Privacy Policy

1. Introduction and Scope

Thunder Whisper Sync ("we," "us," "our," or "Company") is committed to protecting your privacy and ensuring you have a positive experience on our website and when engaging with our services. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website and utilize our hanami travel packages and services.

Please read this Privacy Policy carefully. If you do not agree with our policies and practices, please do not use our services. Your continued use of our website and services after we make changes to this Privacy Policy constitutes your acceptance of the revised policy.

2. Information We Collect

We collect information from you in various ways to provide and improve our services:

• Personal Information: When you contact us, request a quote, or book a package, we collect your name, email address, phone number, physical address, date of birth, passport information (for international travel), emergency contact details, and dietary preferences.
• Travel Preferences: Information about your travel dates, preferred regions, activity interests, mobility requirements, and any special requests for your hanami experience.
• Payment Information: Credit card details, billing address, and transaction history. Payment processing is handled by secure third-party providers who comply with PCI DSS standards.
• Communication Records: Emails, phone calls, video conferences, and written correspondence related to your booking, inquiries, and customer support.
• Website Interaction Data: Browser type, operating system, pages visited, time spent on pages, referring URLs, and clicks tracked through cookies and similar technologies.
• Location Data: General location information derived from IP addresses or device settings, used to optimize website content and comply with regional regulations.

3. Legal Basis for Processing

We process your personal information based on the following legal grounds:

• Contract Performance: Processing necessary to fulfill travel package bookings and deliver services.
• Consent: Where you have explicitly agreed to receive marketing communications or participate in optional surveys.
• Legitimate Interests: Improving our services, detecting fraud, conducting analytics, and maintaining website security.
• Legal Obligation: Compliance with tax regulations, immigration requirements, and anti-money laundering laws.
• Vital Interests: Emergency situations where we need to contact emergency contacts or share health information for safety.

4. How We Use Your Information

Your information is used for the following purposes:

• Processing and fulfilling travel bookings and reservations
• Providing customer support via email, phone, or chat
• Sending booking confirmations, itineraries, and travel updates
• Managing payments and invoicing
• Conducting pre-travel consultations and itinerary customization
• Responding to inquiries and feedback
• Improving our website functionality and user experience
• Analyzing travel trends and customer preferences
• Complying with legal and regulatory obligations
• Detecting and preventing fraud or security breaches
• Creating aggregate, anonymized statistics for business analysis
• Sending promotional offers and newsletters (with your consent)

5. Information Sharing and Third Parties

We share your information with the following categories of third parties:

• Service Providers: Accommodation providers (ryokans, hotels), transportation companies, meal establishments, activity coordinators, and local guides who directly contribute to your hanami experience.
• Payment Processors: Secure payment gateways that handle credit card transactions. We do not store your full credit card information.
• Travel Partners: Airlines, visa consultants, and travel insurance providers as necessary for international travel arrangements.
• Legal Requirements: Government agencies, law enforcement, or courts when required by law or legal process.
• Business Transfers: In the event of merger, acquisition, or bankruptcy, your information may be transferred as part of that transaction.

We do not sell your personal information to third parties for marketing purposes. Our service partners are contractually obligated to protect your data and use it only for providing services to you.

6. International Data Transfers

Since Thunder Whisper Sync operates in Japan and serves international clients, your personal information may be transferred to, stored in, and processed in countries other than your country of residence. These countries may have data protection laws that differ from your home country. By using our services, you consent to the transfer of your information to countries outside your country of residence, including Japan, which may not have the same level of data protection as your home country.

7. Data Security

We implement comprehensive technical, administrative, and physical security measures to protect your personal information from unauthorized access, alteration, disclosure, or destruction:

• SSL/TLS encryption for all data transmission on our website
• Secure password hashing and two-factor authentication options for account management
• Regular security audits and vulnerability assessments
• Restricted access to personal information on a need-to-know basis
• Secure data storage facilities with backup systems
• Incident response procedures for data breaches

However, no security system is completely impenetrable. While we strive to protect your information, we cannot guarantee absolute security. You use our services at your own risk.

8. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes for which it was collected, or as required by law:

• Booking Information: Retained for 7 years for accounting and tax purposes
• Contact Records: Retained for 3 years for customer service follow-up
• Website Analytics: Aggregated data retained indefinitely; personally identifiable data deleted after 12 months
• Marketing Communications: Retained until you unsubscribe
• Payment Records: Retained per Japanese tax regulations (typically 7 years)

You may request deletion of your data subject to legal and contractual obligations. We will securely dispose of information that is no longer needed.

9. Your Privacy Rights

Depending on your location, you may have the following rights regarding your personal information:

• Right to Access: Request a copy of the personal information we hold about you
• Right to Rectification: Request corrections to inaccurate or incomplete information
• Right to Erasure: Request deletion of your personal information, subject to certain exceptions
• Right to Restrict Processing: Request limitations on how we use your information
• Right to Data Portability: Receive your information in a structured, machine-readable format
• Right to Object: Opt out of marketing communications or certain processing activities
• Right to Withdraw Consent: Withdraw previously provided consent for specific processing purposes

To exercise these rights, contact us at info@thunderwhispersync.com or +81 48-974-5654. We will respond to requests within 30 days.

10. Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies to enhance your experience and gather analytics:

• Essential Cookies: Necessary for website functionality, security, and session management
• Performance Cookies: Track page performance and user behavior to improve our services
• Preference Cookies: Remember your settings and preferences for future visits
• Marketing Cookies: Enable personalized advertising and marketing campaigns

You can control cookie preferences through the cookie banner on our website or your browser settings. Disabling certain cookies may affect website functionality.

11. Children's Privacy

Our services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If we become aware that a child has provided personal information, we will promptly delete such information and terminate the child's access to our services. Parents or guardians who believe their child has provided information to us should contact us immediately.

12. Third-Party Links and Services

Our website may contain links to third-party websites, payment platforms, and external services. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies before sharing any personal information. Our linking to third-party services does not imply endorsement or ownership of those services.

13. Marketing Communications

With your consent, we may send you promotional emails, travel tips, seasonal offers, and updates about hanami events. You can unsubscribe from these communications at any time by clicking the unsubscribe link in the email or contacting us directly. Unsubscribing from promotional communications will not affect transactional emails related to your bookings.

14. California Privacy Rights (CCPA)

If you are a California resident, you have specific rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information is collected, the right to delete personal information, and the right to opt-out of the sale of personal information. We do not sell personal information. To exercise CCPA rights, contact info@thunderwhispersync.com.

15. EU and UK Data Protection Rights (GDPR)

If you are located in the European Union or United Kingdom, your personal data is protected under the General Data Protection Regulation (GDPR) and UK Data Protection Act 2018. You have rights including access, rectification, erasure, restriction of processing, data portability, and the right to lodge complaints with your local data protection authority.

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, and other factors. We will notify you of material changes by posting the updated policy on our website and updating the "Last Updated" date. Your continued use of our services constitutes acceptance of the revised policy.

17. Contact Information

If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:

Thunder Whisper Sync
1-1 Chiyoda, Chiyoda City
Tokyo 100-0001, Japan
Email: info@thunderwhispersync.com
Phone: +81 48-974-5654