Privacy Notice | Chiyoda Inn

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Privacy Notice

This note explains how we at Chiyoda Inn use any personal information we collect about you.


Information we collect about you

When you make a booking with us we collect the name of the person making the booking and, sometimes of all the guests who will be staying, although this is not obligatory. We also collect the e-mail address and telephone number of the person making the booking. The booker may also supply a contact address.


We may also collect a credit card number, but we do not take any payment without consent. A credit card is normally charged when you arrive at Chiyoda Inn.


We may make notes of useful information about you (staying on business, visiting relatives, etc). These notes are not accessible by anyone other than our staff members.


How we use the information we hold on you

We may use your contact address as part of the card payment processing to validate the card.


We will use your e-mail address to send you confirmation of the booking and an e-mail with more details on how to find us and other information you may find useful for your stay. We also may send a reminder shortly before your stay.


We will not use your telephone number to contact you unless it’s an emergency and/or we have been unable to contact you by e-mail.


How your data is stored

All the personal and credit card data you supply us, as part of the booking process, is stored securely on our web server system (X SERVER Inc).


You can check their privacy policy on the links below;

XSERVER Inc : Privacy policy


We will not share your information with any third party unless there is a legal reason for doing so.


If you book with us via Booking.com or a similar Online Travel Agency (OTA), you should be aware that they retain information on you, including your e-mail address, contact details and guest names. Please contact the OTA for further information.


You should be aware that Booking.com does not pass your e-mail address on to us. They give us a unique contact e-mail for each new booking but we cannot contact you directly outside their system.


Booking.com will also contact you after the booking to get your feedback on your stay. They pass on the outcomes of the survey to us, but they retain all the original information.


Guest Registration

We are required by law to collect the following information on all our guests. We do this by asking you to complete a registration form on arrival.


We will keep these forms safely in a locked room. We are required to keep these registration forms for 3 years and show them to a police officer if they request to see them. We will destroy these forms 36 months after your stay.


Marketing

We occasionally send out our newsletter to subscribers using MailerLite as our marketing automation platform. You can check out their privacy policy and terms of service by clicking on the links below;


Privacy Policy and Terms of Service


Access to Your Information

You have the right to request a copy of the information we hold about you. If you would like a copy of this information, or if you would like us to erase any non-essential information held by us, please e-mail us at info@chiyoda-tokyo.com.


Cookies

Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity.


You can set your browser not to accept cookies. See www.aboutcookies.org for more information.


August 2018