1. General Data Protection Regulation (GDPR)(DERBY Branch & LONDON Office)

General Data Protection Regulation (GDPR) (DERBY Branch & LONDON Office)

M.O. Tourist Co Limited ("We" "us" "our") are committed to protecting and respecting your privacy. In this privacy policy, we explain how we use any personal information we collect about you or when you use this website and our wider services:

Topics:

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 15th Floor, World Trade Center Bldg., 4-1, Hamamatsu-cho 2-chome, Minato-ku, Tokyo, 105-6115 Japan

Our Data Protection Officer is Mr. Keitaro Shimamoto at Head office, 15th Floor, World Trade Center Bldg., 4-1, Hamamatsu-cho 2-chome, Minato-ku, Tokyo, 105-6115 Japan, who can be contacted at keitaro.shimamoto@mo-tourist.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.

Cookies

Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. We do not use cookies, however, the online booking system we access does, although these are only first party cookies which are not made persistent on the user's computer. The cookies are used solely for the purpose of securing the user session and for providing an enhanced user experience when navigating between pages.

You can set your browser not to accept cookies but this may cause problems with the functionality of the on-line booking system as a result.

Other Websites

This privacy policy only applies to our website. If you link to other websites you should read their own privacy policy.

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:

  Name Contact information
1 M.O. TOURIST CO., LTD JAPAN
Head Office
15th Floor, World Trade Center Bldg., 4-1,
Hamamatsu-cho 2-chome, Minato-ku,
Tokyo 105-6115, Japan
Mitsui Bussan Bldg. Branch Nippon Life Marunouchi Garden Tower. 1-3,
Marunouchi 1-Chome, Chiyoda-ku,
Tokyo 100-8631, Japan
Mitsui Bussan Bldg. Branch JA Office JA Bldg. 3-1, Ohtemachi 1-Chome,
Chiyoda-ku, Tokyo 100-8631, Japan
Shimbashi Sumitomo Bldg. Office Shimbashi Sumitomo Bldg.,
11-3,Shimbashi 5-Chome, Minato-ku,
Tokyo 105-0004, Japan
Nagoya Branch Nagoya Mitsui Bussan Bldg.,
1st Fl., 1-16-21, 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
Osaka Branch 3rd Floor,Osaka Mitsui Bussan Bldg., 2-3-33,
Nakanoshima, Kita-ku, Osaka-shi,
Osaka 530-0005, Japan
Fukuoka Branch Hakko Fukuoka Bldg., 8th Fl., 8-31, Tsunaba- machi,
Hakata-ku, Fukuoka-shi, Fukuoka 812-0024, Japan
2 M.O.AIR INTERNATIONAL ,INC.
New York Head Office
295 Madison Avenue, Suite 925,
New York NY 10017
M.O.AIR INTERNATIONAL ,INC
Lexington Sales Office
841 Corporate Drive, Suite 104,
Lexington, KY 40503 U.S.A.
M.O.AIR INTERNATIONAL ,INC
Evansville Sales Office
POB 8068
Evansville, IN 47716 U.S.A.
M.O.AIR INTERNATIONAL ,INC
Los Angeles Reservation Center
3868 Carson Street, Suite 200,
Torrance, CA 90503 U.S.A
M.O.AIR INTERNATIONAL ,INC
Houston Sales Office
Care of the UPS Store 6394,7312 Louetta Road,
B118 Spring, TX 77379 U.S.A.
3 M.O. TOURIST CO., LTD
Tianjin, China Office
Room 1001 ,Tianjin Binjinang International Hotel
105 Jianshe Road,
Heping Dist. Tianjin CHINA
4 M.O. TOURIST(SINGAPORE) PTE. LTD. 5 Shenton Way 14-04UIC Building,
Singapore 068808, Singapore
5 MAIPAK INTERNATIONAL, INC.
(the former Proceed Co., Ltd.)
Head Office
15th Floor, World Trade Center Bldg.,
4-1, Hamamatsu-cho 2-chome, Minato-ku,
Tokyo 105-6115, Japan
MAIPAK INTERNATIONAL, INC.
(the former Proceed Co., Ltd.)
Osaka Branch
3rd Floor,Osaka Mitsui Bussan Bldg., 2-3-33,
Nakanoshima, Kita-ku, Osaka-shi,
Osaka 530-0005, Japan
6 CACTUS AIR SERVICE Ltd. Room863,8thFloor,Otemachi Bldg.,
1-6-1,Otemachi,Chiyoda-Ku,Tokyo
7 TRS Travel Co., Ltd.
Head Office
4th Floor Advantech Nihombashi Building 3-2-13,
Nihombashi Honcho Chuo-ku,
Tokyo 103-0023
TRS Travel Co., Ltd.
Osaka Branch
3rd Floor,Osaka Mitsui Bussan Bldg., 2-3-33,
Nakanoshima, Kita-ku, Osaka-shi,
Osaka 530-0005, Japan
TRS Travel Co., Ltd.
Shiga Branch
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. Keitaro Shimamoto at Head office, 15th Floor, World Trade Center Bldg., 4-1, Hamamatsu-cho 2-chome, Minato-ku, Tokyo, 105-6115 Japan, Email at keitaro.shimamoto@mo-tourist.com.

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 keitaro.shimamoto@mo-tourist.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. Keitaro Shimamoto at Head office, 15th Floor, World Trade Center Bldg., 4-1, Hamamatsu-cho 2-chome, Minato-ku, Tokyo, 105-6115 Japan, who can be contacted at keitaro.shimamoto@mo-tourist.com.

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.

Complaints

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.

Changes to our privacy policy

We keep our privacy policy under regular review and we will place any updates on this web page. This privacy policy was last updated on 15th May 2018.

How to contact us

Please contact us if you have any questions about our privacy policy or information we hold about you: