This Privacy Notice has been adopted by all of the distinct legal entities that manage and operate Onsen branded hotels. Those entities include Onsen and its direct and indirect subsidiaries and aliates, and all of the separate and distinct legal entities that manage Onsen managed hotels worldwide. References to “we”, “us”, “our” and “Onsen” throughout this Privacy Notice, depending on the context, refer collectively to those separate and distinct legal entities.
Personal information is any information about you as an identiable individual. The personal
information that we process includes:
We use your personal information for the following purposes:
Occasionally we will combine information from a number of guests to better understand trends and your expectations. When this occurs, all identiers are removed and the aggregate, anonymized information cannot be linked to any specic individual.
We use your personal information on the following basis:
We collect your personal information while monitoring our technology tools and services, including comment cards and email communications sent to and from Onsen.
Otherwise, we gather information when you provide it to us, or interact with us directly, for example:
We also receive information about you from other sources, such as our business partners and publicly available sources. We combine information that we have about you from various sources, including the information that you have provided to us.
We use a variety of security measures and technologies to help protect your personal information from unauthorized access, use, disclosure, alteration or destruction, consistent with applicable data protection and privacy laws including “cloud servers” owned by Google, Amazon Web Services and other property management and booking systems. Any payment transactions will be encrypted using SSL technology; all payment information is stored with our payment processor and is never stored on our servers. Where we have given you (or where you have chosen) a password which enables you to access certain parts of the Products, you are responsible for keeping this password condential. We ask you not to share a password with anyone and suggest that your change your password frequently.
Unfortunately, the transmission of information via the Internet is not completely secure. Although we will do our best to protect your personal information, we cannot guarantee the security of your information transmitted to the Products; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorized access.
We endeavor to protect the privacy of your account and other personal information that we hold in our records, but unfortunately, we cannot guarantee complete security. Unauthorized entry or use, hardware or software failure, and other factors, may compromise the security of user information. Also, while we endeavor to put adequate contractual protections in place, we cannot guarantee the
security of any personal information in databases hosted by third parties.
It is important to note that any e-mail communication is not secure. This is a risk inherent in the use of e-mail. Please be aware of this when requesting information or sending forms to us by e-mail (for example, from the “Contact Us” section of our website). We recommend that you do not include any condential information (i.e. credit card information) when using e-mail. For your protection, our e-mail responses to you will not include any condential information.
Finally, to be prudent, please be sure to always close your browsers when you are done using a form or the reservation site. Although the session will terminate after a short period of inactivity, it is best to close your browsers immediately upon completion, especially when using a public computer.
We may share certain of your personal information with:
You may advise the hotel if you do not want personal preferences shared.
Where a third party is engaged by Onsen to provide services on our behalf, Onsen ensures these parties protect your Personal Information in a manner consistent with the principles articulated in this Privacy Notice.
In the case of third party residential property developers, the particular developer’s website can be consulted for the developer’s policy on the collection, storage and use of your personal information. If you have chosen to join a subscription list, please note that they are only used for internal purposes and we do not sell or rent our subscription lists to anyone.
If Onsen suspects any unlawful activity is taking place, it may investigate and/or report its ndings or suspicions to the police or other relevant law enforcement agency.
Your personal information may be processed by Onsen and its trusted third party suppliers anywhere in the world, including in countries where data privacy laws may not be equivalent to, or as protective as, the laws in your home country.
In particular, your personal information will be stored in your guest prole in our Central Reservation System located in the USA and is available to all properties owned by Onsen.
We will implement appropriate measures to ensure that your personal information remains protected and secure when it is transferred outside of your home country. These measures include data transfer agreements implementing standard data protection clauses. You can nd out more about data transfer agreements here.
We understand that you may like to know what personal information we hold about you. We are happy to assist you with your request. To protect your personal information, however, we require that you prove your identity to us at the time your request is made.
When you make a request in person, we will require you to produce some form of photo identication such as a passport or a driver’s license and you will be asked to sign a request form.
Where you make a request by other means, we request you contact us in writing via email, fax or letter including a copy of a government issued identication and signature. We require home and business addresses and phone numbers so we can check them with our les and satisfy ourselves as to your identity.
The above information is required to create an audit trail of how the request has been handled. Onsen reserves the right to decline access to your personal information under certain circumstances as permitted by law. If your personal information is not disclosed to you, you will be provided with the reasons for this non-disclosure.
You may also be entitled to:
Where you are given the option to share personal information with Onsen, you can always choose not to do so.
If you do not wish to receive marketing information from Onsen, you may indicate your wishes on your registration card when you stay with us or send an e-mail to: email@example.com. You will always have the ability to accept or decline any form of communication from Onsen. You may unsubscribe from electronic marketing communications at any time by selecting the “unsubscribe” link included in such communications.
If you object to the processing of your personal information, or if you have provided your consent to processing and you later choose to withdraw it, we will respect that choice in accordance with our legal obligations.
This could mean that we are unable to perform the actions necessary to achieve the purposes of processing described above (see ‘How do we use your personal information?’) or that you are unable to make use of the services oered by us.
After you have chosen to withdraw your consent Onsen may be able to continue to process your personal information to the extent required or otherwise permitted by law.
If at any time you wish to exercise any of these rights, you can do so by:
For hotel guests, contacting our Corporate Oce:
Your personal information will be stored for the period of time required by law in the jurisdiction of any hotel holding the information. This may involve retaining information following your stay. We will delete your personal information once it is no longer required for any of the purposes described above. We will also keep your personal information where we need to do so in connection with a legal action or an investigation involving Oceanic.
Any nancial information Oceanic retains will be protected under the terms of this Privacy Notice.
If you have any questions or concerns regarding this Privacy Notice, please contact our Data Protection Ocer by writing to the following address:
Data Protection Ocer
Oceanic Enterprises LLC
3656 Run Road, Suite A
San Diego 92123
Our uses of such Technologies fall into the following general categories: