Privacy Policy

01Business Information

Company

IBATTLE CO., LTD.

Address

2F Sato Building, 2-33-6 Minami-Ikebukuro, Toshima-ku, Tokyo 171-0022, Japan

Privacy Officer

Izumi Keni, Director

Phone

+81-3-5656-9258

Email

info@ibattle.jp

02Information We Collect

We collect personal information to the extent necessary for the operation of our services.

1. Reservation and Inquiry Information

• Name, address, phone number, email address
• Nationality
• Credit card information (via OTAs)
• LINE ID (when adding our official account as friend)
• Reservation details (property, dates, number of guests, etc.)

2. Check-in Information (including items required by Japanese Inns and Hotels Act)

• Names, addresses, and occupations of all guests
• For foreign nationals: passport number, nationality, date of entry into Japan
• Photograph of identification document
• Selfie photograph for identity verification

3. Stay-Related Information

• Property used and length of stay
• Survey responses
• Reviews and feedback
• Inquiries and special requests

4. Automatically Collected Information

• Cookies and access logs
• Browser information, IP address, referrer
• User behavior analytics

5. Surveillance Camera Footage

• Installed only outside the property (entrance, perimeter, etc.). No cameras are installed inside.

03Methods of Collection

• Our reservation and check-in forms
• Online Travel Agencies (Booking.com, Rakuten Travel, Jalan, Ikyu, Airbnb, etc.)
• LINE Official Account
• Google Forms
• Direct inquiries via phone, email, or fax
• On-premises surveillance cameras

04Purposes of Use

We use collected personal information for the following purposes:

1. Provision of accommodation services and performance of contracts
2. Reservation confirmation, modification, and cancellation
3. Check-in and check-out procedures
4. Creation and retention of guest registry required by the Japanese Inns and Hotels Act
5. Emergency contact
6. Security and safety management of facilities
7. Service improvement analysis and statistics (processed to be non-identifiable)
8. Marketing and campaign communications to returning guests
9. Fraud prevention
10. Disclosure or reporting required by law

05Third-Party Disclosure

We do not disclose personal information to third parties without your consent, except in the following cases:

1. As required by law (legitimate requests from police, courts, government agencies)
2. To protect human life, body, or property
3. Reports required by the Japanese Inns and Hotels Act (submissions to public health offices)
4. For public health or sound development of children where particularly necessary
5. With your prior consent

06Outsourcing and Joint Use

For service provision, we may provide personal information to the following parties (joint use or outsourcing). We require these parties to manage personal information appropriately under proper contracts.

1. Reservation Management System

• Beds24 Pty Ltd (Australia)

2. Online Travel Agencies (OTAs)

• Booking.com B.V., Rakuten, Inc. (Rakuten Travel), Recruit Co., Ltd. (Jalan.net), Ikyu Corporation, Airbnb Ireland UC, and others

3. Messaging Services

• LY Corporation (LINE Official Account)

4. Data Management and Analytics

• Google LLC (USA) — Google Forms, Google Analytics, Google Drive

5. Service Providers

• Cleaning contractors, facility management contractors, payment processors, email delivery services

07International Transfer of Personal Information

Through the parties listed in Article 6, your personal information may be transferred to the following countries and regions, which may have personal information protection regimes different from Japan:

• United States (Google LLC, etc.)
• Australia (Beds24, etc.)
• Other countries where OTAs are based

We require these transferees to handle personal information in accordance with standards equivalent to Japan's Act on the Protection of Personal Information through contracts.

08Retention Period

Guest Registry

3 years (Japanese Inns and Hotels Act)

Reservation/Transaction Records

7 years (accounting-related laws)

Marketing Contacts

Until you request to opt out

Other Information

Until the purpose is achieved, or as required by law

09Security Measures

To prevent leakage, loss, or damage of personal information, we implement the following measures:

• Restricted access permissions to personal information
• Password and encryption protection
• Secure disposal of unnecessary personal information
• Employee training
• Appropriate selection and supervision of contractors
• Periodic inspections by the Privacy Officer

10Cookies and Analytics

Our website uses cookies and analytics tools such as Google Analytics to improve our services. These tools analyze site usage through cookies but do not collect personally identifiable information.

You may disable cookies through your browser settings. However, some features of our website may not function properly if disabled.

For Google Analytics' terms of service and privacy policy, please refer to Google's official website.

11Your Rights

You may request the following regarding personal information we hold about you:

1. Notification of purposes of use
2. Disclosure of personal information
3. Correction, addition, or deletion of contents
4. Cessation of use or deletion
5. Cessation of third-party disclosure

Requests should be submitted to the contact in Article 14 after identity verification. We will respond within a reasonable period in accordance with applicable laws.

12For EU/EEA Residents (GDPR)

If you are subject to the EU General Data Protection Regulation (GDPR), in addition to the rights in Article 11, you have the following rights:

• Right to restrict processing
• Right to data portability
• Right to object to processing
• Right to withdraw consent (for marketing, etc.)
• Right to lodge a complaint with a supervisory authority

Legal bases for our processing of personal information are: performance of contract, compliance with legal obligations (Japanese Inns and Hotels Act, etc.), and consent (for marketing, etc.).

13Japanese Inns and Hotels Act — Special Notes

Under Article 6 of the Japanese Inns and Hotels Act, information recorded in the guest registry is handled as follows:

• Required to be retained for 3 years
• Must be presented upon request by police officers
• Must be presented during inspections by public health offices
• Deletion requests during the retention period generally cannot be accommodated

14Contact

For inquiries, requests, or consultations regarding the handling of personal information, please contact:

15Policy Updates

This Privacy Policy may be revised in response to legal changes or service updates. Revised content takes effect when posted on our website (ao-villa.jp). For significant changes, we will provide appropriate notice on our website.