Privacy Policy

Veltra Corporation

President & CEO: Wataru Futagi

Personal Information Protection Policy

We collect personal information from customers on VELTRA and other platforms operated by us, including our optional tours, other travel products, online academy, and products such as ”Sekai no GOHAN” (hereinafter collectively referred to as Tour Products). We recognize the importance of protecting customer personal information to ensure convenient and secure booking experiences. Accordingly, we handle personal information in compliance with applicable laws and regulations regarding the protection of personal information, other relevant guidelines, and the provisions set forth below.

Obtaining personal information

We collect only the minimum personal information necessary to achieve our stated purposes, and we obtain customer consent when required by applicable laws and regulations.

Use of Personal Information

We use the personal information we collect from customers solely for the purposes specified in our Privacy Policy.

Storage and preservation

We take precautions regarding system security to ensure that personal information collected from our customers is protected from unauthorized access and disclosure.

Destruction of Personal Data

When personal data (as defined by the Act on the Protection of Personal Information) that we use is no longer necessary for use, we will promptly destroy it at the time it becomes unnecessary.

We will dispose of personal data (as defined in the Act on the Protection of Personal Information, hereinafter the same) without delay once it is no longer necessary for our business purposes.

Handling customer inquiries

We will respond to requests from customers regarding notification of purpose of use, disclosure, correction, addition, deletion, cessation of use, erasure, and cessation of third-party provision of retained personal data (meaning retained personal data as defined in the Act on the Protection of Personal Information, hereinafter the same) per applicable laws and regulations.

Safety management measures, etc.

We provide training to all staff involved in the VELTRA service to ensure they understand the importance of personal information protection, and we take necessary and appropriate measures for the secure management of personal information.

Entity handling personal information

Veltra Corporation

Nihon Seimei Nihonbashi Building 5F (Reception on 4F), 2-13-12 Nihonbashi, Chuo-ku, Tokyo, 103-0027

President & CEO: Wataru Futagi

Personal Information Collected and Purposes of Use
Provision of Personal Data to Third Parties
Delegation of Personal Data Processing
Personal Related Information
Security Control Measures for Personal Data
Rights Regarding the Handling of Personal Data
Requests for Disclosure, Correction, Suspension of Use, etc.
External Links
Revisions to the Privacy Policy
Contact Information

1. Personal Information Collected and Purposes of Use

formation, such as address, name, date of birth, contact details, email address, or passport number, for the purposes listed below. We will not acquire sensitive personal information without consent. When collecting personal information, if the purpose of use has not been publicly announced, we will notify or publicly announce the purpose of use of the personal information collected. Furthermore, we do not collect personal information from children under the age of 13 without parental consent. If a customer provides us with the personal information of a child under 13, we will assume that the customer has obtained parental consent; however, if it becomes apparent that consent has not been obtained, we will not use the information for any purpose other than contacting the parent or guardian and other related purposes.

(1) For use of the VELTRA service (including membership registration)

Within the VELTRA Group, we share customers' personal information to provide the VELTRA service.

(2) For booking, purchasing, or participating in tours and related products/services

● Personal Information We Collect: When customers apply for, purchase, or participate in our tour products or related services, we collect personal information such as the names of participants and purchasers, payment information, passport numbers, and information regarding health, including health conditions and medical history.

● Specific Purposes of Use: We collect and use personal information to confirm eligibility to participate in our tour products and related services, to confirm health condition (depending on the content of the tour products, etc.), to provide pre-and post-tour support (including emergency contact), and to process payments for tour products, etc. For these purposes, we will also provide your personal information to tour operators, transportation providers, payment processors, etc. (including overseas operators, etc.).

(3) To send newsletters (including email magazines, etc.) and other communications to customers

(4) For advertising through social media and ad delivery platforms

(5) For requesting customers to fill out surveys

(6) For the awarding of mileage/loyalty points, etc. to customers by our affiliate partners

● Personal Information We Collect from Our Affiliate Partners: We may collect information from our affiliate partners, such as mileage number, membership information, and tour operation details.

● Specific Purposes of Use: To facilitate the awarding of mileage and loyalty points to customers by our affiliate partners.

(7) For the analysis and management of customer information

(8) For obtaining travel insurance through our company

(9) To send emails requesting customers to post reviews on online review sites

(10) For detection of fraudulent use of credit cards, etc.

2. Provision of Personal Data to Third Parties

We will not disclose or provide data to any third parties unless one of the following conditions applies

If we have obtained the customer’s explicit prior consent, whether through acceptance of this Privacy Policy or via other appropriate methods, to share data with third parties, including overseas travel agencies, social media platforms, advertising delivery services, and other similar entities.
Where we engage third-party processors to handle personal data solely to the extent necessary for the realization of the foregoing purposes of use.
If we are legally required to disclose data.
In cases where it is necessary to protect the life, body, or property of a person obtaining the customer's consent is difficult.
In cases where there is a compelling need to improve public health or promote the healthy development of children, obtaining the customer's consent is difficult.
In cases where cooperation with a national or local government body is required for the execution of legally mandated administrative tasks, obtaining the customer's consent would be likely to hinder the proper conduct of such tasks.

Information regarding the protection of personal data in foreign countries where third parties (such as tour operators) to whom we provide data are located is as follows (please check the product sales page, etc. for specific country names).

①GDPR (EU General Data Protection Regulation) countries and the United Kingdom (designated by the Personal Information Protection Commission of Japan as having an equivalent level of data protection).

Austria, Belgium, Bulgaria, Croatia, Cyprus, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Ireland, Italy, Latvia, Lithuania, Luxembourg, Malta, Netherlands, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden, Liechtenstein, Iceland, Norway, United Kingdom

(Reference: 2019 Notification of Personal Information Protection Commission No.1 and No.5)

②Countries and territories for which the European Commission has issued an adequacy decision under Article 45 of the GDPR (meaning they are recognized as offering an adequate level of data protection).

(Reference: https://www.ppc.go.jp/enforcement/infoprovision/laws/GDPR/)

③Countries/regions participating in the APEC Cross-Border Privacy Rules (CBPR) system (which have legal frameworks that conform to the APEC Privacy Framework).

USA, Mexico, Canada, Singapore, South Korea, Australia, Taiwan, Philippines

(Reference: https://www.ppc.go.jp/enforcement/cooperation/international_conference/)

④Countries whose legal frameworks are in full compliance with the OECD Privacy Guidelines, which are founded on the following eight principles Collection Limitation, Data Quality, Purpose Specification, Use Limitation, Security Safeguards, Openness, Individual Participation, and Accountability.

We ensure that all third parties to whom we transfer data and who are based in the foreign countries specified in ① through ④ above have implemented appropriate safeguards for the protection of personal data per the eight principles of the OECD Privacy Guidelines.

For further information on data protection systems in foreign countries provided by the Personal Information Protection Commission, please click here.

3. Delegation of Personal Data Processing

When we entrust the handling of customer personal data to a third party within the necessary scope to achieve our stated purposes as outlined in the preceding paragraph, we will exercise necessary and appropriate supervision over the entrusted party. Furthermore, if the entrusted party subcontracts the handling of such data, we will directly or indirectly supervise whether the entrusted party is exercising necessary and appropriate supervision over the subcontractor. The same shall apply in cases where the subcontractor further subcontracts the handling of such data.

4. Personal Related Information

(1) Cookies

Cookies are small text files that are stored on a computer's hard drive and contain information about usage of our website. We want to assure you that we do not use cookies collected through our reservation site to personally identify individuals. As these are session cookies, they are automatically deleted when the browser is closed. We utilize cookies to enhance customer experience on our website, personalize content, and analyze the performance of our advertising campaigns.

Furthermore, we analyze cookies in the form of statistical data to identify topics and areas of interest that may be relevant to our customers and leverage this information to enhance our services and personalize customer experience. We also employ cookies as a security measure to prevent unauthorized access to our systems.

For more detailed information, please refer to our Cookie Policy, which can be found here.

(2) Log Files

We automatically gather certain technical information and store it in server log files. This information may include IP (Internet Protocol) address, browser type and version, Internet Service Provider (ISP), referring and exit pages, operating system, and date and time stamps of your visits. We utilize this data to monitor and prevent unauthorized access to our systems. Additionally, we use this information to analyze user trends, administer our website, and understand how users navigate our site.

However, we use this information collected through our reservation website in a way that does not identify specific individuals, and we do not use this information for any purpose other than those stated above.

(3) Web Beacons

We use web beacons obtained on our booking site for access analysis and affiliate programs. We do not use web beacons for any purposes other than the above, nor to identify specific individuals.

(4) Statistical Analysis

To understand which areas of our website and which services are most frequently used by our customers, we utilize third-party website analytics tools to track the pages customers visit on the VELTRA site and maintain a record of browsing activity.

We utilize this data to deliver personalized content and targeted advertisements within the VELTRA platform to customers who have demonstrated an interest in particular areas or topics. In addition to the above, we may collect aggregated statistical data that does not identify specific individuals. Moreover, we may, through the use of third-party analytics platforms, allow for the reciprocal viewing of cookie data collected by us and that collected by other organizations.

(5) Personal Related Information

We may receive from third parties (with no personally identifying information) information related to customers, such as identifiers and behavioral histories (referred to as “personal-related information” as defined under the Act on the Protection of Personal Information), e.g., browsing history, location information, cookies not identifying a specific individual. By linking it with personal information we manage, we may obtain it as personal information and use it for the purposes described in “1. About the Personal Information the Company Obtains and the Purpose of Use” unless separate purposes are indicated. In that case, we will handle it as personal information per applicable laws.

(6) Disclosure of Information Relating to Individuals to Third Parties

We may provide personal-related information to third parties, such as advertising platforms. If we anticipate that the third party may combine the personal related information with other information to identify a specific individual and thereby obtain personal data (as defined in the Act on the Protection of Personal Information), we will provide such information only after fulfilling our obligations under the Act.

5. Security Control Measures for Personal Data

To prevent leakage, theft, misuse, unauthorized access, alteration, and destruction of personal data, we have established a basic policy on information security and implemented organizational, personnel, physical, and technical safety management measures.

(1) Establishment of internal regulations

We have developed and implemented internal regulations governing the processing of personal data throughout its lifecycle, encompassing acquisition, utilization, retention, disclosure to third parties, erasure, and disposal, and specifying the roles and responsibilities of relevant personnel.

(2) Organizational Security Controls

We appoint persons responsible for handling personal data, clarify the employees who handle personal data and the scope thereof, and establish a reporting and communication system for the responsible person in case of detecting any violation or sign thereof.

(3) Personal Security Measures

We regularly provide our employees with training and educational programs concerning security and the protection of personal information. We aim to enhance their awareness and understanding of data protection principles and best practices.

(4) Physical Security Measures

We have implemented safeguards to prevent unauthorized viewing of personal data. Furthermore, we take precautions to protect devices, electronic storage media, and physical documents containing personal data from theft, loss, or unauthorized access. When such items are transported, we ensure that appropriate measures are in place to prevent the easy identification of personal data.

(5) Technical Security Measures

We maintain personal data in a secure and distributed environment across several data centers. To further enhance security, we employ Secure Sockets Layer (SSL) encryption for all reservation transactions. By using a browser that supports SSL, customers can help ensure the confidentiality of data when transmitting it online.

Access to the servers housing personal data is strictly controlled and limited to authorized personnel with assigned user IDs and secure passwords. In addition, access to sensitive personal data is further restricted to a select group of employees whose roles require such access for essential data management and related duties.

For our Information Security Basic Policy, click here

6. Rights Regarding the Handling of Personal Data

Per the General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679 adopted on 27 April 2016), customers are given the following rights concerning the processing of data.

Right of Access: Customers have the right to request access to details concerning data, including the categories of data being processed, the purposes for which it is processed, and any other information stipulated by relevant legislation.
Right to Rectification: Customers have the right to request the correction of inaccurate personal data.
Right to Erasure and Right to Restriction of Processing: Customers have the right to request that we erase the data that we have collected.
Right to data portability: Customers have the right to receive data in a structured, commonly used, and machine-readable format and to transmit that data to another controller without hindrance from us.
Right to object: Customers have the right to object, based on specific circumstances, to certain uses of data, such as profiling and other processing activities performed Per applicable legal bases.
Right not to be subject to a decision based solely on automated processing, including profiling.

7. Requests for Disclosure, Correction, Suspension of Use, etc.

We are committed to addressing requests from our customers regarding the notification of the purpose of use, disclosure, correction, addition, or deletion of their retained personal data, as well as requests for the suspension of use or erasure of such data, suspension of provision to third parties, and any related complaints (hereinafter collectively referred to as Requests for Disclosure, etc.). These requests will be handled through the contact information provided in section 10 below.

On “My Page”, customers can modify and confirm their membership details, and manage their preferences for receiving email newsletters, such as unsubscribing.

8. External Links

The VELTRA website provides links to various other websites for convenience. Please note that this Privacy Policy applies solely to information collected by the VELTRA website. We disclaim any responsibility for the privacy policies and practices or the content of these linked websites. We strongly recommend that view the privacy policy of each website customer visit to familiarize yourself with their data handling practices.

9. Revision to the Privacy Policy

Our Privacy Policy is readily available on the VELTRA website, providing our customers with continuous access to information regarding the types of personal information we collect and the purposes for which it is used. Furthermore, any updates or revisions to our Privacy Policy are also published on the VELTRA website to ensure transparency and keep our customers informed.

10. Contact Information

Should the customer have any questions concerning our Privacy Policy commitment to personal information protection, how we collect and use personal information, or if the customer wishes to request disclosure, etc., we kindly ask that the customer use the inquiry form provided below. Our team will endeavor to respond to inquiries within five business days. We would also like to inform that, to verify identity and to ensure that we can provide the customer with the most appropriate response, we may need to request further information from the customer. We appreciate your understanding in this matter.

Contact Form

Veltra Inc.

Nihon Seimei Nihonbashi Building 5F (Reception on 4F), 2-13-12 Nihonbashi, Chuo-ku, Tokyo, 103-0027

Click here for the inquiry form

Revised on October 30, 2017

Revised on March 31, 2022

Revised on June 16, 2023

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Privacy Policy

Personal Information Protection Policy

Obtaining personal information

Use of Personal Information

Storage and preservation

Destruction of Personal Data

Handling customer inquiries

Safety management measures, etc.

Entity handling personal information

Contents

1. Personal Information Collected and Purposes of Use

(3) To send newsletters (including email magazines, etc.) and other communications to customers

(4) For advertising through social media and ad delivery platforms

(5) For requesting customers to fill out surveys

(6) For the awarding of mileage/loyalty points, etc. to customers by our affiliate partners

(7) For the analysis and management of customer information

(8) For obtaining travel insurance through our company

(9) To send emails requesting customers to post reviews on online review sites

(10) For detection of fraudulent use of credit cards, etc.

2. Provision of Personal Data to Third Parties

3. Delegation of Personal Data Processing

4. Personal Related Information

(1) Cookies

(2) Log Files

(3) Web Beacons

(4) Statistical Analysis

(5) Personal Related Information

(6) Disclosure of Information Relating to Individuals to Third Parties

5. Security Control Measures for Personal Data

(1) Establishment of internal regulations

(2) Organizational Security Controls

(3) Personal Security Measures

(4) Physical Security Measures

(5) Technical Security Measures

6. Rights Regarding the Handling of Personal Data

Per the General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679 adopted on 27 April 2016), customers are given the following rights concerning the processing of data.

7. Requests for Disclosure, Correction, Suspension of Use, etc.

8. External Links

9. Revision to the Privacy Policy

10. Contact Information