Privacy Policy
MURAYAMA RETREAT (the “Property”) handles personal information appropriately as set out below, in compliance with applicable laws and regulations concerning the protection of personal information, so that guests can use the Property with confidence.
1. Property information
Property: MURAYAMA RETREAT
Location: 258 Kawashima Otsu, Murayama, Yamagata, Japan
Contact: Please use the inquiry form on this website.
2. Personal information we collect
The Property may collect the following information to the extent necessary for reservations, inquiries, accommodation, identity verification, facility management and related purposes.
1. Name, address, telephone number and email address
2. Stay dates, reservation details, reservation number, booking platform and information about accompanying guests
3. Inquiry details, communication history and attachments
4. Information required for the guest register
5. Identification documents, passport information and copies of passports
6. Information required for payment, billing and issuing receipts
7. Information concerning check-in and check-out
8. Images, video, intercom records and similar information obtained for safety management and identity verification during use of the Property
9. Website usage, cookies, access logs, device information and similar data
The Property does not collect more personal information than necessary except where required by law or for property safety management.
3. Purposes of use
The Property uses collected personal information for the following purposes.
1. To accept and confirm reservations, verify identity and manage guests
2. To conduct check-in and check-out procedures
3. To create and retain guest registers and comply with other legal requirements
4. To respond to inquiries, consultations, requests and complaints
5. To handle lost property, post-stay communications, receipts and invoices
6. To provide accommodation services, facilities, amenities and information
7. For safety management, crime prevention, accident prevention and emergency response inside and outside the Property
8. To respond to equipment failures, damage, soiling and neighborhood issues
9. To perform cleaning, management, emergency callout and operational support
10. To coordinate with booking platforms, payment services and management systems
11. To improve services, analyze usage and improve the website
12. To respond to media requests, partnerships and proposals from nearby businesses
13. To respond to requests under law or from government agencies, police, public health centers, fire departments and similar authorities
4. Guest register and identity verification
The Property creates a guest register and retains required information in accordance with the Hotel Business Act and other applicable laws.
For foreign guests who do not have an address in Japan, the Property may request confirmation of nationality and passport number, presentation of the passport and retention of a passport copy as required by law.
Guest register and identity verification information will be stored appropriately for the period required by law or operational necessity.
5. Security cameras, intercoms and similar systems
For crime prevention, identity verification, facility management, accident prevention and neighborhood issue prevention, the Property may collect camera images, video and communication records around the entrance, outdoors, parking areas and intercom locations.
Images and video collected will be used only for the following purposes.
1. Confirming guest check-in
2. Preventing unauthorized entry, theft, accidents and fires
3. Responding to property damage, soiling, unauthorized use and neighborhood issues
4. Safety confirmation in emergencies
5. Responding to lawful requests from government agencies, police or other authorities
The Property does not install cameras in guest rooms, bathrooms, toilets, changing areas or other places where doing so would unreasonably invade guest privacy.
6. Disclosure to third parties
The Property does not provide personal information to third parties without the individual's consent except in the following cases.
1. When the individual has consented
2. When required by law
3. When necessary to protect a person's life, body or property
4. When especially necessary to improve public health or promote the sound development of children
5. When a lawful request is received from a national or local government, police, public health center, fire department or other public authority
6. When information is provided to contractors to the extent necessary for reservations, payments, accommodation management, cleaning, emergency response, system operation or similar services
7. Use of contractors
The Property may outsource the handling of personal information to external service providers for accommodation services, reservation management, cleaning, local response, emergency callout, system operation, payments and accounting.
In such cases, the Property will appropriately supervise contractors and endeavor to ensure proper management of personal information.
8. Management of personal information
The Property implements necessary and appropriate security measures to prevent leakage, loss, damage, unauthorized access, loss or alteration of personal information.
The Property also requires appropriate management by staff and contractors who handle personal information.
9. Retention period
The Property retains personal information only for as long as necessary to achieve the purposes of use.
Guest registers and other information required by law will be retained for the legally prescribed period.
Inquiry information, reservation and usage history, and incident response records may be retained after completion of the matter for confirmation, follow-up contact, dispute prevention and legal compliance.
When the retention period ends or the purpose of use has been achieved, personal information that is no longer needed will be deleted or disposed of appropriately.
10. Use of cookies and similar technologies
This website may use cookies, analytics tools and log information to improve convenience, understand usage and improve the website.
Information obtained through cookies does not directly identify individuals.
Cookies can be disabled in browser settings, but some website functions may then become unavailable.
11. Personal information of minors
When a minor uses the Property, personal information necessary for accommodation and safety management may be collected based on the consent of a parent, guardian or booking guest.
12. Disclosure, correction and suspension of use
If an individual requests disclosure, correction, addition, deletion, suspension of use, erasure or cessation of third-party provision concerning personal information held by the Property, the Property will verify identity and respond appropriately in accordance with law.
To make such a request, please contact us through the inquiry form on this website.
13. Changes to this Privacy Policy
The Property may revise this Policy in response to changes in law, changes in services or operational needs.
The revised Privacy Policy takes effect when posted on this website.
14. Contact
For inquiries regarding this Policy, please use the inquiry form on this website.
Effective date: June 1, 2026
MURAYAMA RETREAT
overpeak Inc.
