Shizuya Home LLC, trading as Shizuya Home, operates ryokan hotels in Kyoto, Japan. This Privacy Policy describes the categories of personal information we collect, why we collect it, how we use and disclose it, how long we retain it, the protections we apply, and the choices and rights available to you when you visit our website, make reservations, communicate with us, or stay at any Shizuya Home property.
This Policy applies to personal information collected:
via the Shizuya Home website and online reservation system;
when you contact us by telephone, email, chat, or in person;
in the course of booking, checking in, staying or checking out at any Shizuya Home property in Kyoto; and
from public social media posts or content you submit or tag that mention Shizuya Home.
This Policy does not apply to information processed by unaffiliated third‑party platforms under their own privacy policies. Terms used but not defined have the meanings given elsewhere in this Policy.
We collect only the personal information reasonably necessary to provide hospitality services, comply with legal obligations, protect safety, and operate our business. Categories include:
Identity and contact information: full name, postal address, email address, telephone number, emergency contact.
Reservation and stay information: reservation dates, room type and preferences, number of guests, special requests, arrival/departure times, billing folios and stay history.
Payment and billing data: card or bank details and transaction records processed by our payment service providers.
Identity and travel documents: passport, government ID, nationality, date of birth, visa or immigration data where required by law.
Communications: correspondence, enquiries, feedback, complaints and records of communications with our staff.
Technical and website data: IP address, device and browser identifiers, cookie identifiers, pages visited, referral source and analytics data.
CCTV and security footage: images and video captured by CCTV cameras in public and common areas for safety and security purposes.
Guest‑generated media: photographs, videos, audio, reviews and other content you post publicly or provide directly to us.
Health and accessibility information: details you voluntarily provide to support accessibility or health‑related needs.
Other information: any additional information you provide directly or that is reasonably necessary to deliver requested services.
We do not intentionally collect special category sensitive personal data except where required by law or where you provide such information with explicit consent.
We process personal information for the following purposes and on these legal grounds:
To perform the reservation and accommodation contract: to take, confirm, modify and fulfill bookings, process payments, issue invoices and provide in‑stay services (legal basis: performance of contract).
To comply with legal and regulatory obligations: lodging registration, immigration reporting, taxation, and public health reporting as required by applicable law (legal basis: legal obligation).
For safety, security and loss prevention: operate CCTV, investigate incidents, and respond to emergencies or threats to guests, staff or property (legal basis: legitimate interests).
To communicate with you: confirmations, pre‑arrival information, service notices, and replies to enquiries (legal basis: contract performance and legitimate interests).
For marketing and promotions: send offers, newsletters and targeted communications where you have consented or where permitted by law; provide opt‑out options (legal basis: consent or legitimate interests where permitted).
For operations and service improvement: housekeeping, maintenance, analytics, performance monitoring and quality control (legal basis: legitimate interests).
To detect and prevent fraud or unlawful activity and to enforce our rights: investigate incidents, cooperate with law enforcement and defend legal claims (legal basis: legitimate interests and legal obligation).
To use guest‑generated media: with your consent or under the license you grant when submitting content, reproduce and display content for marketing and promotional purposes (legal basis: consent or granted license).
We limit processing to what is necessary for the stated purposes and take steps to ensure data minimization and proportionality.
Recipients: We share personal information only as required to operate our services or comply with law. Typical recipients include authorised service providers (booking engines, property management systems, payment processors, IT and hosting vendors, analytics and marketing partners), government, immigration and public health authorities, law enforcement and insurers, and third‑party booking partners or travel agents. We do not sell personal information.
Marketing partners: Guest‑generated media used for promotion may be shared with marketing vendors subject to the consent or license you provide.
Corporate transactions: In the event of a merger, sale, reorganization or asset transfer, personal information may be transferred to prospective buyers under confidentiality safeguards.
International transfers: Personal information may be transferred to and processed in jurisdictions outside Japan. When transfers occur, we implement appropriate safeguards such as contractual protections, standard contractual clauses, and other measures required by applicable law.
Use: We use cookies and similar technologies to provide essential website functionality, remember preferences, analyze site usage and support marketing and advertising.
Third parties: Embedded social media functions and third‑party analytics may collect data directly on their platforms; those services are governed by their own privacy policies.
Choices: You can manage cookie preferences through our cookie banner and your browser or device settings. Disabling certain cookies may reduce site functionality and impede the booking process.
Retention principles: We retain personal information only for as long as required to fulfil the purposes described in this Policy, to satisfy legal and regulatory obligations, resolve disputes and enforce agreements. Typical retention periods include reservation and billing records retained for accounting and tax requirements, CCTV footage retained for a limited security period (unless needed for an investigation or legal process), and guest‑generated media retained according to consent and publication context.
Security measures: We maintain administrative, technical and physical safeguards proportionate to the sensitivity of the information, including access controls, encryption for payment data, secure infrastructure and vendor security requirements. We monitor systems for vulnerabilities and respond to incidents in line with industry practice. Absolute security cannot be guaranteed, but we take commercially reasonable steps to protect personal information.
Subject to applicable law, you have the following rights and choices with respect to your personal information:
Access: request confirmation of processing and a copy of personal information we hold.
Correction: request rectification of inaccurate or incomplete information.
Deletion and restriction: request erasure or restriction of processing where lawful grounds exist.
Objection: object to processing based on legitimate interests or to direct marketing.
Withdraw consent: withdraw consent where processing is based on consent; withdrawal does not affect prior lawful processing.
Portability: request a structured, commonly used, machine‑readable copy of data where applicable.
Lodge a complaint: file a complaint with a supervisory authority in your jurisdiction.
To exercise your rights or make choices, contact our Privacy Contact in Section 10. We will verify your identity before responding and will act within applicable legal timeframes. Requests may be refused or limited where disclosure would infringe others’ rights, interfere with investigations, or conflict with legal obligations.
We do not offer our products or services for purchase by anyone under the age of 18. Our platforms are available only to individuals who can legally enter into binding contracts. We do not knowingly solicit or obtain information from minors, and any collection of data about children will occur only with the explicit consent of a parent or legal guardian.
We may update this Policy to reflect changes in our practices, legal requirements or services. Material changes will be posted on our website with an updated effective date. Your continued use of our services after such posting constitutes acceptance of the revised Policy.
For privacy inquiries, to exercise rights, or to request removal of guest‑generated media that we have published, contact:
Shizuya Home LLC
Kyoto, Japan
Email: info@shizuyahome.com
Phone: +81‑80‑4684‑2288
We will acknowledge receipt of your request and respond in accordance with applicable legal timeframes.