Personal information protection policy (Privacy policy)

TOPPAN TRAVEL SERVICE CORPORATION (hereinafter the “Corporation”) is committed to creating opportunities for people to meet and for their emotions to be moved, dedicating ourselves to gain the confidence of our customers in the Corporation, and contributing to the formation of a spiritually rich society together with our customers. For the purpose of achieving this, we considers that it is our important responsibility to protect personal information of our customers as well as of all other people connected in any way to the Corporation, and therefore, we will take the following steps:

  1. Respecting individuals’ dignity, and in compliance with laws and regulations, guidelines provided by the Government and other rules relating to personal information as well as public order, we will make efforts, consistent with internal regulations, to protect personal information the Corporation handles.
  2. We will collect, use and provide personal information in a fair and legal way, considering the activities and levels of the Corporation’s business, and we will take specific measures to prevent use other than for intended purposes.
  3. We will take necessary and reasonable safety measures, recognizing carefully that risks exist with respect to personal information the Corporation handles, including without limitation, unauthorized access, loss, damage, alteration and leakage, and should any problem arise, we will respond to and correct it in an appropriate and prompt way.
  4. We will have in place a point of contact for the personal information the Corporation handles, and we will take seriously any complaints, inquiries and the like from individual data subjects and deal with them in an appropriate way and without delay.
  5. 5. We will establish, implement, and make continuous improvements to, a management system for the protection of personal information.

Adopted on April 1, 2005
Last revised on July 1, 2022
Shintaro Shimamune, President & Representative Director

[Point of contact for personal information protection policy and support center for personal information]
Customer Support Center, Toppan Travel Service Corporation
Email: info-sec@tts.co.jp

About the handling of personal information at our company

1. Appropriate management of acquisition, use, provision, and consignment of personal information

Acquiring, using, providing, or entrusting personal information against the will of an individual infringes on the individual’s rights and cause the business operator to lose credibility. Therefore, we stipulate the management rules for the acquisition, use, provision, entrustment, etc. of personal information and manage personal information appropriately.
When we collect personal information from customers, we will clearly specify the purpose of acquisition, the contact point of our company, etc. and collect the personal information within the necessary scope. Regarding the personal information that our customers entrust to us, we provide personal information to transportation/accommodation facilities or similar facilities to arrange the travel services listed below and obtain visas required for customer travel. In order to make travel arrangements, we may entrust said information to other parties to the extent necessary for travel arrangements. In other cases, in principle, we will not provide or outsource personal information to a third party without the prior consent of the customer. Unless otherwise requested by law, we will not disclose or provide personal information to a third party without the prior consent of the customer. Also, when outsourcing customer personal information to a subcontractor, we will manage, instruct, and supervise the subcontractor to handle personal information appropriately.

2. Purpose of use of personal information entrusted by customers

Regarding the personal information that our customers entrust to us, we use said personal information for the purposes of (1) communication with our customers, (2) arrangement and provision of services such as transportation/accommodation facilities for travel, (3) performance of various procedures related to travel, (4) insurance procedures to secure expenses in the event of an accident, etc. under the responsibility of our travel contract, (5) provision of products and services from our company and companies affiliated with our company, campaign information, travel information, (6) solicitation of opinions and impressions after participating in trips, (7) provision of privileged services, (8) tabulation of statistical data, and (9) questions to or consultations with customers.

3.Provision of personal information to third parties

In order to achieve the purpose of arranging and providing services such as transportation and accommodation facilities regarding travel and procedures related to travel, we will provide customer names, addresses, telephone numbers, boarding flight names, etc. for transportation and accommodation facilities and visa-acquisition agents. Said information may be provided to organizations, ground agents, etc. in the form of paper documentation or electronic data. In addition, we do not provide personal information collected for travel consultations and email newsletters to third parties.

4.Regarding the relationship with our non-life insurance agency business

In addition to our travel business, we also operate a non-life insurance agency business. When a customer desires a non-life insurance product such as travel accident insurance, we use the personal information of the customer for the provision of said non-life insurance product.

5.Inquiries about our services and products and complaints, corrections, deletions, etc. regarding personal information

We will use the personal information of our customers within the scope of the purpose of acquisition, etc. announced to the customer in advance (see item 1 above). In addition, we may provide information related to our services, products, etc. used by our customers by email or regular mail.
If you do not need this information on services, products, etc., please contact the Customer Support Center (described below) to stop receiving said information.
In addition to stop receiving said information, if you would like to make any complaints regarding, corrections to, or deletions of personal information, please prepare the following information and contact the Customer Support Center (described below). We will respond as promptly as possible.

  1. Customer number (such as the reservation number that we have provided)
  2. Name
  3. Address
  4. Contact phone number
  5. Request

In addition, any personal information acquired in the course of any such inquiry will be immediately destroyed after use. (However, please note that a customer may no longer be able to use some or all of our services as a result of a correction, update, or deletion of personal information essential for the purpose of use in item 2 above.)

Contact point for inquiries regarding this policy and the handling of personal information

Please contact us via the Toppan Travel Service
Inquiry Form.

In addition, our company is a target company of the following certified personal information protection group. If you have any complaints regarding our handling of personal information, you can also contact the following organization.

Japan Information Economic and Society Promotion Association Personal Information Protection Complaints Office

Roppongi First Building 12F, 1-9-9 Roppongi, Minato-ku, Tokyo 106-0032 Tokyo

Regarding the application for disclosure, suspension of use, and deletion of personal information

If you wish to disclose, suspend, or delete personal information in our possession, please fill in the necessary items on the application form (PDF: 75KB) and submit the application form together with the documents below to our General Affairs Department via regular mail.
We do not accept application submissions at our operational departments. However, you may contact operational departments to make corrections, additions, or partial deletions to personal information.
In either case, we will confirm at the time of application the identity of the person to whom the information applies (the target person) and the identity of the applicant.

  1. Required documents
    1. Disclosure of personal information, suspension of use, application for deletion (PDF:150KB)
    2. A copy of any of the following documents that can be used to verify the identity of the target person
      • A. Driver’s license
      • B. Passport
      • C. Health insurance card
      • D. Basic Resident Register Card with photo
      • E. Alien registration card
      • F. Resident’s card
    3. Postage in the amount of 800 yen, equivalent to the actual cost of postage (only when applying for disclosure); for applications for disclosure, we will send the corresponding basic customer information by regular mail with proof of delivery.
      There is no charge for suspension or deletion.
    4. In the case of an application by proxy, both of the following documents in addition to the documents in 1–3 above
      • A. Power of attorney from the target person to a proxy
      • B. A copy of a document verifying the proxy’s identity (see item 2 for a list of acceptable documents)
  2. Mailing address
    Please send the above documents by mail to:
    Toppan Travel Service Corp. Customer Support Center
    Hamamatsucho 262 Bldg.
    2-6-2 Hamamatsucho, Minato-ku
    Tokyo 105-0013
    ※ We recommend that you send the documents via registered mail.
  3. Points to note
    1. The personal information subject to this policy is factual information, processed by computer, etc., regarding the target person.
    2. We may not be able to disclose information if, for example, the information in the application does not match the personal information of the customer.In such cases, the postage will be returned.

Updated and released: August 1, 2018