Privacy Policy

1. Information we collect

We collect information you submit through contact, accommodation booking, dojo certification, journey application and shogun portrait forms — including name, email, phone number, affiliation, a photo of your face, and details necessary for your request. We also collect access information (IP address, pages viewed, referrer, device information) via cookies and similar technologies.

2. How we use information

We use collected information to (1) respond to inquiries and applications, (2) provide services and manage reservations, (3) improve the site and analyze usage, (4) send you information about our accommodations, services, and campaigns (you can unsubscribe at any time), and (5) comply with applicable laws and respond to disputes.

3. Third-party data transmission

In compliance with Japan's Telecommunications Business Act, we disclose that the following services may receive your browsing information. Please refer to each provider's policy for details on data collected and opt-out methods.

• Google LLC — Google Analytics 4 / Google Tag Manager (analytics)
• Beds24.com Limited — Accommodation booking widget (reservation and payment relay)
• Microsoft Corporation — Microsoft Clarity (optional; for future heatmap analysis)

4. Cookies and consent

On your first visit, a banner asks for your consent to cookie use. If you choose "Decline", analytics and advertising cookies are not used. Your choice is stored in your browser's local storage and can be cleared at any time from your browser settings. We also use cookieless analytics (Vercel Web Analytics, provided by Vercel Inc.) to count pages viewed, referrers, countries, and device types in a form that does not identify individuals. This runs regardless of your cookie choice, but it does not use cookies and does not store any information used to track individuals.

5. Disclosure to third parties

We do not disclose personal information to third parties except where required by law, with your consent, or to service providers within the scope necessary to perform contracted services.

6. Data retention

We retain personal information for the period necessary to fulfill the stated purposes or as required by law, and securely delete it thereafter. For shogun portraits, see section 9 for how long photos and images are kept.

7. Access, correction, and deletion

You may request disclosure, correction, suspension of use, or deletion of your personal information by contacting us below. We will respond within a reasonable period after identity verification.

8. Meta User Data Deletion

If you would like to request deletion of personal data obtained through Meta Platforms (Facebook, Instagram) in connection with KAIDO services, please contact us at the email address provided on this website (info@kaido-japan.com). Please include “Meta Data Deletion Request” in the subject line. We will verify your request and delete applicable data in accordance with applicable laws and our data retention policy.

9. Shogun portraits (a portrait made from your photo)

When you request a shogun portrait on the KAIDO WALK page (/walk), we handle your information as follows. - What we collect: one photo of your face, your email address, the name you choose to enter (optional), the crest you select, whether you want to receive our news, and the IP address you connect from. Your photo is reduced in size in your browser and on our server, and embedded details such as the location where it was taken (Exif) are removed. - Why: to send our service emails (three kinds: the confirmation email, the notice that your portrait is ready, and the notice if it could not be made), to create the portrait, to show your result page, to limit the number of requests (to prevent misuse), and to carry your name and crest over if you book the tour with the same email address. We send news about our stays and journeys only to people who asked for it and confirmed their email address. Requesting a portrait does not book a tour or sign you up for news. - Image generation by an outside service: to create the portrait, we send your photo and our instructions to the image generation API of OpenAI, L.L.C. (United States). We do not send your name or email address. - Where it is stored: photos and finished portraits are kept in private storage provided by Supabase Inc. (United States), located in Japan (Tokyo). No public URL is issued. Your result page and image open only from the link in the emails sent to you. - How long we keep it: if you do not confirm by email, the request, including the photo, is deleted after 24 hours. The photo used for your portrait is deleted when the portrait is finished, or when it cannot be made. Your email address is deleted after we send the notice that your portrait is ready or could not be made (if you asked for news, after it is added to our mailing list). Finished portraits, names and crests are deleted 30 days after your request. Records of requests that could not be completed are deleted after 7 days. The codes we use to count requests, made from your email address and IP address in a form that cannot be reversed, are deleted at the same time as the request record. If you asked for news, your email address stays on our mailing list until you unsubscribe. - Publication: we do not publish your photo or portrait. If we would like to show them, we ask for your separate permission first. - Deletion requests: to have your data deleted sooner, write to info@kaido-japan.com with “Shogun portrait deletion” in the subject line.

10. Contact

KAIDO Inc., Personal Information Protection Manager Address: 341 Oba, Shimizu-ku, Shizuoka City, Shizuoka, Japan Email: info@kaido-japan.com

11. Revisions

This Policy may be revised in response to legal changes or service updates. Significant changes will be announced on this site.