Privacy Policy

Article 1. Collection of Personal Information

When handling inquiries, reservations, quotations, service provision and operations management, the Company may collect the following personal information to the extent necessary for our business:

1. Name, name in kana (where applicable), company or organization name
2. Contact details such as telephone number, email address, WhatsApp number and address
3. Desired date and time of pickup, pickup location, drop-off location, stopovers and destination
4. Number of passengers, desired vehicle type, quantity and size of luggage, and requested services
5. Reservation number, reservation details, reservation history, usage history and inquiry history
6. Information necessary for payment, billing and issuing invoices and receipts
7. Information necessary for dispatch, transfers and safe operation
8. Information provided through inquiry forms, reservation forms, email, telephone, messaging apps and similar channels
9. IP address, cookies, access date and time, browser information and similar data generated by your use of our website
10. Any other information you voluntarily provide

Information about wheelchair use, the need for assistance and other special considerations is collected only to the extent necessary to provide our services. Where it constitutes special care-required personal information, it will be handled appropriately in accordance with applicable law.

The Company collects personal information by lawful and fair means and does not collect it by deception or other improper means.

Article 2. Purposes of Use

The Company uses the personal information it collects only to the extent necessary to achieve the following purposes:

1. Accepting, confirming, changing and cancelling reservations for taxi, chauffeured car, sightseeing taxi, charter and other services
2. Responding to inquiries, preparing quotations and providing fare information
3. Arranging vehicles and drivers, dispatch and operations management
4. Notifying customers of pickup location, pickup time, assigned driver, vehicle information and similar details
5. Communicating with customers by telephone, email, SMS, messaging apps and similar means
6. Settling fares and charges, issuing invoices and receipts, and confirming payments
7. Handling lost property, accidents, troubles, complaints and inquiries
8. Ensuring the safety of customers and drivers, preventing accidents and checking operating conditions
9. Maintaining and improving service quality and improving our operations
10. Operating and maintaining our website and reservation systems, security measures and prevention of misuse
11. Creating and retaining records as required by law, and taking necessary action
12. Other purposes incidental to the above

Except where permitted by law, if the Company needs to use personal information beyond the scope necessary to achieve the purposes specified in advance, it will take the necessary steps, such as obtaining consent, in accordance with the law.

Article 3. Provision to Third Parties and Cooperation with Investigative Authorities

As a general rule, the Company does not provide personal data to third parties without the prior consent of the individual concerned.

However, in the following cases, the Company may provide personal information to the extent necessary and in accordance with the law:

1. Where required by law
2. Where the police, prosecutors or other investigative authorities make an inquiry or request for information based on law in connection with a criminal investigation, an investigation of an incident or accident, the search for a missing person or similar matters
3. Where it is necessary for the protection of a person's life, body or property and it is difficult to obtain the individual's consent
4. Where it is particularly necessary for improving public health or promoting the sound upbringing of children and it is difficult to obtain the individual's consent
5. Where it is necessary to cooperate with a national agency, a local government or a person entrusted by them in performing duties prescribed by law, and obtaining the individual's consent would be likely to interfere with those duties
6. Other cases permitted by the Act on the Protection of Personal Information or other related laws

When the Company receives an inquiry or request for information from the police or other investigative authorities, it will confirm the content of the request, its legal basis and the necessity of providing the information, and may cooperate to a lawful and appropriate extent.

In such cases, reservation information, pickup date and time, pickup and drop-off locations, stopovers, operation records, contact details and other related information lawfully held by the Company may be used for investigations in accordance with the law.

Even when a request is made by an investigative authority, the Company does not provide personal information unconditionally and makes appropriate decisions in accordance with applicable laws and regulations.

Where permitted by law, the Company may not notify the individual in advance of the provision of information.

Article 4. Outsourcing the Handling of Personal Information

To the extent necessary for providing our services and carrying out our business, the Company may outsource the handling of personal information to external service providers.

Outsourced operations may include:

1. Operation and maintenance of our website and reservation systems
2. Operation of email servers and sending and receiving of email
3. Management and storage of reservation information
4. Payment processing and billing-related operations (for example, online advance payment for sightseeing taxi courses is handled on an external payment site, where that site's own terms and privacy policy apply)
5. Other operations necessary for providing our services

When selecting a contractor, the Company checks its personal information management system and provides necessary and appropriate supervision.

Where personal data is handled outside Japan, for example through outsourcing to a business located abroad, the Company will take the necessary confirmation, information-provision and protective measures in accordance with applicable law.

Article 5. Security Management Measures

To prevent leakage, loss, damage, falsification, unauthorized access and misuse of personal data, the Company takes necessary and appropriate security management measures according to the nature of the information and the associated risks.

The main security management measures are as follows:

1. Establishing internal rules on the handling of personal information
2. Educating and appropriately supervising employees who handle personal information
3. Appropriately setting and managing access rights to personal information
4. Appropriately managing passwords and other authentication information
5. Measures against unauthorized access to information systems
6. Appropriate storage of documents and electronic data containing personal information
7. Appropriately deleting or disposing of information that no longer needs to be retained
8. Establishing a response system for cases where a leak of personal information occurs

The Company reviews and improves these security management measures as necessary.

Article 6. Inquiry Form and Reservation Form

Information you enter in the inquiry form and reservation form on our website may be sent to email addresses, email servers or reservation management systems managed by the Company.

The information is used to respond to inquiries, confirm reservations, prepare quotations, arrange vehicles and drivers, and contact you about operations.

In operating these forms, the Company takes necessary security management measures, including encrypted communication, measures against unauthorized access and unauthorized submissions, and appropriate management of entered information.

An automatic reply email may be sent after you submit the form. The automatic reply only acknowledges receipt of your inquiry or reservation request and does not guarantee that a reservation has been made. A reservation is confirmed only when the Company sends you a confirmation of the reservation.

Submission from the form may not complete normally due to system failures, communication conditions or other circumstances. If your request is urgent, or if you do not receive a reply from us, please contact us by telephone or other means.

Article 7. Email and External Communication Services

The Company may use email, telephone, SMS, WhatsApp and other messaging services to communicate with customers.

Information obtained through these services is used to confirm reservations, arrange dispatch, give operational notices and respond to inquiries.

When external services are used, the terms of use and privacy policy of the relevant service provider may apply.

The Company will take necessary measures, in accordance with applicable laws, regarding the handling of personal information in connection with the use of external services.

Article 8. Operation Records and In-Vehicle Equipment

To ensure safe operation, prevent accidents, check the circumstances when an accident or trouble occurs, and for other legitimate business purposes, the Company may collect video, audio, location data, operating conditions and similar information through drive recorders, operation recording devices and other in-vehicle equipment installed in vehicles.

This information is managed appropriately within the necessary scope and retained only for the period necessary to achieve its purposes or the period required by law.

In the event of an accident, incident or other matter, the Company may provide necessary information to the police and other relevant authorities in accordance with the law.

The types of information collected vary depending on the specifications of the vehicle and installed equipment.

Article 9. Cookies and Access Analytics

Our website may use cookies and similar technologies to improve convenience, maintain normal operation, ensure security and understand how the site is used.

You can disable cookies in your browser settings. However, some functions may not work properly.

We use Google Analytics (GA4), an access analytics tool provided by Google, to understand how our website is used and to improve our services. Google Analytics uses cookies to collect traffic data. The information collected is anonymous and does not identify individuals. Data collected mainly includes pages visited, date and time of visit, browser and device information, region (city level) and referral source.

On your first visit, a cookie banner asks whether you accept analytics cookies; analytics data is collected only if you accept. You can also refuse collection by disabling cookies in your browser settings.

For details, please see the following policies of Google:

• Google Privacy Policy
• Google Analytics Terms of Service

Article 10. Retention Period

The Company retains personal information appropriately for the period necessary to achieve the purposes of use or the period required by law.

Personal information that no longer needs to be retained will be deleted or disposed of by appropriate means, except where retention is required by law or for other legitimate reasons.

However, where there are legitimate reasons, such as dealing with accidents, disputes or unpaid charges, or legal obligations, the Company may continue to retain it to the extent necessary.

Article 11. Disclosure, Correction and Suspension of Use of Retained Personal Data

When the individual concerned or a legitimate representative requests, in accordance with the law, notification of the purposes of use, disclosure, correction, addition, deletion, suspension of use, erasure or suspension of third-party provision of retained personal data, the Company will carry out the necessary procedures, such as identity verification, and respond appropriately in accordance with the law.

Where the law does not oblige the Company to comply with a request, we may not be able to meet your request.

To make such a request, please contact the contact point described in Article 13.

Article 12. Response to Data Breaches

If a leak, loss, damage or other incident involving personal information occurs, or is likely to have occurred, the Company will investigate the facts, prevent the damage from spreading, determine the cause and take measures to prevent recurrence.

Where the law requires a report to the Personal Information Protection Commission or notification to the individuals concerned, the Company will respond appropriately in accordance with the law.

Article 13. Contact Point for Personal Information

For questions, consultations, complaints or requests for disclosure regarding the handling of personal information by the Company, please contact:

Matsuba Taxi Co., Ltd.
Representative Director: Kazuhiko Matsuba
Head Office (Saku): 779-2 Sarukubo, Saku-shi, Nagano 385-0011, Japan
Contact point: Karuizawa East Office, 305 Karuizawa-Higashi, Karuizawa-machi, Kitasaku-gun, Nagano 389-0104, Japan
Telephone: +81 267-42-2181
Email: karuizawa@matsuba-taxi.com

Article 14. Revisions to this Privacy Policy

The Company may review and revise this Privacy Policy from time to time in response to changes in laws and regulations, changes to our services, or changes in how personal information is handled.

Revised content will be announced by posting it on our website or by other appropriate means.

Disclaimer

We strive to publish accurate information on our website, but we do not guarantee its accuracy or safety. The Company accepts no liability for any damage arising from the use of this website.