Handling of personal information

Mitsui Fudosan Hotel Management Co., Ltd. (hereinafter "the Company") is a member of the Mitsui Fudosan Group.

In addition to the hotel business, the Mitsui Fudosan Group engages in various other businesses, including the resort business, the housing and living-related business, the commercial facilities business, the office buildings business, and the logistics business (for details, please refer to the website of Mitsui Fudosan).

For the Company's privacy policy, please see below.

Privacy policy

Purposes of use

The Company and its group companies (which refers to and hereinafter refers to Mitsui Fudosan Co., Ltd. and the consolidated subsidiaries listed in the Annual Securities Report, etc. of Mitsui Fudosan Co., Ltd.) will use shared personal information to the extent necessary to achieve the following purposes of use.

Personal information of customers

  • 1

    To provide products and services related to our business

    Examples of our business are –
    • -hotel management and administration
    • -guidance on hotel facility planning and construction planning
    • -gathering, processing and analyzing information related to hotel management
    • -management and administration of restaurants and bars
    • -providing tourism information and assisting hotel accommodation for tourists
    • -real estate transactions, management and leasing
    • -the sale of alcoholic beverages, tobacco, revenue stamps, and postage stamps
    • -the sale of souvenirs, foodstuffs, furniture and appliances, household goods and sundries, newspapers and magazines, and acting as agents for such sales
    • -advertising and publicity
    • -all other businesses incidental to the preceding items.
    Examples of purposes of use may include the following –
    • -to sell goods or to provide services to customers such as MGH Rewards Club members, or to page guests in the hotels and facilities
    • -to manage membership information in the membership organizations operated by the Company
    • -to provide services for members (such as accommodation information or point redemption items, including gifts)
    • -to contact customers by mail, email, telephone, etc., and to respond to enquiries in relation to transactions with customers and the provision of services to members
    • -to provide security, emergency response, or fraud countermeasures.
  • 2

    To introduce products and services* handled by the Company and its group companies and to provide various types of information and special offers in relation to clothing, food, housing, recreation, and work of customers.

    Examples include the following purposes of use –
    • -to provide information on various seminars, campaigns, and events*
    • -to deliver behavioral targeted advertising* (an advertising method that analyzes information such as acquired web browsing history and service usage history to estimate customer attributes and interests, and adjust the content of advertisements) using an ad-serving company
    • -to provide discounts or other benefits when using vouchers and services.
    • * These include services based on the analysis of transaction history and other information obtained by the Company or its group companies to estimate customer attributes, interests, etc.The information, distribution, and provision referred to above will be made by telephone, letter or postcard etc., mail magazine, or direct mail.
  • 3

    To develop and improve products and services handled by the Company and its group companies in relation to clothing, food, housing, recreation, and work of customers, and additionally to conduct marketing activities, surveys, and analyses, such as market research, in order to provide better products and services to our customers.

    Examples include the following purposes of use –
    • -development and improvement of products and services
    • -conducting questionnaires
    • -customer trend analysis
    • -verifying effectiveness of sales promotion activities and formulating sales promotion plans.
  • 4

    To provide information to third parties in order to achieve the purposes of use 1 through 3 above.

Personal information of non-customers

  • -to use personal information of employees of the Company's business partners for the operation of our group hotels, etc., in order to provide services to our customers
  • -to provide information related to the recruitment selection process of the Company, and to conduct recruitment selection
  • -to manage the employment of the employees of the Company (including personnel evaluation and training).

Acquisition of information related to individuals

The Company uses data collected by cookies, or advertising IDs (smartphone device identifiers), etc. (hereinafter referred to as "cookies, etc.") from third-party data service providers to obtain web browsing and usage history as well as the results of analysis, which are then linked to each customer’s personal data and used for advertising distribution and other purposes.

In addition, the Company uses data collected by cookies, etc. to obtain web browsing or usage history as well as the results of analysis thereof from the Company's group companies, which are then linked to each customer’s personal data, and used to the extent necessary to achieve the purposes of use described in 1 through 3 in the above "Purposes of use".

Provision to Third Parties

  • 1In addition to cases in which the Company is required by law, the Company will provide personal data of customers to third parties, such as the Company's group companies, tenants and subcontractors of the Company's hotels, as well as providers of point exchange items (gifts) to the extent necessary to achieve the purposes of use described in "Purposes of use" above.
  • 2

    The information provided includes the name, address, telephone number, and other items necessary to achieve the purpose of each use, but will be limited to the minimum necessary items.

    Examples of personal data to be provided –
    • -items registered or submitted in connection with the MGH Rewards Club operated by the Company
    • -the history of points used, etc.
    Third parties that are provided with personal data (examples) –
    • -our group companies
    • -tenants and subcontractors of hotels operated by the Company, as well as providers of point exchange items (gifts).
  • 3When providing information to a third party in writing, by mail, telephone, fax, e-mail, or electronic media, etc., the Company shall deliver the information with due consideration of security control, and when providing electronic data, the Company shall ensure that encryption and other necessary measures are taken as part of the delivery process.
  • 4The company will cease providing a customer’s personal information to third parties at the request of the relevant customer, in accordance with the provisions of the Personal Information Protection Law. The customer should contact the "Mitsui Fudosan Hotel Management Co., Ltd. Customer Service Center" to make such a request. Please be aware that the customer may not be able to receive some or all of the Company’s services due to the cessation.
  • 5In the event that a third party identifies a guest's name and requests contact by telephone or by visiting the hotel, hotel staff will respond to the request only when the name and room number match. If the guest does not wish to be contacted by telephone, the Company will cease providing the guest’s personal information to third parties. If a guest wishes the Company to cease providing the guest’s personal information to third parties, the guest must notify the front desk staff at the time of reservation or check-in.

Providing information to third parties located outside Japan

The recipients of our personal information include Mitsui Fudosan Group companies, business partners, contractors and other third parties located in countries or regions outside Japan. Information regarding such foreign countries and third parties is as follows –

  • (1)Name
    Mitsui Fudosan Taiwan Hotel Management Co., Ltd.
  • (2)For information on systems for the protection of personal information in the relevant foreign country, please refer to the contents of the Personal Information Protection Commission website in the link below.
    https://www.ppc.go.jp/files/pdf/210917_pp_offshore_kouhyou_sywkqc.pdf
  • (3)Information on measures taken by a third party to protect personal information
    The recipients are Mitsui Fudosan Group companies and they handle the information in accordance with the internal rules for the protection of personal information as the Mitsui Fudosan Group. For details on measures necessary to ensure the continuous implementation of equivalent measures (measures in line with the intent of the provisions of the Personal Information Protection Law of Japan), please contact the Consultation Desk for Disclosure, etc.

Joint Use

The Company shares personal data of customers as follows:

  • (1)

    Items of personal data to be shared –
    - name, address, date of birth, telephone number, e-mail address, information on transaction history, etc.

    Examples of personal data to be shared –
    • -items registered or submitted in connection with the MGH Rewards Club operated by the Company
    • -points usage history, etc.
  • (2)The extent of joint users –
    Our group companies
  • (3)Purposes of use by joint users –
    Same as purposes of use 1 through 3 listed in "Purposes of use" above
  • (4)Party responsible for joint use –
    Mitsui Fudosan Hotel Management Co., Ltd.
    In order to provide services to customers in an integrated manner as the Mitsui Fudosan Group, the Company will jointly use the personal data of customers acquired by our group companies and endeavor to keep it up-to-date and accurate at all times.

Measures Taken for Security Management

The Company will comply with relevant laws, regulations, and guidelines, and take necessary and appropriate measures to prevent leakage, loss, or damage of the personal data that it handles and to otherwise manage personal data in a secure manner (hereinafter referred to as "Security Management Measures"). The Company will take the following measures.

Formulating Basic Policy

The Company has established a basic policy to ensure the proper handling of personal data. (Please click here for the basic policy)

Establishing rules in handling personal data

The Company has established internal rules governing how personal data is handled, who is responsible and in charge, and their duties.

Organizational security management measures

Each division and department of the Company has an "Information Security Manager" who is responsible for the handling of personal information, and who is responsible for evaluating and improving security management measures by reporting on the handling of personal information on an annual basis.

In addition, the Company has a system in place to ensure that employees (including contract employees and temporary staff) comply with internal regulations concerning security management measures, and to report and inform the person in charge if they become aware of any fact or indication that an employee is in violation of the law or internal regulations.

Human security management measures

The Company provides its employees with education and training on the proper handling of personal information.

Physical and technical security management measures

The Company controls the entry and exit of employees to areas where personal data is handled, and secures and locks equipment or devices that hold personal data.

In addition, the Company controls access to personal data and to information systems that handle personal data, takes countermeasures against malicious software, and monitors information systems.
For example: prohibiting the storage of personal data on local disks, periodical change of authentication passwords, obtaining and analyzing operation histories.

Understanding the External Environment

When storing customer’s personal data on servers located in foreign countries, the Company implements security measures to ensure an understanding of the systems in place for the protection of personal information in each country. For further information, please contact the MGH Rewards Club office.

Consultation and complaints regarding handling of personal information

In accordance with the provisions of the Personal Information Protection Law, for details on the disclosure, correction, addition, deletion, cessation of usage, or erasure of personal information, and on necessary measures to ensure the continuous implementation of appropriate measures (hereinafter collectively referred to as "disclosure, etc."), please contact the following office.

MGH Rewards Club Office, Mitsui Fudosan Hotel Management Co., Ltd.
TEL: 03-3548-0328 (weekdays from 10:00 to 17:00)
FAX: 03-3275-1072

Mailing address:
c/o Customer Center,
Mitsui Fudosan Hotel Management Co., Ltd.
2F Nihonbashi Honcho 2-chome Bldg.
2-2-5 Nihonbashi-Honcho, Chuo-ku, Tokyo 103-0023, Japan

For specific procedures for disclosure, etc., please refer to the Procedures for Disclosure of Personal Information.

Procedures for Disclosure of Personal Information

  • (1)Request for Disclosure, etc.

    Requests for disclosure, etc. must be made with the required documents by mail to the address below. Please write "Request for Disclosure of Personal Information enclosed" in red ink on the envelope.

    (Please send your request to)
    c/o Personal Information Disclosure Request Desk (Customer Center)
    Mitsui Fudosan Hotel Management Co., Ltd.
    2F Nihonbashi Honcho 2-chome Bldg.
    2-2-5 Nihonbashi-Honcho, Chuo-ku, Tokyo 103-0023, Japan

  • (2)Documents (or forms) to be submitted for disclosure procedures, etc.

    To request disclosure, please download the following request form, fill in the required items, and mail it to the address above.
    Personal Information Disclosure Request Form(PDF)

  • (3)Required documents

    Please see the table below for required documents.
    One copy of each document is required.
    Please note that the certificate of residence, etc., except for the abstract of the family register, does not need to contain personal information other than the domicile of origin, and of the customer or of the applicant listed in the disclosure application form. The certificate of residence, an extract from family register, certificate of registered matters, certificate of seal impression, etc. must have been issued no more than three months prior to a request for disclosure, etc.
    *If the certificate of residence, My Number Card, etc. does not show both the applicant's former name and new family name, an extract from the family register will be required separately.

    (a)In the case of an application by the customer
    • (1)Certificate of residence of the customer
    • (2)A copy of the identification card issued by a public institution that includes the customer’s name and address (e.g., driver's license, passport, insurance card, etc.)
    • (3)If a person who uses a new family name makes a request for disclosure under his/her former name, an extract from the family register is also required.
    (b)In the case of applied by a legal representative of a minor
    • (1)Documents proving the authority of legal representation (e.g., a copy of the family register)
    • (2)The legal representative's own certificate of residence
    • (3)A copy of the identification card of the legal representative issued by a public institution that includes the name and address of the legal representative (e.g., driver's license, passport, etc.)
    • For foreign nationals, instead of (1) and (2), the Certificate of Registered Matters of the Alien Registration Certificate of the minor and the legal representative are needed.
    (c)In the case of an application by a legal representative of an adult ward of court
    • (1)Documents proving the authority of legal representation (e.g., a copy of the family register)
    • (2)The legal representative's own certificate of residence
    • (3)A copy of the identification card of the legal representative that includes the name and address of the legal representative and is issued by a public institution (e.g., driver's license, passport, etc.)
    • For foreign nationals, the Certificate of Registered Matters of the Alien Registration Certificate will be substituted for the certificate of residence in item (2).
    (d)In the case of an application by an entrusted representative of the applicant
    • (1)A letter of attorney issued by the applicant (signed by the applicant and stamped with the applicant's personal seal
    • (2)Certificate of seal impression of the applicant
    • (3)Certificate of residence of the applicant
    • For foreign nationals, the Certificate of Registered Matters of the Alien Registration Certificate will be substituted for the certificate of residence in item (3).
  • (4)Fees and how they are collected

    A fee of 1,500 yen (including tax) is required for each application. The fee of 1,500 yen in the form of a fixed-sum money order (issued by a post office) must be enclosed with the request documents. (No bank transfers are accepted.) (as of April 1, 2022)

    *Customers are responsible for the cost of postage to the Company and for the fees for obtaining a fixed-sum money order. If the response from the Company is to be sent outside Japan, the customer must also bear the actual costs (i.e., international postage).

  • (5)Method of response to requests for disclosure, etc.

    The response will be mailed to the address written on the Personal Information Disclosure Request Form. In principle, the reply will be addressed to the person named in the request for disclosure at the address indicated on the resident certificate. Even if an authorized representative applies for the request for disclosure, the reply will be addressed to the person named in the request for disclosure at the address indicated on the resident certificate. In principle, a response letter will be sent within seven business days after receipt of all application documents for disclosure. In some situations, a response to an inquiry may take longer, depending on the operation level of normal business or the storage status of personal data.

  • (6)"Purpose of use" of personal information obtained in connection with a request for disclosure, etc.

    Personal information obtained in connection with a request for disclosure, etc. shall be handled only to the extent necessary for the request for disclosure, etc.

  • (7)On non-disclosure of "Disclosure of Personal Information, etc. "

    The following cases will be considered as non-disclosure. Even in the case of non-disclosure, the required fee will still be charged.

    • -when the fee for disclosure is not paid
    • -when the address on the request form does not match the address on the documents for identification, or when the identity of the applicant cannot be confirmed
    • -when the right of representation cannot be verified for a request by a proxy
    • -cases in which the subject of the request for disclosure does not fall under the category of "Disclosure of Personal Information, etc."
    • -if there is a risk of harm to the life, body, property, or other rights or interests of the person named in the request for disclosure or a third party
    • -if there is a risk of significant hindrance to the proper conduct of the Company’s business
    • -if it would violate other laws and regulations.
  • (8)Other
    • -The written response to the disclosure request may not include the most recent information.
    • -If an investigation reveals that the personal information requested is not held, the Company will advise to that effect.
    • -The Personal Information Disclosure Request Desk of Mitsui Fudosan Hotel Management Co., Ltd. will store the application documents appropriately and will dispose of the application documents in an appropriate manner three years after the completion of the response to the request for disclosure. The application documents will not be returned.
Date of enactment:1 April, 2005
Revision Date: 1 September, 2011
1 April, 2015
30 May, 2017
1 June, 2018
15 Oct, 2021
29 Mar, 2022
Announced on March 29, 2022