Handling of Personal Information

JTB-CWT handles personal information as follows and strives to protect such in accordance with “Act on the Protection of Personal Information”, “Act on the Use of Numbers to Identify a Specific Individual in the Administrative Procedure”, “JISQ 15001”, and Privacy Policy of our company.

1) Name of business operator, address, name of representative

JTB Business Travel Solutions Inc.
NBF Toyosu Canal Front, 5-6-52 Toyosu, Koto-ku, Tokyo 135-0061 Japan
President & CEO Masahiro Harada

2) Name or title of administrator (or his/her agent) and contact

Name of administrator

Yukimori Kobayashi, Board Director

Department

Human Resources & General Affairs

Contact number

TEL 03-5548-8200

3) Purpose of use of personal information

4) Provision of customers' Handling of Personal Information to a third party

JTB-CWT may, to the extent necessary to achieve the business objectives, provide the acquired Handling of Personal Information to a third party in Japan and outside of Japan in the following manner:

In case a customer is sick or injured during a trip, JTB-CWT may ask a personal information of a contact person appointed by a customer for an emergency during a trip. Such a personal information can be used when JTB-CWT need to contact the person when a customer is sick or injured. Customer is required to obtain a consent from the contact person to inform the personal information to JTB-CWT.

5) Joint use of personal information

JTB-CWT may jointly use personal Information as follows:

1. (1)Personal information items
   Customer's personal information such as name, gender, age, address, phone number, e-mail address, ID and other identification information, purchase history, etc.
2. (2)Scope of Joint use
   Our group companies (Please refer to the following for our group companies)

   https://www.jtbcorp.jp/jp/jtb_group/

3. (3)Purpose of use
   We may jointly use personal information within the scope of above 3）the purpose of use.
4. (4)Administrator for joint use
   JTB Corp.
   2-3-11 Higashi-Shinagawa, Shinagawa-ku, Tokyo
   President & CEO Eijiro Yamakita
5. (5)Method of acquisition
   Personal information for jointly use will be obtained via internet (Web and e-mail), documents, etc.
   Appropriate safety measures will be implemented when personal information is transferred.

6) Subcontracting of the handling of personal information

Our company subcontracts some operations to other parties in Japan and/or outside of Japan. We may provide personal information to the subcontractor. In such case, we select subcontractors who are determined to handle personal information appropriately, set forth the matters necessary to prevent leaks of customers’ personal information by appropriately managing and maintaining confidentiality of the personal information through the conclusion of an agreement and other means, and we cause the subcontractor to appropriately manage the personal information.

7) Security Control Measures

JTB-CWT has taken necessary and appropriate security control measures for the management of retained Personal Data, such as prevention of leakage, loss or damage, and the main contents are as follows:

1. (1)Formulation of the basic policy
   JTB-CWT have established Privacy Policy to ensure proper handling of Retained Personal Data in compliance with laws and regulations.
2. (2)Establishment of rules regarding the handling of personal information
   
   Based on the Privacy policy, JTB-CWT have established the basic rules for personal information protection regarding the handling method, responsible administrator
   person in charge, and their duties regarding the acquisition, use, storage, provision, disposal, etc. of personal information.
3. (3)Systematic security control measures
   • Administrator of handling Retained Personal Data has been appointed, and each department has appointed a person in charge of handling retained personal data.
     We have established a reporting system to administrator when we grasp the facts or fears of violating laws or rules.
   • Regular self-inspections are conducted on the handling status of Retained Personal Data, and audits are conducted by the audit department.
   • When entrusting business including the handling of Retained Personal Information, JTB-CWT shall stipulate matters related to the handling of Retained Personal Information in contracts, etc.
4. (4)Human security control measures
   • JTB-CWT provide regular training to employees regarding the handling of Retained Personal Data.
   • JTB-CWT describe the confidentiality obligations of Retained Personal Data in our Employment Regulations.
5. (5)Physical security control measures
   • JTB-CWT manage the entry and exit of employees and take measures to prevent unauthorized viewing of Retained Personal Data.
   • JTB-CWT have taken measures to prevent theft or loss of devices, electronic media and documents that handle Retained Personal Data.
6. (6)Technical security control measures
   • JTB-CWT implement access control to limit the range of databases handled by employees.
   • JTB-CWT have implemented a mechanism to protect the information system that handles Retained Personal Data from unauthorized access or malware.
7. (7)Understanding the external environment
   • JTB-CWT implement security control measures after understanding the systems related to the protection of personal information in each country that handles retained personal data. Please see the following for the system regarding the protection of personal information in the country or region.
   • JTB homepage(https://www.jtb.co.jp/privacy/)

8) Request disclosure, etc. of personal information

If you would like to request a notification for purpose of use, disclosure, correction/addition/deletion of the details, suspension of use, erasing or suspension of provision to third parties of Retained Personal Data or Records Provided to Third Parties (hereinafter referred to as “Disclosure, etc.”), please contact the following inquiry desk to learn about the necessary procedures. We will take the necessary measures without delay in accordance with the laws and regulations and the internal rules of our company. If our company is unable to fulfill all or part of your request, we will explain the reasons therefor.

• ※If you would like to disclose by e-mail, please let us know. As general rule, we will process accordingly to your request.

The following is our company’s personal information inquiry desk.

NBF Toyosu Canal Front, 5-6-52 Toyosu, Koto-ku, Tokyo 135-0061 Japan
JTB Business Travel Solutions, Inc. Human Resources and General Affairs Department

Telephone: 

+81-3-5548-8200 9:30 a.m. to 5:30 p.m. (weekdays only)

Closed on: 

Saturdays, Sundays, public and national holidays, as well as the New Year holidays (December 29 - January 3)

9) Voluntary provision of personal information

The customers may decide whether to provide personal information to our company. However, note that it may not be possible to provide the services in an appropriate manner if you do not provide us with the necessary information.

10) Handling of specific personal information

Our company possesses the personal numbers (individual numbers) of the employees working for us, their dependent family members, and individuals under a continuous contract for whom our company prepares payment records, etc.

1. 1.Our company will use the personal numbers within the scope of the purpose of use set forth in the Act on the Use of Numbers.
2. 2.Our company will not provide the personal numbers to any third parties other than the parties to which the number is provided to in accordance with the Act on the Use of Numbers.
3. 3.Our company will promptly delete or erase the personal numbers if the Procedures Related to the Individual Number as defined in the Act on the Use of Numbers have been completed.

11) Accredited Personal Information Protection Organization

Our company is a target business operator of the following an Accredited Personal Information Protection Organization.
If The customers have any complaints about our handling of personal information, you can also contact us below.

The Accredited Personal Information Protection Organization to which our company belongs: JIPDEC
Contact information for the resolution of complaints: Personal Information Protection Consultation Service Office
12F Roppongi First Building, 1-9-9 Roppongi, Minato-ku, Tokyo 106-0032, Japan

Telephone: 

0120-700-779
(This is not the point of contact for inquiries about our services)

To those who request Disclosure, etc.

1) Contact office for request for Disclosure, etc.

Please contact the following Handling of Personal Information service office for requests for Disclosure, etc. of Retained Personal Data or records provided to third parties:

• ※If you would like to disclose by e-mail, please let us know. As general rule, we will process accordingly to your request.

Human Resources & General Affairs, JTB Business Travel Solutions Inc.
NBF Toyosu Canal Front, 5-6-52, TOYOSU, KOTO-KU, Tokyo, 135-0061, Japan

TEL: 

03-5548-8200, 9:30 to 17:30 on weekdays
Closed on Saturdays, Sundays, public holidays, and New Year holidays (from December 29 through January 3)

2) Procedures concerning request for Disclosure, etc.

1. (1) Upon the receipt of a request, JTB-CWT will send an “Application Form for Disclosure, etc. of Retained Personal Data”.
2. (2)

   In case of request for Disclosure, etc. of Handling of Personal Information limited to basic information or records provided to third parties

   1. 1.Please send the following documents to the above Handling of Personal Information service office:
      • Completed application form
      • In case of a request by an agent, a document to prove that he/she is an authorized agent; and
      • Postage stamps for the fee (only for the request for a notification of purpose of use and disclosure)
   2. 2.After the receipt of the application form of 1., JTB-CWT will contact you to ask a couple of questions concerning the Handling of Personal Information registered in JTB-CWT by which JTB-CWT can identify you.

3. (3)

   In case of request for Disclosure, etc. of Handling of Personal Information including important information

   1. 1.(a) Please send the following documents to the above Handling of Personal Information service office.
      • Completed application form;
      • Identity verification document;
      • In case of a request by an agent, a document to prove that he/she is an authorized agent; and
      • Postage stamps for the fee (only for the request for a notification of purpose of use and disclosure)
   2. 2.(b) Identity verification document
      Please enclose a copy of one of the following materials. With respect to the information concerning the permanent address included in each document, please dispose of other information than the name of prefectures by methods such as masking.
      • Driver's license
      • Passport
      • Basic Resident Register Card
      • Alien Registration Card
      • Certificate of Insured of Health Insurance ( please dispose of all digits of the insured person's symbol, number, etc.by methods such as masking. )
      • Other public documents that can be used for identity verification

4. (4)

   In case of request for Disclosure, etc., by an agent

   In case of request for Disclosure, etc., by an agent, please enclose one copy of the following documents listed in (a) that verifies the authorized agency and one copy of the documents listed in (b) that identify the agent. With respect to the information concerning the permanent address included in each document, please dispose of other information than the name of prefectures by methods such as masking.

   1. 1.

      (a) Document to prove authorized agency

      In case of an agent to whom the principal entrusted the request for Disclosure, etc.

      • Letter of attorney of the principal (original)

      In case of a legal representative of a minor a copy of either of the following

      • Family register
      • Residence register (indicating the relationship)
      • Other public documents that can verify the legal representation rights

      In case of the legal representative of the adult ward a copy of either of the following

      • Certificate of registered matters concerning guardianship registration, etc.
      • Other public documents that can verify the legal representation rights

   2. 2.

      (b) Document that can identify the agency

      • Driver's license
      • Passport
      • Certificate of Insured of Health Insurance (please dispose of all digits of the insured person's symbol, number, etc.by methods such as masking.)
      • Residence Register
      • Basic Resident Register Card

3) Fee for request for notification of purpose of use or disclosure

800 yen per one request (for postage fee of the return mail)
(You will be advised to enclose postage stamps with the application form you will send.)