MENU
  1. Home
  2. Privacy Policy

Privacy Policy

Privacy Policy

Last updated: September 2026

Smart Japan Trip respects your privacy and is committed to protecting your personal data.

This Privacy Policy explains how we collect, use, store and protect your personal information when you visit our website, contact us, request a consultation, or use our travel planning and travel support services.

  1. Data Controller

The data controller responsible for the processing of personal data on this website is:

Smart Japan Trip
Owner: Misaki Nakaie
Bahnhofstraße 4
70771 Leinfelden-Echterdingen
Germany

Email: hello@smartjapantrip.jp

  1. Personal Data We Collect

Depending on how you interact with Smart Japan Trip, we may collect personal information such as:

  • Your name
  • Email address
  • Telephone number or WhatsApp number
  • Planned travel dates
  • Travel destinations and preferences
  • Accommodation or transportation preferences
  • Information relating to your travel plans
  • Information you provide during consultations or support requests
  • Messages and communications sent to us
  • Technical information such as your IP address, browser type, device information and server log data

We ask that you do not provide sensitive personal information unless it is genuinely necessary for us to assist you.

  1. How and Why We Use Your Personal Data

We process your personal data only where there is a lawful basis to do so.

Responding to inquiries and consultation requests

When you contact us through our website or by email, we use your information to respond to your questions and arrange consultations.

The legal basis for this processing is Article 6(1)(b) GDPR, where processing is necessary to take steps at your request before entering into a contract.

Providing travel planning and travel support services

If you purchase or request our services, we may process information about your travel plans, preferences and circumstances in order to provide the agreed service.

The legal basis is Article 6(1)(b) GDPR.

Legal and administrative obligations

We may retain certain information where necessary to comply with tax, accounting or other legal obligations.

The legal basis is Article 6(1)(c) GDPR.

Operating and protecting our website and services

We may process limited technical data where necessary to maintain the security, stability and functionality of our website.

The legal basis is Article 6(1)(f) GDPR, based on our legitimate interest in securely operating our website and services.

Where processing is based on your consent, the legal basis is Article 6(1)(a) GDPR. You may withdraw your consent at any time with effect for the future.

  1. Contact Form

When you contact us through the contact form on our website, we may collect your name, email address, expected travel dates and the contents of your message.

We use this information solely to respond to your inquiry, arrange a consultation and, where applicable, prepare or provide our services.

Submitting an inquiry does not oblige you to purchase any service.

We do not sell your personal data.

  1. Email Communication

If you contact us by email, the information you send to us, including your email address and the contents of your message, will be processed in order to respond to your inquiry or provide our services.

Please be aware that ordinary email communication may not always be fully secure.

  1. Communication via WhatsApp

Smart Japan Trip may offer WhatsApp as an optional communication channel for customers.

If you choose to communicate with us through WhatsApp, information such as your telephone number, profile information and the contents of your messages may also be processed by WhatsApp and its affiliated service providers.

Use of WhatsApp is voluntary.

You may contact us by email or through our website instead if you prefer not to use WhatsApp.

The processing carried out by WhatsApp is governed by WhatsApp’s own privacy policy and terms.

  1. Website Hosting

This website is hosted using ConoHa WING, a hosting service provided by GMO Internet, Inc., Japan.

When you access our website, the hosting provider may process technical information such as:

  • IP address
  • Date and time of access
  • Requested pages
  • Browser information
  • Operating system information
  • Referrer information
  • Server or security logs

This data is processed where necessary to deliver the website and ensure its security and technical operation.

The legal basis is Article 6(1)(f) GDPR.

Where personal data is transferred internationally, we use legally recognized transfer mechanisms where required.

  1. International Data Transfers

Some of the service providers we use may process personal data outside the European Economic Area.

Where required by applicable data protection law, international transfers are based on appropriate legal safeguards, such as an adequacy decision of the European Commission, Standard Contractual Clauses or another legally recognized transfer mechanism.

Japan is currently recognized by the European Commission as providing an adequate level of protection for covered personal-data transfers.

  1. Cookies and Similar Technologies

Our website may use cookies or similar technologies that are technically necessary for the website to operate correctly.

Where we use non-essential technologies, such as analytics, advertising or tracking tools, we will obtain consent where required by applicable law.

You may also control or delete cookies through your browser settings.

  1. Third-Party Service Providers

We may use external service providers where necessary to operate our website or provide our services.

These may include website hosting providers, email providers, communication providers, IT service providers, payment providers or professional advisers.

Personal data is only shared where necessary for the relevant purpose, where legally permitted or where required by law.

We do not sell your personal data to third parties.

  1. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected.

General inquiries that do not result in a customer relationship are deleted when they are no longer required for communication or legitimate business purposes.

Customer information may be retained for the duration of the customer relationship and afterwards where necessary to comply with legal, accounting or tax obligations.

Where processing is based on consent, relevant processing will cease when consent is withdrawn unless another legal basis applies.

  1. Your Data Protection Rights

Subject to the requirements of applicable law, you may have the right to:

  • Request access to your personal data
  • Request correction of inaccurate or incomplete personal data
  • Request deletion of your personal data
  • Request restriction of processing
  • Object to certain processing
  • Receive personal data you have provided in a portable format
  • Withdraw consent at any time
  • Lodge a complaint with a competent data protection supervisory authority

To exercise your rights, please contact:

hello@smartjapantrip.jp

We may need to verify your identity before responding to certain requests.

  1. Right to Object

Where personal data is processed on the basis of our legitimate interests under Article 6(1)(f) GDPR, you may have the right to object to such processing for reasons relating to your particular situation.

Where personal data is processed for direct marketing purposes, you may object to such processing at any time.

  1. Right to Withdraw Consent

Where processing is based on your consent, you may withdraw your consent at any time.

Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal.

  1. Complaints to a Supervisory Authority

You have the right to lodge a complaint with a competent data protection supervisory authority if you believe that the processing of your personal data violates applicable data protection law.

Our competent supervisory authority is generally:

Der Landesbeauftragte für den Datenschutz und die Informationsfreiheit Baden-Württemberg
Heilbronner Straße 35
70191 Stuttgart
Germany

  1. Automated Decision-Making

Smart Japan Trip does not currently use automated decision-making, including profiling, that produces legal effects or similarly significant effects on individuals.

  1. Data Security

We use appropriate technical and organizational measures to protect personal data against unauthorized access, accidental loss, misuse, alteration or disclosure.

However, no method of electronic transmission or storage can guarantee absolute security.

  1. Links to Third-Party Websites

Our website may contain links to third-party websites or services.

We are not responsible for the privacy practices or content of external websites.

We recommend reviewing the privacy policy of any third-party service you use.

  1. Changes to This Privacy Policy

We may update this Privacy Policy from time to time, for example when our services, website technologies or legal requirements change.

The current version will always be published on this page.

Last updated: September 2026