Privacy Policy

Who is responsible for your information

1. What we ask for and what we may write down

• Through the message form: your name, email address, whether you would like a reply by email or by phone, and whatever you type in the message box. Nothing else is required, and you may leave out anything you prefer not to share.
• By phone or at our Kanazawa office: your name, a number where we can reach you, and the practical details that help us plan, such as how far you like to walk, whether you need seats close to the exit, or dietary needs. We make a short written note of the call.
• When you book a journey: the names of everyone travelling, an emergency contact for the day, and the dates and places you chose. For a restful stay we may also note room preferences, such as a Western-style bed or an accessible bath.
• Health-related information: we ask only for what a host genuinely needs on the day, such as "needs a hand on stairs" or "carries medication". Under the APPI this is care-required personal information, so we collect it only with your consent and we do not pass it on beyond the people who need it for your trip.
• Technical data: this website does not run analytics or advertising tools and sets no tracking cookies. The only items kept in your browser are your reading-size choice and your cookie preference, and they never leave your device. Our Cookie Policy gives the details.

2. What we use it for

• Answering your question and sending the written summary, plan or quotation you asked for.
• Planning and running the journey you booked: reserving the coach seats, the set lunch, the ryokan room or the ship cabin, and briefing the club host who will travel with you.
• Keeping a record of what we agreed, so that you are never asked the same question twice and a colleague can take over if the host is away.
• Issuing receipts, keeping accounts and meeting the tax and legal duties of a small Japanese business.
• Telephoning you one week after a cruise planning conversation, which is part of that service and is not marketing.

3. Who else may see it

We do not sell personal information and we do not rent mailing lists. We hand over only what is needed for the specific part of your journey that the other party carries out, and only after you have decided to go ahead. Typical recipients are the coach operator, a restaurant preparing the set lunch, the ryokan or resort where you will stay, the ship line you choose to book, and our email and telephone service providers, who work for us under a confidentiality commitment.

Some of those providers, for example an email service, may store data on servers outside Japan. Where that applies we choose providers that protect data to a comparable standard, and we tell you if you ask which country is involved. We also disclose information when a court, the police or another authority lawfully requires it, and in an emergency on a journey, when a doctor or rescue service needs to know who you are and whom to call.

4. How long we keep it

• Enquiries that do not lead to a booking: about twelve months after our last message, then deleted.
• Booking records and receipts: up to seven years, because accounting rules require it.
• Health-related notes for a journey: deleted within three months after the journey ends, unless you ask us to keep them for your next trip.
• Your cookie and reading-size preferences: stored only in your own browser until you clear it.

5. How we look after it

The club is small, and that is a safeguard in itself: only the people who plan or host your journey open your file. Paper notes are kept in a locked cabinet at the Honmachi office, electronic files sit behind passwords on devices we control, and printed plans handed to hosts are collected again after each outing. If we ever find that your information has been lost or seen by someone it should not have been, we will tell you without delay, explain what happened and report it to the Personal Information Protection Commission when the law requires.

6. What you can ask us to do

• Disclosure: ask for a copy of the personal information we hold about you.
• Correction: ask us to fix anything that is wrong or out of date.
• Deletion or stopping use: ask us to erase information or stop using it for a purpose you no longer accept.
• Withdrawing consent: you may withdraw consent to the use of health-related notes at any time; a booking can usually still go ahead if you tell the host in person instead.

To make a request, call +81 76-779-4679 or write to info@pelorix-travel-club.com. We may ask a simple question to confirm that it is really you, and we aim to answer within two weeks. There is no charge for ordinary requests.

7. Children and third parties

Our journeys are planned for adult travelers. If you give us the name or details of a travelling companion, please make sure they know and agree. If you believe that we hold information about a person who has not agreed to it, tell us and we will remove it.