Kyotofish policies
Privacy Policy
Effective and last updated: 26 July 2026
This policy explains what personal information Kyotofish handles when you browse our site, enquire, book or stay with us, why we use it, who receives it and the choices available to you.
1. Who is responsible
Kyotofish is responsible for the personal information described here. Our guest-service address is 525-1 Kamiurokogatacho, Shimogyo Ward, Kyoto 600-8058, Japan. Privacy questions and rights requests can be sent to info@kyotofish.net or made by telephone at +81 75-708-3199.
2. Information we collect
- Identity and contact data: name, email, telephone number, country, address where needed, and communications with us.
- Reservation and stay data: property, dates, guest count, preferences, requests, booking reference, arrival information and service history.
- Payment and transaction data: amount, currency, payment status and limited card metadata supplied by our payment provider; we do not store full card numbers or security codes.
- Compliance and safety data: identification or guest-register information where Japanese law requires it, incident reports and property access records where applicable.
- Website and device data: IP address, browser, device, requested pages, timestamps, referral data, security logs and cookie choices.
- Owner and marketing data: property-enquiry details and newsletter preferences where you choose to provide them.
Please do not place passport details, health information or other sensitive information in a free-text “special requests” or enquiry field. If accessibility or health-related information is necessary to support your stay, share only what is needed.
3. Why we use information
| Purpose | Reason for processing |
|---|---|
| Search, quote, reserve, take payment, check in and provide your stay | To take steps you request and perform our accommodation contract |
| Guest support, service recovery, safety, fraud prevention and property protection | Contract performance, legal obligations and legitimate operational interests |
| Accounting, tax, guest-register and regulatory records | Compliance with Japanese law |
| Responding to owner or general enquiries | Your request and our legitimate interest in responding |
| Newsletters and promotional messages | Your consent; you can unsubscribe at any time |
| Website security, diagnostics and audience measurement | Necessary operation, legitimate interests, or consent where required for non-essential cookies |
4. When we share information
We disclose only what is reasonably necessary to service providers supporting reservations, secure payment, website hosting, IT security, guest communications, cleaning, maintenance and property operations; professional advisers and insurers; booking platforms you use; and public authorities where law requires or permits disclosure. Providers must protect information and may use it only for the relevant service. We do not sell personal information.
5. International processing
Our website infrastructure may be hosted outside Japan, including in Singapore, and some vendors may process data in other countries. Privacy protections can differ. Where required, we use contractual and organizational safeguards and limit transfers to what is necessary. Contact us if you want more information about safeguards relevant to your data.
6. Retention
We keep reservation and transaction records for the stay and for the period needed to meet tax, accounting, legal-claim and regulatory requirements. Enquiries are generally retained only while we respond and for a reasonable follow-up period; marketing data is kept until you unsubscribe or it is no longer useful; security logs are normally retained for a shorter operational period unless an incident requires longer. We delete or anonymize information when it is no longer needed.
7. Security
We use reasonable technical and organizational measures designed to prevent unauthorized access, alteration, loss and disclosure. No internet transmission or storage method is completely secure, so please do not send payment-card details or identity documents through ordinary email unless we provide a secure method.
8. Your choices and rights
Subject to applicable law, you may ask us to disclose the personal information we hold about you and its use, correct inaccurate information, stop certain uses or disclosures, delete information when no longer lawfully needed, or explain a refusal. You may withdraw consent prospectively and opt out of marketing at any time without affecting your booking. We may need to verify your identity before fulfilling a request.
You may also manage optional cookies as described in our Cookie Policy. If you remain concerned after contacting us, you may complain to Japan’s Personal Information Protection Commission or another competent privacy authority.
9. Children, external sites and updates
Our booking service is for adults. We process information about children only when an adult includes them in a reservation and only as needed to provide the stay or comply with law. Links to booking platforms, payment services and social networks lead to services controlled by those parties; please review their privacy notices.
We may update this policy as our services or legal obligations change. Material changes will be identified by a new effective date and, where appropriate, an additional notice.