Privacy Policy
Your privacy is critically important to us.
At be in japan:
Be in Japan Ltd understands and respects the importance of your privacy and we are committed to safeguarding your personal information in compliance with the UK GDPR and the Data Protection Act 2018.
You can contact us at:
Address: 18 Finstock Road, London, W10 6LT, UK
Email: info@beinjapan.com
We act as the data controller for the personal information we collect.
In providing our service to you, we must collect personal information from you and make subsequent use of it as detailed below.
How we collect inforamtion:
We may collect all or some of the following information relating to you or other members of your travelling party:
a) names and contact details
b) credit/ debit card or other payment details.
Payment details are processed securely by third-party payment providers. We do not store full card details on our system.
a) special requirements such as those relating to any disability or medical condition which may affect the chosen travel arrangements
b) dietary restrictions (which may disclose your religious beliefs)
c) travel preferences
d) Website usage data (see our cookies policy below)
Some of the information we collect (such as about health or religion) will only be collected on the condition that we have your positive consent to its use. We will seek this consent when necessary, typically via email or our Client Consent Form.
What will we do with it:
We will not sell your personal data. However:-
(1) For the purpose of providing you with our services, we may disclose the information to the providers involved in delivering itinerary planning services or travel arrangements (where applicable) who could be located outside the UK/EEA.
(2) In order for you to travel overseas, it may be mandatory (as requested government authorities) to disclose your information for immigration, security and anti-terrorism purposes, or any other purposes which they determine appropriate. Even if not mandatory, we may exercise our discretion to assist where appropriate.
(3) We may need to disclose our customer list including any personal information relating to you to a third party who acquires or attempts to acquire all or substantially all of the asset/ stock in our company or our website.
(4) We may also disclose information to organisations who act as “data processors” on our behalf, or to other organisations who perform business functions on our behalf, some of whom are outside the UK/EEA. These functions include administration, providing services (and contacting you where necessary), customer care, business management and operation, re-organisation/structuring/sale of our business (or our group companies), risk assessment, security and crime prevention/detection, research and analysis, marketing, monitoring, measuring and assessing customer purchasing preferences and trends, dispute resolution, credit checking and debt collection.
(5) With your consent, we may contact you from time to time with information about our services, special offers, or news. You may opt out of marketing communications at any time by using the unsubscribe link provided in our emails or by contacting us directly.
All third parties must keep your data secure and comply with UK GDPR. If we transfer data outside the UK, we ensure it is protected by appropriate safeguards (such as adequacy decisions or standard contractual clauses).
Security of your data
We have taken all reasonable steps to have appropriate security measures in place to protect your information. Outside the European Economic Area, controls on data protection may not be as wide as the legal requirements in this country. The transmission of information via the internet is never completely secure. We exclude our liability for personal data lost in transmission to the website.
What can I do?
If you do not agree to our use of the information as set out above, you should inform us as soon as possible by writing to us atinfo@beinjapan.com.
You may ask us in writing for a copy of the information we hold about you. This is normally provided free of charge. We will acknowledge your request promptly and aim to respond within one month, in line with UK GDPR.
You also have the right to:
a) Object to processing
b) Request data portability
c) Withdraw consent (where applicable)
d) Make a complaint to the ICO (www.ico.org.uk)
Cookies
Last updated 10.06.2026
1. What Are Cookies?
Cookies are small text files placed on your device when you visit our website. They help the site function properly, remember your preferences, and improve your overall experience.
2. How We Use Cookies
We may use cookies to:
a) Make the website work efficiently
b) Remember your preferences (such as language settings)
c) Understand how visitors use the website
d) Improve performance and user experience
We do not use cookies to collect personal information that directly identifies you.
3. Types of Cookies We Use
Essential Cookies
These are required for the website to function (e.g., security, page navigation).
The site cannot operate properly without them.
Analytics/Performance Cookies
These help us understand how visitors use our website (e.g., which pages are visited).
This information is anonymous and used to improve our services.
Functional Cookies
These remember choices you make, such as your language or region.
Marketing Cookies (Optional)
If used, these help display relevant advertisements. You can opt out at any time.
4. Managing Cookies
You can control or delete cookies through your browser settings.
Most browsers allow you to:
a) Block cookies
b) Delete existing cookies
c) Receive alerts before a cookie is stored
Be aware that disabling cookies may affect how the website works.
5. Third‑Party Cookies
Some cookies may be set by third-party services we use (such as analytics or embedded content). These providers have their own privacy and cookie policies.
6. Changes to This Policy
We may update this Cookies Policy from time to time. Any changes will be posted on this page with an updated “Last updated” date.
7. Contact Us
If you have questions about our use of cookies, please contact us:
Email: info@beinjapan.com
Other websites
This Website may contain links to other sites, which are outside our control and not covered by this policy. The operators of these sites may collect information from you that will be used by them in accordance with their policy, which may differ from ours.
Data Retention
We keep your data only as long as necessary, typically:
a) Client records: up to 7 years for accounting/legal purposes
b) General enquiries: up to 12 months
After this, we securely delete or anonymise your data
Monitoring
To ensure that we carry out your instructions accurately, to help improve our service and in the interest of security, we may monitor and/or record:
(1) your telephone calls; and (2) customer transactions and activities on our website. All recordings are and shall remain our sole property.
Updates and changes
As our privacy statement may change due to developments in the law we encourage you to re read this from time to time so you are aware of any changes in how we gather and use your personal information.
Last updated: 10.06.2026
