Privacy Policy
TravelerSide limits the personal information it collects to what is reasonably necessary to review inquiries, prepare services, communicate with travelers, and administer bookings.
Trip Inquiry is operated using a personal Google Account. Google states that it maintains servers around the world and that information may be processed on servers outside the country where a user lives.
1. Information we collect
Through the Trip Inquiry form and related communications, TravelerSide may collect:
- name of the booking representative, email address, and contact method while in Japan
- requested plan, service date, start time, and meeting place
- number of participants, number of preschool-age children, whether anyone under 18 will participate, and ages where necessary
- for Airport Arrival Support: airport, flight number, scheduled arrival time, and destination after the airport
- whether you would like to discuss mobility or communication in advance
- accommodation name or address when relevant
Trip Inquiry does not ask for detailed medical or health information such as medical history, diagnoses, detailed disability information, allergies or medications. It also does not ask for card numbers or file uploads.
2. How we use the information
- to understand your requested service and schedule and explain TravelerSide services
- to prepare the service, coordinate meeting arrangements and communicate when necessary
- to make practical and safety-related preparations needed for the requested service
- to administer booking confirmation, electronic signature and payment
- to respond to inquiries, incidents, disputes or legal obligations
3. Google Forms
TravelerSide uses Google Forms for Trip Inquiry. Responses are generally kept in the form itself and are not linked to Google Sheets as part of the standard opening operation. Google states that it maintains servers around the world and that information may be processed on servers outside the country where a user lives.
TravelerSide limits the amount of information collected and applies short retention periods to reduce unnecessary storage.
4. Square (pre-booking payment and signature)
TravelerSide plans to use Square for the pre-booking payment and signature process. Instructions will be provided after the Square flow has been confirmed operational. A booking is confirmed only after both the electronic signature of the Terms of Use and full prepayment of the service fee are completed.
TravelerSide does not ask you to enter card details into Google Forms. TravelerSide also does not use Square as an additional storage location for health or accommodation information, flight details, or other travel-support information that is not needed for signing and payment.
Square states that customer information may be processed or shared outside Japan in connection with its services.
5. Service providers and disclosure
TravelerSide does not disclose personal information to third parties beyond the stated purposes without consent, except where disclosure is required or permitted by law.
TravelerSide may use service providers such as Google and Square where necessary to operate the service. Information handled through those services is processed under their respective terms and privacy notices.
6. Retention
- Inquiry that does not become a booking: the Google Forms response will be deleted within 30 days after the final communication.
- Confirmed booking: the Google Forms response will be deleted within 30 days after the service is completed or cancelled.
Before deletion, TravelerSide will check whether any information must be retained for legal or contractual reasons.
7. Security
TravelerSide limits the information collected, avoids unnecessary copies and unnecessary Google Sheets linkage, and uses defined retention periods as part of its measures to reduce risks such as unauthorized access, loss, leakage or damage.
8. Information about minors
When a participant is under 18, TravelerSide may ask for age information to the extent needed for safe service preparation. Trip Inquiry is designed not to request more information about minors than is reasonably necessary.
9. Requests concerning your personal information
If you wish to ask about access, correction, suspension of use, deletion or other rights relating to personal information held by TravelerSide, TravelerSide will respond in accordance with applicable law.
For personal-information requests: easyjapansupport@gmail.com
10. Changes to this policy
TravelerSide may update this policy when laws, services used, or operating practices change. Material changes will be communicated in an appropriate manner.