- Terms used in this policy
- What information do we collect about you and how?
- Other websites
- How will we use the information about you and why?
- Access to your information, correction and deletion-your rights
- How long will we hold your data for?
- Transferring your information outside of the EEA
- How to contact us
Terms used in this policy:
Personal Data means any information relating to an identified or identifiable natural person. This can include (but not be limited to), a first and last name, a home or other physical address, an email address or other contact information, date of birth, financial information and personal travel preferences.
Sensitive Personal Data means any personal data but includes the racial or ethnic origin of the individual, their political opinions, their religious or philosophical beliefs, their membership of a trade union, their physical or mental health or condition, their sexual life, the commission or alleged commission by them of any offence, any proceedings for any offence committed or alleged to have been committed by them, the disposal of such proceedings or the sentence of any court in such proceedings, genetic data; and biometric data where processed to uniquely identify a person (for example a photo in an electronic passport).
Data Controller means the person or organisation who determines the purposes for which and the manner in which any personal data is processed.
The Data Controller is M. O. Tourist Co. Limited of ARCA CENTRAL 17F,1-2-1,Kinshi,Sumida-ku, Tokyo, 130-0013 Japan
Our Data Protection Officer is Mr. Mitsuru Horigome at Head office, ARCA CENTRAL 17F,1-2-1,Kinshi,Sumida-ku, Tokyo, 130-0013 Japan, who can be contacted at email@example.com.
Data Processor means a person or organisation which processes personal data for the Data Controller.
Data Processing is any activity that involves the use of Personal Data.
What information do we collect about you and how?
We collect Personal Data about you and any other person you may include when booking, when you register with us, make travel arrangements through us, including your travel details and/or visa applications, whether via our online booking systems, over the telephone or face to face. We need to collect this type of information in order to able to arrange the travel and other services you are requesting from us. Our legal bases for handling this data are therefore to enable us to perform a contract with you and in addition, processing the data is necessary for the purposes of our legitimate interests in ensuring you receive the corporate business services you have asked to receive from us.
In some case, we may need to collect from you Sensitive Personal Data, such as information concerning medical conditions, disabilities and special requirements. We need this in order to be able to handle any particular needs you may have in relation to a booking. Sensitive Personal Data is handled with your express consent and such data will only ever be processed strictly with the intention of our providing to you the corporate business travel services you have asked us to provide to you.
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How will we use the information about you and why?
We will only use your personal information to carry out the professional travel services you ask us to provide, namely arranging your business travel needs and otherwise managing your travel reservation order(s), making visa applications or handling any other aspect of your travel requirements.
Our work for you may require us to pass your information to companies within our group, for example in handling our 24 hour help line, in which case the data will be handled by them solely to deliver to you the services you have asked us to provide to you. A list of our group companies and their locations is set out below:
|1||M.O. TOURIST CO., LTD JAPAN
|ARCA CENTRAL 17F,1-2-1,Kinshi,Sumida-ku, Tokyo, 130-0013 Japan|
|Mitsui Bussan Bldg. Branch||MITSUI & CO Building. 2-1, Otemachi 1-Chome,
Chiyoda-ku, Tokyo 100-8631, Japan
|Nagoya Branch||Tokai Bldg., 4th Fl., 1-16-30, Meieki Minami,
Nakamura-ku, Nagoya-shi, Aichi 450-0003, Japan
|Toyota Sales Office||Kanai Bldg., 2nd Fl., 4-25-7, Nishi-Machi,
Toyota-shi, Aichi 471-0025, Japan
|West Japan Branch||7th Floor Higobashi IP Bldg. 1-18-35,
Edobori, Nishi-ku, Osaka-shi, Osaka 550-0002, Japan
|Fukuoka Sales Office||Hakko Fukuoka Bldg., 8th Fl., 8-31, Tsunaba- machi,
Hakata-ku, Fukuoka-shi, Fukuoka 812-0024, Japan
|2||MAIPAK INTERNATIONAL, INC.
(the former Proceed Co., Ltd.)
|ARCA CENTRAL 17F,1-2-1,Kinshi,Sumida-ku, Tokyo, 130-0013 Japan|
|3||CACTUS AIR SERVICE Ltd.||Room863,8thFloor,Otemachi Bldg.,
|4||TRS Travel Co., Ltd.
|4th Floor Advantech Nihombashi Building 3-2-13,
Nihombashi Honcho Chuo-ku,
|TRS Travel Co., Ltd.
|23rd Floor, Nakanoshima Mitsui Bldg. 3-3-3,
Nakanoshima, Kita-ku, Osaka-shi, Osaka 530-0005, Japan
|TRS Travel Co., Ltd.
|Toray Shiga Plant, 1-1-1, Sonoyama ,
Otsu-shi, Shiga 520-0842, Japan
We may also need to pass your information to our third-party service providers, agents, subcontractors and other associated organisations solely for the purposes of completing tasks and providing our services to you. In those instances, we will only provide the personal information necessary to deliver our services and we require those third parties to keep secure your Personal Data so that they may not use it for their own direct marketing purposes.
In particular, in the course of providing our business travel services to you, we forward your Personal Data and your Sensitive Personal Data to:
- Travel industry central reservation system (whether GDS or Cytric) as operated by Amadeus e-Travel, the e-commerce business unit of Amadeus IT Group S.A or such other company as may operate the industry reservation system;
- I-Bank Reporting System (for name and travel data only) which is stored on a server in the USA;
- reservation systems of travel service vendors (such as, but not limited to, airlines, railways, hotels, car rental agencies) (whether directly or indirectly);
- car rental or chauffeur companies;
- visa agencies and any relevant Embassy;
- Insurance companies or regulatory authorities so as to comply with any legal and regulatory issues and disclosures;
- Public authorities such as customs or immigration if required by them or as required by law;
- Where any travel is to the USA, the US Customs and Borer Protection for the purposes of preventing and combatting terrorism and other transnational serious crimes
- Any legal or crime prevention agencies and/or to satisfy any regulatory request if we have a duty to do so or if the law allows us to do so;
- Any other third party contractors and advisors that provide a service to us or act as our agents;
- Specific third party websites so as to complete information relating to customers' travel arrangements.
We will only use this information subject to your instructions, data protection law and our duty of confidentiality. We will not share your information for marketing purposes with companies outside of our group.
Access to your information, correction and deletion- your rights
The GDPR grants you the right to access particular Personal Data that we hold about you. You therefore have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please email or write to us at the following address: the Data Protection Officer, Mr. Mitsuru Horigome at Head office, ARCA CENTRAL 17F,1-2-1,Kinshi,Sumida-ku, Tokyo, 130-0013 Japan, Email at firstname.lastname@example.org.
We shall respond promptly to any such request and in any event, within one month from the point of receiving the request and all necessary information from you. In certain (very limited) circumstances, we may make a small charge for this service. Our formal response will include details of the Personal Data we hold about you, including the following:
- Sources from which we acquired the information;
- The purposes for Processing; and
- The persons or entities with whom we are sharing the information.
You also have the right to receive your Personal Data in a structured, commonly used and machine readable format and have the right to ask us to transmit it to another controller if technically possible.
We want to make sure that your Personal Data is accurate and up to date. You may ask us to correct or remove without delay any information about you that you think is inaccurate by emailing us at email@example.com or writing to us at the above address.
You have the right to seek a restriction of the Processing of your Personal Data in certain circumstances. Further, you have the right to lodge an objection if you feel that one of the grounds relating to your particular situation apply. When you exercise your right to object, we must stop any Processing unless we can show compelling legitimate grounds for the Processing, which override your interest, rights and freedoms, or the Processing is for the establishment, exercise or defence of legal claims.
Should you wish for us to completely delete all information that we hold about you, you should please contact the Data Protection Officer Mr. Mitsuru Horigome at Head office, ARCA CENTRAL 17F,1-2-1,Kinshi,Sumida-ku, Tokyo, 130-0013 Japan, who can be contacted at firstname.lastname@example.org.
How long will we hold your data for?
The data which is held on the online booking system is maintained whilst your booking is live, however, after a period of 90 days of no activity, the booking is de-activated, but not deleted. It remains possible for us to access it for up to 3 years after your travel, although such access is restricted to authorised personnel only and is available on request. For any offline data we hold, we will keep it for a period of no more than 1 year after which time it is deleted/shredded. In respect of sensitive matters such as visa applications, once a visa has been issued and sent to you, your information will be shredded and deleted from our systems. You will have the opportunity to opt out or update or delete data at any point should you need to do so and details are set out in this policy as to how to achieve this.
Transferring your information outside of Europe
As part of the services offered to you through this website, the information which you give to us may be transferred to countries outside the European Economic Area. For example, some of our group companies are outside of the EEA, whilst other third-party providers may also be located outside of the EEA. Where this is the case we will take steps to make sure the right security measures are taken so that your privacy rights continue to be protected as outlined in this policy. By submitting your Personal Data, you are agreeing to this transfer, storing or processing.
If you use our services while you are outside the EEA, your information may be transferred outside the EU to enable us to give you with those services.
If you feel that your personal data has been processed in a way that does not comply with the GDPR, you have a specific right to lodge a complaint with the relevant supervisory authority. The supervisory authority will then inform you of the progress and outcome of your complaint. The supervisory authority in the UK is the Information Commissioner's Office.
How to contact us
- By email: email@example.com.
- Or write to us at: F.A.O Branch Manager c/o Toyota Motor Manufacturing (UK) Ltd, Burnaston, Derbyshire DE1 9TA