Privacy Policy

1. Who We Are

Evergreenhillwhisper is operated by Evergreenhillwhisper K.K., registered at 1-2-3 Jingumae, Shibuya City, Tokyo 150-0001, Japan. We are the data controller for the personal information described in this policy. Contact us at +81 6-6475-3667 or via our contact form on this site.

2. Information We Collect

We may collect and process the following categories of personal information when you interact with our website or make a booking enquiry:

• Contact Data: Full name, email address, phone number
• Booking Information: Retreat preference, dates, party size, special requests
• Payment Information: Bank details or credit card information processed securely through third-party payment providers
• Technical Data: IP address, browser type, device information, pages visited, time spent on site
• Cookie Data: Information related to your cookie preferences and website interaction

3. How We Use Your Information

We use personal information for the following lawful purposes:

• Processing and fulfilling retreat booking requests and reservations
• Communicating with you regarding your booking, including confirmations and updates
• Responding to your enquiries and customer support requests
• Sending promotional materials (only with your consent where required by law)
• Analyzing website usage to improve user experience and site functionality
• Complying with legal obligations and preventing fraud
• Conducting legitimate business operations and analytics

4. Legal Basis for Processing

We process your personal information on the following legal bases:

• Consent: Where you have explicitly consented to marketing communications or analytics tracking
• Contractual Necessity: Processing required to fulfill your booking and provide our services
• Legal Obligation: To comply with Japanese tax, labor, and privacy laws
• Legitimate Interests: Our interest in improving services, preventing fraud, and maintaining website security

5. Data Sharing & Third Parties

We do not sell or rent your personal information. We may share your information with:

• Property Owners: To facilitate your retreat booking and provide accommodation
• Payment Processors: Secure third parties that process payment information
• Service Providers: Email providers, analytics providers, and hosting services necessary for site operation
• Legal Authorities: Where required by law or to protect our legal rights

6. Data Retention

We retain personal information for as long as necessary to fulfill the purposes outlined in this policy. Booking information is retained for 3 years after your stay to maintain records. Contact information for unbooked enquiries is retained for 1 year unless you request deletion. You may request deletion of your data at any time subject to legal retention obligations.

7. Your Rights

Under Japanese privacy law and APAC regulations where applicable, you have the right to:

• Access your personal information and obtain a copy
• Correct inaccurate or incomplete data
• Request deletion of your data (subject to legal obligations)
• Opt out of marketing communications at any time
• Withdraw consent for non-essential processing
• Lodge a complaint with the relevant data protection authority

8. Data Security

We implement industry-standard security measures to protect your personal information from unauthorized access, alteration, or disclosure. These include SSL encryption, secure servers, and restricted access controls. However, no transmission method over the internet is completely secure. While we maintain appropriate safeguards, we cannot guarantee absolute security of all data.

9. International Data Transfers

Evergreenhillwhisper is based in Japan. If you access our services from outside Japan, your information will be transferred to and processed in Japan in accordance with this privacy policy and applicable laws. By providing your information, you consent to this transfer.

10. Cookies & Tracking Technologies

We use cookies to remember your preferences, track analytics, and enhance your user experience. You can control cookie preferences through our cookie banner or browser settings. See our Cookie Policy for detailed information about the specific cookies we use and how to manage them.

11. Children's Privacy

Our services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from children. If we become aware that a child has provided us with information, we will delete such information promptly and terminate the child's account.

12. Policy Changes

We may update this privacy policy periodically to reflect changes in our practices or applicable law. We will notify you of material changes by posting the updated policy on this page with a new "last updated" date. Continued use of our services following such notification constitutes your acceptance of the revised policy.

13. Contact Us

If you have questions about this privacy policy or your personal information, please contact us at:

Evergreenhillwhisper K.K.
1-2-3 Jingumae, Shibuya City, Tokyo 150-0001, Japan
Phone: +81 6-6475-3667
Email: info@evergreenhillwhisper.com