Privacy Policy

Last updated: March 2026

Japan Ski Experience Limited (“Japan Ski Experience”, “we”, “us”, “our”) respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, store and share your personal data when you visit our website, submit an enquiry, request a quotation, create an account, make a booking, communicate with us, subscribe to marketing communications, or otherwise use our services.

Japan Ski Experience operates as a booking agent for accommodation and related travel services in Japan. This means that, where you book accommodation or other services through us, we may process your personal data in order to arrange and administer your booking, and we may share relevant personal data with the independent suppliers providing those services.

1. Who We Are

Japan Ski Experience Limited is the data controller responsible for your personal data in relation to our website, our customer communications, our marketing activities, and the booking administration services we provide.

Japan Ski Experience Limited
Company No. 08015157
Manor Farm Barn
Blackford
Yeovil
BA22 7EE
United Kingdom

Email: [email protected]

If you have any questions about this Privacy Policy or wish to exercise any of your data protection rights, please contact us using the email address above.

2. The Personal Data We Collect

We may collect, use, store and transfer the following categories of personal data:

Identity Data

• First name and last name
• Title
• Date of birth
• Nationality
• Passport details or other identification details where necessary for a booking or supplier requirement

Contact Data

• Email address
• Telephone number
• Billing address
• Country of residence

Booking and Travel Data

• Accommodation details
• Travel dates
• Number of guests
• Guest names and rooming details
• Special requests
• Booking history
• Supplier communications relevant to your booking

Payment Data

• Payment status
• Transaction references
• Amount paid or due
• Billing-related records

We do not store full payment card details ourselves. Payments are processed via secure third-party payment providers.

Technical and Usage Data

• IP address
• Browser type and version
• Device type
• Time zone setting
• Operating system and platform
• Pages viewed and navigation paths
• Referring website or source
• Cookies and similar technologies

Marketing and Communications Data

• Your preferences in receiving marketing from us
• Your communication preferences
• Newsletter sign-up records
• Enquiry history
• Feedback, reviews, and survey responses

Sensitive Data

In limited cases, you may provide information that could be considered sensitive personal data, for example health-related information relevant to a booking request or accessibility requirement. We ask that you only provide such information where it is genuinely necessary, and we will handle it with additional care in accordance with applicable law.

3. How We Collect Your Personal Data

We collect personal data in the following ways:

Information you give us directly

• When you submit an enquiry form
• When you request a quote
• When you make or manage a booking
• When you create or use a customer account or portal
• When you contact us by email, phone or otherwise
• When you sign up to receive newsletters or other marketing communications
• When you provide a review or feedback

Information collected automatically

• Through cookies and similar technologies on our website
• Through analytics tools that help us understand website usage and performance
• Through server logs and security monitoring tools

Information received from third parties

• Accommodation providers and other travel suppliers
• Booking technology providers such as RoomBoss or equivalent booking platform providers
• Payment providers such as Flywire and other payment processing partners
• Review platforms such as Reviews.io
• Analytics and advertising partners such as Google
• Agents or affiliates where relevant to your enquiry or booking

4. How We Use Your Personal Data

We will only use your personal data where permitted by law. Most commonly, we use your personal data for the following purposes:
 

5. Our Booking-Agent Role

Japan Ski Experience acts primarily as a booking agent for accommodation and related services in Japan. Where you reserve accommodation or other services through us, we use your personal data to facilitate the reservation process, communicate with you, administer payments where applicable, and liaise with the relevant supplier.

The accommodation provider or other supplier may also use your personal data for its own purposes in relation to the service it provides to you, including check-in, guest registration, stay administration, legal compliance, and operational communications. In those cases, the supplier may act as a separate data controller under its own privacy policy.

We recommend that you also review any privacy information provided by the accommodation provider or other supplier relevant to your booking.

6. Cookies and Similar Technologies

We use cookies and similar technologies to operate our website, remember preferences, measure performance, understand visitor behaviour, and support marketing activities.

These may include:

• Strictly necessary cookies required for website functionality and booking flow
• Analytics cookies such as Google Analytics to help us understand site usage
• Marketing or advertising cookies where used to measure campaigns or support remarketing
• Preference cookies to remember settings and improve your experience

Where required by law, we will ask for your consent before setting non-essential cookies. For more detailed information, please see our Cookie Policy.

7. Third Parties We May Share Data With

We may share your personal data with the following categories of third parties where relevant and necessary:

• Accommodation providers and travel suppliers in Japan in order to arrange and administer your booking
• Booking platform and reservation technology providers, including RoomBoss or successor systems used to manage inventory, pricing, reservations and customer booking administration
• Payment service providers, including Flywire and other payment processors used to collect, process or confirm payments
• Website hosting, infrastructure and technical service providers
• Email and CRM providers used for customer communications and newsletters
• Review and feedback platforms, including Reviews.io where used to request or display reviews
• Analytics and advertising providers, including Google Analytics and related Google services where enabled
• Professional advisers such as legal, accounting, insurance or compliance advisers
• Regulators, authorities and law enforcement bodies where required by law or to protect our rights

We require service providers acting on our behalf to process personal data only in accordance with our instructions, to keep it secure, and to use it only for the relevant service.

8. International Transfers

Because we specialise in bookings for Japan, your personal data may be transferred to or accessed from countries outside the United Kingdom and the European Economic Area, including Japan.

Where we transfer personal data internationally, we take steps to ensure that appropriate safeguards are in place as required by applicable data protection law. These safeguards may include:

• transfers to countries recognised as providing an adequate level of data protection;
• the use of Standard Contractual Clauses or equivalent approved safeguards;
• contractual obligations requiring recipients to protect personal data appropriately.

9. Marketing

We may send you marketing communications about our services, offers, availability updates, destination news, or related content where you have asked to receive them, where you have consented, or where we are otherwise permitted to do so by law.

You can unsubscribe from marketing emails at any time by using the unsubscribe link in the email or by contacting us directly. Opting out of marketing will not affect essential service communications relating to an enquiry, quotation or booking.

10. Reviews and User-Generated Content

If you submit a review, testimonial, survey response or other feedback, we may use that information to improve our services, respond to customer issues, and in some cases display your feedback on our website or through third-party review platforms, subject to the settings and permissions applicable at the time.

If we use third-party review providers such as Reviews.io, your information may also be processed in accordance with that provider’s own privacy policy.

11. Data Retention

We retain personal data only for as long as reasonably necessary for the purposes for which it was collected, including to satisfy legal, regulatory, accounting, reporting and dispute-resolution requirements.

Typical retention periods may include:

• Booking and financial records: up to 7 years or longer where legally required
• General enquiry records: typically up to 2 years after the last meaningful contact
• Customer service correspondence: typically up to 3 years
• Marketing records: until you unsubscribe or withdraw consent, plus a limited period to maintain suppression records
• Analytics data: according to the retention settings configured in the relevant platform

We may retain data for longer where necessary to establish, exercise or defend legal claims, or where required by law.

12. Data Security

We implement appropriate technical and organisational security measures designed to protect personal data against accidental loss, unauthorised access, alteration, disclosure or destruction.

These measures may include:

• secure website connections and encryption in transit;
• restricted access to systems and customer data;
• role-based permissions;
• use of reputable hosting and technology providers;
• monitoring, logging and security controls;
• processes for handling suspected personal data breaches.

While we take reasonable steps to protect personal data, no method of transmission or storage is completely secure.

13. Your Rights

Depending on your location and the applicable law, you may have rights including the right to:

• request access to your personal data;
• request correction of inaccurate or incomplete data;
• request deletion of your personal data;
• request restriction of processing;
• object to processing based on legitimate interests;
• withdraw consent where processing is based on consent;
• request transfer of your data to you or another provider in a structured, commonly used format where applicable;
• lodge a complaint with a relevant supervisory authority.

To exercise any of these rights, please contact us at [email protected].

14. Children

Our services may involve collecting limited personal data relating to children where this is necessary for a travel or accommodation booking,
for example guest names and ages. We do not knowingly market directly to children.

Where a booking includes children, we expect the parent, guardian or lead booker to provide any necessary information lawfully and to ensure that it is accurate.

15. Third-Party Links

Our website may contain links to third-party websites, booking tools, supplier websites or external content. If you follow a link to any third-party website, please note that those websites have their own privacy policies and that we do not accept responsibility or liability for their privacy practices.

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our business, our services, our technology providers, or legal requirements. The latest version will always be posted on this page and the “Last updated” date will be revised accordingly.

17. Complaints

If you have concerns about how we handle your personal data, please contact us first and we will try to resolve the issue.

You also have the right to lodge a complaint with the relevant supervisory authority. For UK data protection matters, this is the Information Commissioner’s Office (ICO).