Introduction

This Privacy Policy is issued by Peace Craft Kabushiki Kaisha (“we”, “our”, or “us”), the operator of Shakespeare Hotel, to explain how we collect, use, disclose, and protect the personal data of individuals who visit our website (hakuba-shakespeare-hotel.com), make a reservation with us (directly or through a third-party booking site), stay at our hotel, or otherwise interact with us. This Policy is prepared with reference to Japan’s Act on the Protection of Personal Information (APPI).

We respect your privacy and handle personal data in accordance with Japan’s Act on the Protection of Personal Information (APPI) and other applicable law. This Policy describes our handling practices; it does not treat mere use of the website as consent where APPI or another law requires a separate, informed agreement.

Collection of Personal Data

We may collect personal data directly from you, or through third parties, including:

• your name, contact details, passport/identification details (for check-in purposes), and payment details;
• reservation details, including dates of stay, room type, rate, special requests, and services purchased (such as dining or activities);
• communications with our reservations, front desk, or guest services teams (by phone, email, or in person);
• information collected through the use of CCTV and other security systems on our premises;
• telephone numbers dialled from, and messages (including fax) sent or received through, guest room telephone and fax facilities, where such facilities are provided;
• your feedback, reviews, and survey responses; and
• health, allergy, dietary, mobility, or accessibility information that you choose to provide for a special request; and any other personal data you choose to provide to us.

We may also obtain personal data from third parties, such as booking platforms, travel agents, and payment processors, and combine this with information we already hold where necessary to manage your reservation or stay.

Where you provide personal data about another person, you must be authorised to do so and should make this Policy available to them. Information concerning health, allergies, disabilities, or similar matters may constitute special care-required personal information under APPI. We collect and use it only as reasonably necessary to respond to the request and, where required, with the individual’s consent or another lawful basis.

Types of Personal Data

Personal data we may process includes, but is not limited to:

• identification and contact details (name, address, phone number, email, passport/visa information);
• stay and transaction information (arrival/departure dates, room preferences, goods and services purchased);
• payment details (credit card and other payment information);
• images or footage captured by CCTV on our premises;
• technical and device data collected automatically when you use our website (see “Website, Online and Digital Data” below); and
• any other information you provide in connection with a special request, complaint, or enquiry.

Purposes of Processing

We collect, use, and disclose personal data for the following purposes:

Hotel Operations

• processing and confirming room reservations, check-in and check-out, and billing;
• providing on-site services including dining, activities, and guest requests;
• responding to enquiries and providing customer service and support;
• creating and maintaining guest profiles for the purpose of managing your stay and future bookings;
• administering debt recovery and payment collection in connection with unpaid charges, cancellations, or damage;

Legal, Compliance, and Risk Management

• meeting legal and regulatory requirements, including maintaining the guest register required under Japan’s Hotel Business Act. The register records each guest’s name, address, contact details, and other information required by the relevant authority; for a foreign national who has no address in Japan, it also records nationality and passport number;
• preventing, detecting, and investigating fraud, crime, or breaches of our policies;
• maintaining the safety and security of guests, staff, and premises, including CCTV monitoring;

Marketing

• sending promotional communications, offers, and information about the hotel and its services only where you have consented or where otherwise permitted by law, with a way to opt out;
• conducting guest satisfaction surveys and market research;
• organising and administering marketing events, promotions, and prize draws, including disclosing the identity of winners where applicable;

Corporate and Administrative

• internal record keeping, audit, business administration, and group-level reporting and analysis; and
• other purposes reasonably related to a notified purpose, or a new purpose notified to you and, where required, supported by consent.

CCTV and Security Surveillance

Our premises are under CCTV surveillance for the safety and security of guests, staff, and property. Recordings may be disclosed to law enforcement or relevant authorities where necessary, and are stored securely with access limited to authorised personnel.

Website, Online and Digital Data

When you visit our website, we may automatically collect technical information about you, including:

• Log Information: system log data such as your browser type, access times, pages viewed, your IP address, and the page you visited before navigating to our website;
• Device Information: information about the device you use to access our website, including hardware model, operating system and version, and unique device identifiers (such as IP address or wireless network interface address); and
• Location Information: where we offer a mobile application, we may collect information about your device’s location each time you use it or otherwise with your consent; you may turn off location services for your device at any time, though this may disable some features.

This information is used for the purposes of website security, administration, and improving the user experience. Please see our Cookies Policy for details on cookies and similar tracking technologies specifically.

Disclosure of Personal Data

We may disclose your personal data to the following parties, where necessary for the purposes described above:

• our affiliated companies, on a need-to-know basis, for group administration, reporting, and internal analysis, and to facilitate the operation of our business;
• third-party payment processors, booking platforms, and IT service providers who help us operate our website and process reservations;
• travel agents or group organisers involved in arranging your stay;
• law enforcement, courts, tax and other governmental authorities, or regulatory bodies, where required by applicable law;
• where we believe disclosure is necessary to protect the rights, property, or safety of the Hotel, our guests, staff, or others;
• our professional advisors (accountants, auditors, lawyers) in connection with managing our business;
• any actual or prospective purchaser, investor, or successor in connection with a merger, acquisition, financing, restructuring, or sale of all or part of our business; and
• any other party with your consent or at your direction.

Direct Marketing

We will only send you promotional communications, offers, or updates about the Hotel and its services where you have consented, or where otherwise permitted by law, and you may withdraw that consent and opt out at any time, free of charge.

We will only share your personal data with third parties, including any loyalty, rewards, or partner programmes, so that they may send you their own marketing, where you have separately consented to that specific sharing. You may withdraw that consent at any time, free of charge.

Security Measures

We maintain security measures appropriate to the nature and risk of the personal data we handle. These include internal handling rules, role-based access restrictions, staff training and supervision, physical safeguards, authentication and other technical controls, incident-response procedures, and supervision of service providers. We also take reasonable steps to understand the personal-data protection environment in countries where data is handled. Further information about our security measures is available on request, subject to legal and security restrictions.

Cross-Border Transfer of Personal Data

We may disclose or transfer personal data to recipients located outside Japan, and may store, process, or permit remote access to personal data outside Japan, where reasonably necessary for the purposes described in this Privacy Policy or for the operation, administration, security, and protection of the Hotel and its business.

Such overseas processing may include processing in Singapore and Malaysia by our property-management system and related service providers. Personal data may also be transferred to other countries identified in the relevant consent notice or other information provided at or before the time of transfer.

Overseas recipients may include property-management and reservation-system providers, booking platforms, travel agents, payment processors, acquiring banks, card networks, financial institutions, cloud-hosting and information-technology providers, communications and guest-service providers, security and fraud-prevention providers, professional advisers, insurers, governmental or regulatory authorities, and any purchaser or successor in connection with a proposed or completed sale, restructuring, financing, or transfer of all or part of our business.

The personal data transferred may include identification and passport information, contact details, reservation and stay information, payment and transaction information to the extent handled by us, communications, preferences and special requests, incident and security records, and other information reasonably necessary for the relevant purpose.

Where we rely on your consent for an overseas disclosure or transfer, by ticking the relevant checkbox, signing a registration card or other document containing this notice, or otherwise affirmatively accepting the applicable consent notice, you expressly acknowledge, consent to, and authorise Peace Craft Kabushiki Kaisha and Shakespeare Hotel to disclose, transfer, store, process, and permit access to your personal data outside Japan, including in Singapore and Malaysia, for the purposes described above and elsewhere in this Privacy Policy.

You acknowledge that personal-information protection laws and enforcement mechanisms outside Japan may differ from those applicable in Japan and may not provide identical rights, protections, or remedies. We will take the contractual, supervisory, security, and other measures required under applicable Japanese law, but cannot guarantee that foreign laws or governmental practices will be equivalent to those of Japan.

Nothing in this section restricts our right to disclose or transfer personal data outside Japan without consent where the transfer is otherwise permitted by applicable law, including where the recipient maintains an appropriate system for continuously implementing protections equivalent to those required under Japan’s Act on the Protection of Personal Information or where another statutory exception applies.

If you do not provide consent required for processing necessary to administer a reservation or provide Hotel services, we may be unable to accept, maintain, or fulfil the reservation or provide the relevant service. Except where otherwise required by applicable law or the applicable booking terms, this will not itself entitle you to a refund, compensation, or other remedy.

If you provide personal data concerning another guest, visitor, or member of your booking party, you confirm that you are authorised to provide that information and are responsible for informing that person of this Privacy Policy and obtaining any consent required for its disclosure, use, and overseas transfer.

Retention and Deletion

We retain personal data only for as long as reasonably necessary for the purposes described in this Policy, to establish or defend legal claims, or to meet legal requirements. Guest-register information is retained for at least three years as currently required under Japan’s Hotel Business Act. Retention periods for reservation, payment, CCTV, marketing, and technical data may differ according to purpose, legal requirements, security needs, and ordinary limitation periods. When data is no longer required, we securely delete or anonymise it.

Children and Minors

We collect personal data about children only as reasonably necessary for a family or group booking, their stay, safety, or a legal requirement. A booking must be made by an adult with authority to provide the relevant information. Where a minor cannot validly consent, consent must be provided by a parent or legal guardian.

Your Rights and Choices

Subject to APPI and other applicable law, you have the right to:

• request notification of the purposes for which we use retained personal data and request disclosure of that data, subject to APPI;
• request correction, addition, or deletion where retained personal data is inaccurate;
• request suspension of use, erasure, or cessation of third-party provision where the conditions prescribed by APPI are met;
• request disclosure of records of third-party provision where APPI grants that right; and
• opt out of receiving marketing communications at any time, free of charge.

To exercise an APPI right, contact us using the details below and identify the request, the relevant data, and your contact information. We may ask for information reasonably necessary to verify identity or authority, and may charge a fee only where permitted and disclosed in advance. We will respond within a reasonable period and explain any refusal to the extent required by law.

Consent and Optional Provision

Providing personal data is generally voluntary, except where necessary to process your reservation or fulfil a specific request. If you choose not to provide certain data, we may not be able to complete your booking or provide the requested service.

Changes to this Policy

We may update this Privacy Policy from time to time. The latest version will be posted on our website, together with its effective date. Continued use of our website or services following such updates constitutes your acceptance of the revised Policy.

Contact Information

Questions, complaints, and requests concerning this Policy or our handling of personal data may be directed to:

PeaceCraft Kabushiki Kaisha
Shakespeare Hotel
Address: 3020-682 Hokujo, Hakuba Village, Kitaazumi District, Nagano 399-9301, Japan
Phone: +81 26 172 6666
Email: bookings.shakespeare@ormondhotels.com

Miscellaneous

This Privacy Policy is governed by the laws of Japan. This Policy is written in English. Where it is translated into Japanese or another language, including for use in guest-facing materials such as the registration card, the English version shall prevail in the event of any inconsistency.

Last Updated: 30 September 2026