • ・To provide notification of lost property or conduct emergency contact, etc.
  • ・In addition, to carry out the work associated with each item above
  • If we intend to use customer's personal information for any purpose other than the above, we will notify you of the purpose of use in advance, and we will not use it for unintended purposes without the consent.

  Cookies

  Some of the content on this website uses cookies. If cookies are disabled in your browser settings, it may not be displayed correctly.
  Please enable cookies in your browser settings in order to be able to use all content.
  This website uses Google's access analysis tool "Google Analytics" to improve usability for customers and gain an understanding of the site access situation. Google Analytics uses cookies to collect your access logs; however, they do not contain any information that could identify you personally. The access logs collected are managed in accordance with Google's privacy policy. For details, please check the privacy policy for Google Analytics and Google below. Privacy Policy for Google Analytics and Google In addition, this site may use cookies to serve advertisements that are presumed to be of interest to you on websites, applications, and other digital media other than ours.
  If you want to disable ad serving, please follow the steps on the opt-out page of the ad serving site.
  In addition, when we outsource operations, we may provide customer information to our subcontractors to the extent necessary for said operations. In such cases, we will conclude agreements with our subcontractors concerning the handling of personal information, and supervise them appropriately.

• (2) Provision to a third party
  • We will not provide your personal information to any third parties, except for the purposes in the preceding paragraph and any of the following cases.
  • ・When we have your consent
  • ・When required by law
  • ・When it is necessary for the protection of human life, body or property, and obtaining your consent is difficult
  • ・When it is specially required for improving public health or promoting the sound growth of children, and obtaining your consent is difficult
  • ・When it is necessary for cooperation with an authority or institution of the national or local government, and any other third party entrusted by them, in executing the affairs required by laws and regulations, and obtaining your consent could impede the execution of said affairs
  • ・When providing personal information to a third party in a foreign country, we will obtain your consent in advance, except where permitted by law.
• (3) Anonymized information
  • When we create anonymized information, we will comply with the Act on the Protection of Personal Information and related guidelines, and handle it appropriately. In such cases, we will handle the information in accordance with the standards for the method of creation of anonymized information and the standards for the security management measures for anonymized information and processing methods, as well as making public announcements at the time of creation and at the time of provision to a third party.
• (4) Shared use
  • We share personal information as follows:
  • ①Shared use of personal data related to the Via Inn Members Club and the Via Inn Official App
    • A) Items of personal data for the shared use目
      • ・Name, age, gender, address, birthdate, phone number, email address, member number etc.
      • ・Information concerning Via Inn usage, such as reservation history at Via Inn (date, hotel, amount, number of points, app usage information)
      • ・Information concerning Via Inn Members Club membership invalidation, withdrawal or loss or theft of membership card, etc.
      • ・ Information about the request of stopping sending DM etc.
    • B) Scope of shared use
      • ・West Japan Railway Company
      • ・West Japan Railway Daily Service Net Company
      • ・West Japan Railway Via Inn
      • ・West Japan Railway Hotel Development Limited
      • (Hereinafter, West Japan Railway Daily Service Net Company, JR West Via Inn Co., Ltd., and West Japan Railway Hotel Development Limited referred to collectively as the "Hotel Chain")
    • C) Purpose of use
      • ・To provide the benefits and services offered by the Hotel Chain to members
      • ・To provide information about the events and services etc. of the Hotel Chain
      • ・To investigate the market and develop products based on the use status of accommodation services related to the Hotel Chain
      • ・To improve convenience by improving the content of accommodation services related to the Hotel Chain, and to provide members with information of high interest at appropriate times
      • ・Various communications regarding accommodation and services at our Hotel Chain
      • ・To respond to the customer's inquiries
      • ・ In addition, to carry out the work associated with each item above
    • D) The entity name in charge of managing the personal data
      • West Japan Railway Daily Service Net Company
  • ②Shared use of personal data related to the Via Inn Official Website
    • A) Items of personal data for the shared use
      • Name, e-mail address, date of birth, gender, telephone number, postal code of residence, country of residence, membership number, information related to reservations such as dates of stay, cookie information
    • B) Scope of shared use
      • ・West Japan Railway Company
      • ・The companies of the Hotel Chain
    • C) Purpose of use
      • ・To contact you and confirm your hotel reservations
      • ・To respond to inquiries, opinions, and requests from you related to the services of the Hotel Chain
      • ・To conduct surveys, research and analysis regarding customer usage trends, etc.
      • ・To provide you with information on various events and services provided by us and co-users
    • D) The entity name in charge of managing the personal data
      • West Japan Railway Daily Service Net Company
• (5) Notification, disclosure, correction, deletion and suspension of use of personal information
  • When we receive a request for notification of the purpose of use, disclosure, correction, deletion, suspension of use, etc., (hereinafter referred to as "disclosure, etc.") of personal information acquired by the Hotel Group, we will respect the intention of the person in question, and after confirming that the identity of the requester, we will respond within a reasonable period of time to the extent stipulated by laws and regulations.However, we may refuse such a request if it is in violation of the law; if there is a risk of harm to the life, body, property, etc., of the person in question or a third party; if there is a risk of significant hindrance to the performance of the business of the Hotel Group; if the relevant personal information does not exist; if the requester's identity cannot be confirmed; or if the requester does not pay the prescribed fee, etc.When requesting disclosure, etc., of personal information, please fill in the required items on the prescribed application form, enclose documents required to confirm the identity of the person making the request (hereinafter referred to as "identity verification documents") together with the administrative fee and apply by registered mail to the Personal Information Inquiry Desk below. Please note that we cannot respond to requests not made via this method (including cases where you come in person).
• (6) Inquiries
  • A. Requests from the person in question
    • If the person in question is making the request regarding his or her own personal information, he or she is to fill out the application form applicable to the nature of the request, sign and seal it, and send it by registered mail to the Personal Information Inquiry Desk below, enclosing documents verifying his or her identity.
    • 1) Application form
      • ・Application form for disclosure of retained personal data
      • ・Application form for correction of retained personal data
      • ・Application form for suspension of use of retained personal data
      • ・Application form for notification of purpose of use of retained personal data
    • 2) Identity verification documents: enclose copies of any two of the following
      • ・Driver's license
      • ・Basic Resident Register Card
      • ・Abstract of family register (only necessary items such as your name and address)
      • ・A copy of your resident record (only necessary items such as your name and address)
      • ・An insurance card
      • ・Pension book
      • ・Pension certificate
      • ・Passport
  • B. Requests from an agent of the person in question
    • If an agent of the person in question is making the request, in addition to the application form (signed and sealed by the agent) and the agent's identity verification documents, the following documents are to be enclosed.
    • 1) Required documents
      • ・Power of Attorney
      • ・Registration Certificate of seal stamped on the power of attorney (issued within 3 months from the date of the power of attorney)
      • ・A copy of the official gazette or notice of family court judgment (guardians only)
  • C. Administrative fee
    • An administrative fee of 600 yen will be charged for each notification or disclosure of the purpose of use of personal information.
  • D. Personal Information Inquiry Desk
    • Address: 661-0976
    • JR Amagasaki Station North NK Building 1-2-12 Shioe, Amagasaki, Hyogo
    • Inside West Japan Railway Daily Service Net Company
    • Hotel Via Inn Secretariat "Personal Information Inquiries Section"
  • E. Method of notification of the outcome of requests
    • We will notify the person who made the request (using the name and address of the requester written on the disclosure request form, etc.) in writing by post (Japan Post's certified mail with delivery restricted to the addressee). In addition, if we choose not to grant the request for disclosure, etc., we will include the reason. Please note that notification may take a few days.
  • F. Purpose of use of personal information obtained via a request for disclosure, etc.
    • Personal information we obtain via a request from you for disclosure, etc., will be used only to the extent necessary for the procedure for disclosure, etc.In addition, any documents you submit will be properly disposed of.
• (7) Changes in "Our Basic Policy for the Handling of Personal Information"
  • We may change this policy without notice but we will update the updated date at the bottom of this policy when we change this policy.

• Please see below for the handling of the personal data of persons who are in the EEA. "Privacy Policy on the Handling of the Personal Data of Persons Who are in the EEA"
  • Updated: Marchi 12, 2021

1.Controller for Processing of Personal Data

The Company is responsible for processing your Personal Data. Please see Section 12 for our contact details.

2.Personal Data to Be Processed

We may process the following Personal Data. We collect your Personal Data directly from you or through our business partners.

• ・Contact details and identity verification information provided to the Company, such as your name, age, address, nationality, telephone number, e-mail address, place of work, and identification number (e.g., passport number).
• ・Information on reservations and history of customer accommodation (accommodation details, including dates, locations, room types, expenses, customer requests, and other services related to stays).
• ・Information necessary for the purpose of providing the services you request, such as online identifiers and credit card information.

Your contact details and identity verification information, your accommodation reservation information, and your credit card information for payment are necessary for the execution and performance of contracts with you, and if your Personal Data is not provided, we will not be able to execute contracts with you or provide services to you.

3.Legal Bases for Processing of Personal Data

We process Personal Data based on the following legal bases:

• (1) Performance of a contract: where processing of your Personal Data is necessary for the performance of a contract to which you are a party or for the implementation of measures at your request prior to entering into a contract.
• (2) Legitimate interests: where processing of your Personal Data is necessary for the following legitimate interests sought by us or a third party, and is not overridden by your interests or fundamental rights:
  • ・to achieve customer satisfaction by conducting customer management, such as communicating with customers and responding to orders and requests from customers, and by providing appropriate services to customers;
  • ・to enhance the quality of our services and improve our management by conducting surveys, research, and management analysis regarding trends in the use of our services by customers and other similar data;
  • ・to promote our business activities by providing customers with information on products, services, events, and other business activities through direct marketing;
  • ・to establish, exercise, and defend our legal rights and secure our legal interests; and
  • ・to take necessary measures in order for the Company to comply with legal obligations and to cooperate with public authorities in law enforcement.
• (3) Consent: where we have received your consent to process your Personal Data.
  You can withdraw your consent to the processing of your Personal Data at any time. Please see Section 7 for details of the right to withdraw consent and how to exercise it.
• (4) Legal obligations: where we need to comply with a legal obligation.

4.Purpose of Processing of Personal Data

We process Personal Data for the following purposes:

• ・to execute and perform a contract in connection with the provision of accommodation services (legal basis: performance of a contract);
• ・for customer management purposes, such as communicating with customers and responding to orders and requests from customers (legal basis: legitimate interests);
• ・to provide customers with information on products, services, events, and other business activities through direct marketing (legal bases: consent and legitimate interests);
• ・to conduct surveys, research, and management analysis regarding trends in the use of our services by customers and other similar data (legal basis: legitimate interests);
• ・to establish, exercise, and defend our legal rights (legal basis: legitimate interests); and
• ・to comply with legal obligations and cooperate with public authorities in law enforcement (legal bases: legal obligations and legitimate interests).

5.Recipients of Personal Data

We may provide Personal Data to the following business partners and third parties:

• ・We may use third parties, such as IT service providers, to conduct our business. In such cases, it may be necessary to provide Personal Data for the purposes described in Section 4. The provided Personal Data will be processed in accordance with our instructions and for the original purpose.
• ・We may provide your Personal Data to a party that succeeds to our business due to organizational restructuring, business transfer, or other form of business succession.
• ・As required by law, we may disclose Personal Data to public authorities related to law enforcement in response to legal requirements, court orders, or requests from governmental or law enforcement agencies.

6.Security to Protect Personal Data

• ・We take technical, physical, and organizational measures designed to protect Personal Data from accidental or unlawful destruction, loss, alteration, unauthorized disclosure or access, and other unlawful processing.
• ・Access to Personal Data is limited to authorized persons, based on the principle of minimum necessity. In addition, we are working on data security initiatives that take into account the risks associated with the processing of Personal Data. These efforts will be made on an ongoing basis to protect Personal Data, taking into account industry standards.

7.Exercise of Rights regarding Personal Data

If you meet certain requirements, you may exercise the following rights with respect to your Personal Data:

• (1) Right of access (Article 15 of the GDPR/UK GDPR): The right to obtain information about the content and processing of Personal Data.
• (2) Right to rectification (Article 16 of the GDPR/UK GDPR): The right to have Personal Data rectified if it is inaccurate or incomplete.
• (3) Right of erasure (Article 17 of the GDPR/UK GDPR): The right to erase Personal Data.
• (4) Right to restrict processing (Article 18 of the GDPR/UK GDPR): The right to restrict the processing of Personal Data, for example, if Personal Data is inaccurate or the processing is unlawful.
• (5) Data portability (Article 20 of the GDPR/UK GDPR): The right to receive Personal Data in a structured, commonly used, and machine-readable format or to have it transmitted directly to third parties other than the controller.
• (6) Right to object (Article 21 of the GDPR/UK GDPR): The right to object to the processing of Personal Data based on legitimate interests.
• (7) Right to withdraw consent (Article 7 of the GDPR/UK GDPR): The right to withdraw consent. You may withdraw your consent to the processing of your Personal Data at any time. Withdrawal of your consent does not affect the lawfulness of processing that took place before the withdrawal.

You can exercise the rights described above by contacting us at the contact details indicated below in Section 12. If you wish to withdraw your consent or object to the processing of your Personal Data for direct marketing purposes, you can do so through the methods described in the direct marketing email you have received. You can lodge a complaint with the competent data protection supervisory authority if you believe that any of your data protection rights have been infringed.

8.Cross-border Transfers of Personal Data

Your Personal Data may be transferred to a third party located outside the EEA or the UK. If we transfer Personal Data to a third party located outside the EEA or the UK, we will ensure one of the following:

• (1) the destination country or region has been designated by the European Commission or the UK government as a country or region that ensures an adequate level of protection for the rights and freedoms that you possess in respect of your Personal Data; or
• (2) the third party has entered into standard data protection clauses with us approved by the European Commission or the UK government.

You can obtain more details of the protections given to your Personal Data when it is transferred outside the EEA or the UK by contacting us at the contact details indicated below in Section 12.

9.Storage Period

We will not store Personal Data longer than necessary for the purpose for which the Personal Data is processed.
We will process your Personal Data as long as our contractual relationship is ongoing or we provide services to you.
If the contract or the provision of services is terminated, we will keep storing your Personal Data for a period of three years for the following purposes:

• ・for customer management, including responding to inquiries from customers;
• ・to comply with laws and regulations applicable to us; and
• ・to establish, exercise, or defend legal rights.

10.Cookies

Our website may use cookies and other automatic information gathering programs, subject to your consent where appropriate. Cookies are functions that allow the Company’s website to store information about users in their browsers or hard drives. The use of cookies saves you from having to manually re-enter information stored on your hard drive. Cookies also help us to improve the usability of our website by recording how and when our website is used.
You can disable cookies in your browser settings, but certain features of our website may not work.\

11.Changes to Privacy Policy

If we change the Privacy Policy for the EEA and the UK, we will take steps as required by law to protect your Personal Data. If we change the Privacy Policy for the EEA and the UK, we will set out the date of the update in Section 12.

12.Contact Us

If you wish to exercise any of the rights set forth in Section 7, or if you have any questions regarding the Privacy Policy for the EEA and the UK and the processing of your Personal Data, please contact us using the contact details below or our representatives listed below. Please note that the Personal Data obtained in the course of contacting us will be used only for the purpose of responding to your inquiry.

• 【Company’s contact details】
• JR West Via Inn Co.,Ltd.
• Address: Shinosaka NK Building, 4-3-39 Miyahara, Yodogawa Ward, Osaka 532-0003, Japan
• Contact Information of the Data Protection Officer: GDPR_DPO@dailyservice.co.jp


• 【EU/UK representatives】
• You may contact our EU/UK representatives using the contact details below.


• EU Representative: DP-Dock GmbH
• Address: Ballindamm 39, 20095 Hamburg, Germany
• Website: https://www.dp-dock.com
• E-mail Address: jr-west-hotel-via-inn@gdpr-rep.com


• UK Representative: DP Data Protection Services UK Ltd.
• Address: 16 Great Queen Street, Covent Garden, London, WC2B 5AH, United Kingdom
• Website: https://www.dp-dock.com
• E-mail Address: jr-west-hotel-via-inn@gdpr-rep.com

1.Disclaimer

• (1) The content posted by the Group on the Service does not reflect the opinions of the Group's officers or employees.
• (2) The Group does not guarantee the accuracy or completeness of any statement or claim made in the Service.
  We are not responsible for user content.
  For official announcements and views of the Group, please refer to the news release.
• (3) We do not promise to reply to all user content. Please understand that.
• (4) The Group reserves the right to change all or part of the contents of the Service without prior notice to users.
• (5) We reserve the right to suspend the provision of all or part of the Service due to circumstances beyond our control.
  The Group shall not be liable for any damages incurred by users as a result of such suspension.
• (6) Other than the Group's website, all other websites are operated by different clients.
  We are not able to answer questions regarding system operation,
  technical questions, or questions regarding the functions and usage of software provided by the site or third parties.

2.Compliance

All users are requested to comply with this social media policy and the terms of use for each social media.
We reserve the right to take appropriate measures, such as deleting any User Content that falls under any of the following categories of activities or content,
at our discretion and without prior notice to you.

• ① Actions that infringe or may infringe on the property or privacy of a third party or our group.
• ② Any action that causes or may cause disadvantage or damage to a third party or the Group.
• ③ Pre-election campaigning, election campaigning, or similar activities.
• ④ Acts such as proselytizing by a specific religion.
• ⑤ Actions that are or may be offensive to public order and morals.
• ⑥ Criminal acts, acts that lead to criminal acts, or acts that may lead to criminal acts.
• ⑦ False declarations or notifications, such as registering another person's e-mail address.
• ⑧ Acts for the purpose of business activities or profit-making, or acts for the purpose of preparing for such activities.
• ⑨ Defaming, disgracing, or discrediting a third party or the Group.
• ⑩ Acts that use or provide, or may use or provide, harmful programs such as computer viruses.
• ⑪ Any other actions that violate or may violate laws, regulations, or ordinances.
• ⑫ Any other actions that the Group deems inappropriate.

3.Copyright

• (1) The copyrights and other rights to the information displayed on the Service belong to the Group
  or to the right holders who have authorized the Group to use them, and are protected by copyright laws, treaties,
  and other laws of each country.
  Users are prohibited from using (including duplicating, altering, and distributing) the contents of this service beyond the scope of private use and other uses explicitly permitted by law.
  (including reproduction, alteration, distribution, etc.) of the contents of this service beyond the scope of personal use or other use expressly permitted by law.
• (2) All copyrights to the contents of messages sent directly from the Group to users through the use of the Service belong to the Group
  and may not be diverted or reproduced without the permission of the Group.
• (3) In the event that a problem arises with a right holder, other users, or a third party in violation of the provisions of this Article,
  you shall resolve the problem at your own responsibility and expense,
  and shall not cause any inconvenience or damage to the Group.
• (4) The Group reserves the right to change all or part of the contents of the Service without prior notice to users.
• (5) We reserve the right to suspend the provision of all or part of the Service due to circumstances beyond our control.
  The Group shall not be liable for any damages incurred by users as a result of such suspension.
• (6) Other than the Group's website, all other websites are operated by different clients.
  We are not able to answer questions regarding system operation, technical questions,
  or questions regarding the functions and usage of software provided by the site or third parties.

4.Use of posted content

The Group may use User Contents for the purpose of advertising, promotion, use promotion,
and product development without the consent of the person who posted the User Contents.
In such cases, the Group is not obligated to display the name of the user who made the original post.
Even if the User Content is similar to a product developed, announced, or sold by the Group in the future,
the contributor will not receive any compensation or rights associated with the development of the product.

3.About Links

• (1) Users are free to create links to the Service.
  However, links from websites that contain the following content are not permitted
  • ① Content that is offensive to public order and morals
  • ② Content that violates various laws and regulations
  • ③ Content that defames or slanders the Group (including its affiliates) or its affiliates.
  • ④ Other information that can be objectively judged to be damaging to the corporate value of the Group
• (2) When users link to the Service, they shall, in principle, link to the top page.
  Please note that the linked pages are subject to change or disappearance without notice.
• (3) We shall not be liable for any loss or damage arising out of the deletion or removal of any page.

6.What to do in case of unfair posting or problems

• (1) If a problem arises regarding the use of social media and it is assumed that the company will suffer some kind of damage or that the company will be affected,
  the company will take action based on decisions made in accordance with this policy and internal regulations.
• (2) The Group shall not be liable for any damage caused
  by any trouble between users or between users and third parties on the Service.
• (3) The Group will not be held responsible for any problems that may arise from the unauthorized use by third parties of text or links on the Group's official website or images of buildings taken by the Group,
  such as social media flare-ups.
  If it is determined that the Group has suffered any disadvantage as a result of such facts, the Group may make a claim for damages against the party concerned.