guest-registration.yadminn.com

Privacy Policy

Last Updated: April 9, 2026

1. Compliance with Japanese Law

We operate in accordance with the Act on the Protection of Personal Information (APPI) and assist Owners in fulfilling their obligations under the Hotel Business Act (Act No. 138 of 1948) and the Private Lodging Business Act (Act No. 65 of 2017).

2. Information We Collect

To facilitate legal check-in requirements, we collect the following information from Guests on behalf of the Owner:

• Identification Data: Full name, gender, birthdate, and nationality.
• Travel Documentation: Passport number and a digital photograph of the passport (required for non-resident foreign guests).
• Stay Details: Dates of check-in and check-out.
• Itinerary Data: Last city of embarkation and next city of destination.
• Contact Information: Email address.
• Optional Data: Any additional information requested by the Owner for the purpose of the stay.

3. Purpose of Use

We process this data for the following purposes:

1. Legal Compliance: Enabling Owners to maintain a Guest Registry as mandated by Japanese government regulations.
2. Service Provision: Allowing Owners to manage, verify, and export guest data for administrative and regulatory reporting.
3. Communication: Sending registration confirmations or system-related notifications via email.

4. Data Storage and Security

• Location: All personal information is stored on Google Cloud Platform (GCP) servers located in Tokyo, Japan.
• Security Measures: We implement industry-standard technical and organizational measures, including encryption in transit and at rest, to protect data against unauthorized access or leakage.
• Retention: Data is retained for a period of up to five (5) years to ensure compliance with Japanese record-keeping recommendations, after which it is securely deleted.

5. Data Sharing and Access

• Property Managers: The Property Manager (Owner) of the specific accommodation you have booked has full access to your personal data and passport images to satisfy their legal obligations. We may also provide these Managers with summarized analytics (such as nationality distribution or age demographics) regarding their specific guests to assist in their business operations.
• No Third-Party Sale of Personal Information: We do not sell, rent, or trade identifiable personal information (such as your name, email, or passport image) to any third parties.
• Legal Authorities: Data may be exported and provided to Japanese police or health officials by the Owner if requested under applicable law.
• Sub-processors: We use trusted cloud infrastructure (GCP) to store data, governed by strict data processing agreements.

7. Use of Anonymized and Aggregated Data

We may process the information we collect to create aggregated, statistical data (for example, the ratio of guest nationalities or age groups across our entire platform).

• De-identification: This data is processed such that no individual can be identified.
• Usage: We may use, share, or publish these high-level insights for market analysis, service improvement, or industry reports. Because this data is fully anonymized and does not constitute "Personal Information" under the APPI, it may be shared or sold at our discretion.

8. Rights of the Data Subject (Guests)

In accordance with the APPI, Guests have the right to request:

• Disclosure: Confirmation of the personal data held.
• Correction: Updates to inaccurate or incomplete information.
• Discontinuation of Use: Ceasing the processing of data if it is handled outside the scope of the purposes stated above.

As WeIns acts as a service provider (Processor) for the Owner (Controller), we will coordinate with the Owner to fulfill these requests.

9. Property Manager Responsibility

Owners and Property Managers who export data from our Service are independently responsible for the secure management and eventual disposal of that data in accordance with their own privacy obligations.

10. Contact Us

For any questions, requests for disclosure, or complaints regarding this Privacy Policy, please contact our Personal Information Protection Manager at:

WeIns Co., Ltd
Email: support@co-reception.com