Kumano Camino is a privately owned and operated business. We provide highly personalised walking holidays in remote Japan for people who come to us, largely through word of mouth recommendation, who want to share our love of Japan and its unique walking experiences.
We are a people business and we care very much about our fellow walkers and their privacy.
This privacy notice explains:
- what personal information we collect
- how we use personal information
- when we share personal information
- how we store and process personal information
- how we keep personal information secure
- how long we keep personal information
- your rights in relation to your personal information
- how you can contact us
This notice applies to your dealings with us through our website and to any other communications with us by email, phone or in person.
You should read the notice carefully and contact us if you have any questions or concerns about our privacy practices.
Who we are?
Kumano Camino is a privately owned and operated company, based in Melbourne, Australia. We offer small group guided walking tours to Japan’s UNESCO heritage listed Kumano Kodo pilgrimage trail (including Koyasan) and to the Nakasendo trail. We are always looking for other unforgettable walking and cultural experiences in Japan to share with our walkers.
What information do we collect?
In order to be able to provide our services to you we need to collect a limited amount of personal information about you.
That information is your name, your email address, your phone number, your address, your location, your passport number & details, your date of birth, your emergency contacts, details about your dietary requirements, any known medical conditions, travel insurer & policy number along with a letter from doctor for those participants who are aged 65 or over at the tour start date. We collect and use sensitive information about your dietary requirements and known medical conditions solely to assess your ability to undertake the walk you wish to book and to help you manage your dietary requirements and any medical conditions during the course of the walk.
We generally collect this information from you when you book a tour through our website but we may also collect it during our other oral and written communications with you about your booking or potential booking, including when you complete an expression of interest form on our website or contact us through our website.
We also collect Aggregated Information. Aggregated Information is anonymous data websites use to analyse trends, track user movements administer the website, diagnose problems on the site and networks and gather broad demographic information for aggregated use and to help improve the quality of web pages. It may be your IP address, mobile phone network provider or domain name. None of this information is “personal information” which identifies you or enables you to be identified.
How do we use personal information?
We use your personal information principally to enable us to provide you with the services you have booked with us. We also use it to enable us to:
- process your expression of interest in making a future booking
- respond to you when you contact us through our website or other means
- personalise the content of information we send out and the user experience
- set up and administer your account
- deliver marketing and events communication
- carry out polls and surveys
- undertake internal research and product development
- comply with legal obligations (eg migration compliance, our duty of care in relation to walkers’ wellbeing, our obligations under our terms and conditions)
- meet internal audit and compliance requirements
What legal basis do we have for processing your personal data?
Our legal basis for processing your personal information is the consent we obtain from you at the time you book your tour or when you complete an expression of interest form on our website or contact us through our website and the contract which exists between us for the supply of the services you book, as constituted by our terms and conditions, which you should read, and will need to agree to as part of the booking process.
When do we share personal data?
We will only share your personal information with third parties as necessary to provide the services you have booked and to conduct our business operations, as outlined above (see above: How do we use personal information?).
We will share your name, passport number and information about your dietary needs with accommodation providers. We will share information about your dietary needs and medical conditions with medical personnel and others as needed to attend to your medical needs.
If or when personally identifiable information is provided to any of these third parties, we will require that such information be maintained by them in strictest confidence.
We will not sell or rent your personal information to anyone for any reason.
Where do we store and process personal data?
Your personal information will be stored on:
- our information systems (manual and automated) in Australia
- in hardcopy records we compile so that it is at hand as needed on tour in Japan.
How do we secure personal data?
Our information systems feature good industry practice standard data security products. Login access is password protected.
We take reasonable precautions to protect your security. We use encryption technology to protect information being sent over the Internet. Unfortunately, there is always a risk involved in sending information through any channel including the Internet and you do so entirely at your own risk.
Authorised employees and contractors will have limited access to your personal information where it is necessary to enable them to perform relevant functions. Our web designer and their hosting service provider are obliged to respect the confidentiality of any personal information held for us, to take all reasonable steps to ensure its security and to use it solely as we direct.
We restrict hardcopy record access to our on-tour personnel who destroy the hard copy at the end of the tour.
How long do we keep your personal data?
We retain personal information for 7 years to make sure that we are in a position to deal with any claim which might be made in relation to a tour within normal limitation periods. After that we permanently delete the information from our information systems.
Your rights in relation to personal data
We comply with the EU General Data Protection Regulation (GDPR) under which you have the right to:
- Access your personal information we hold. We won’t normally charge for such a request, although we may impose a charge to cover our administrative expenses if additional requests are made for the same information.
- Have your personal information corrected and require the deletion of your personal information
- Withdraw your consent for us to process your personal information
- Ask us for an electronic copy of your personal information and we will provide the data to you, or the person you’ve nominated, in a structured, commonly used and machine readable form
- Object to further processing of your personal information if grounds exist relating to your particular situation. You can make such an objection online or you can contact us as provided for below
- Lodge a complaint with relevant privacy regulatory agencies.
Before we can process your request you will need to provide us with a copy of any two of the following forms of identification:
- drivers licence
- identity card issued by a government agency
In some circumstances your rights as detailed in this section may be limited, eg if fulfilling your request would expose personal information about another person, or if we’re asked to delete data we are required to keep by law.
Use of automated decision-making and profiling
We do not use your personal information for any form of automated decision-making or profiling.
In circumstance where there is an opportunity, if you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.
If you have an account and you log in to this site, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.
If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID
Linking to other websites / third party content
Articles on this site may include embedded content (eg videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
Updates to this policy
We reserve the right to update this policy from time to time to reflect changes in law, technology, our operations and practices.
How to contact us
If you have any questions or concerns about our privacy practices, your personal information we hold, or if you wish to make a complaint you can contact us as follows:
• by email to us at email@example.com, or
• through our website by completing and submitting a Contact Us & Enquiries Form