Accommodation Agreement / Privacy Policy

[Scope of Application]

Article 1.
1. The Accommodation Contract and related contracts to be concluded between our Hotel and the Guest shall be based on this Contract under the following terms and conditions of our Contract. Any matter not stipulated in this Contract shall be governed by ordinance and generally established practice.

2. When our Hotel has agreed to conclude a Special Contract without conflicting with ordinance and established practice, the said Special Contract shall prevail.

[Application for an Accommodation Contract]

Article 2.
1. The Guest who intends to apply to our Hotel for an Accommodation Contract will be required to provide our Hotel with the following particulars:

• Name of Guest(s) to be registered.
• Date of accommodation and estimated time of arrival.
• Accommodation Charge (based, in principle, on the Basic Accommodation Charges listed in Table No.1).
• Other information considered necessary by our Hotel.

2. In cases where the Guest requests, during his/her stay, an extension of accommodation beyond the date(s) in Subparagraph (2) of the preceding paragraph, it shall be regarded as an application for a new Accommodation Contract at the time such a request is made.

[Conclusion of Accommodation Contracts etc.]

Article 3.
1. The accommodation contract shall be considered established either during online reservation when it is displayed on our reservation website (and all reservation portal sites), or when it reaches the customer's provided email address during reservation confirmation.

2. However, the same shall not apply when it has been proven that the Hotel has not accepted the application. When a Contract for Accommodation has been concluded in accordance with the provisions of the preceding paragraph, the Guest is requested to pay an accommodation deposit fixed by the Hotel within the limits of the Basic Accommodation Charges covering the Guest's entire period of stay (3 days when the period of stay exceeds 3 days) by the date specified by the Hotel.

3. The deposit shall be first used for the Total Accommodation Charges to be paid by the Guest, then secondly for the cancellation charges under Article 6 and thirdly for reparations under Article 18 as applicable, and the remainder, if any, shall be refunded at the time of the payment of the Accommodation Charges as stated in Article 12.

4. When the Guest has failed to pay the deposit by the date as stipulated in paragraph 2, the Hotel shall treat the Accommodation Contract as invalid. However, the same shall apply only in the cases where the Guest is thus informed by the Hotel where the period of payment of the deposit is specified.

5. If the Hotel website displays the wrong accommodation fee (based on fixed prices), and the Hotel realizes this after the guest has entered into an accommodation contract , the Hotel will give expedient notice to the guest that the accommodation contract is invalid after confirming: accommodation fees for dates adjacent to the contract date; whether "limited", "special", or "campaign" fees apply, etc.

[Special Contracts Requiring No Accommodation Deposit.]

Article 4.
1. Notwithstanding the provisions of Paragraph 2 of the preceding Article, the Hotel may enter into a special contract requiring no accommodation deposit after the Contract has been concluded as stipulated in the same paragraph.

2. In cases where the Hotel has not requested the payment of a deposit as stipulated in Paragraph 2 of the preceding Article and/or has not specified the date of the payment of the deposit at the time the application for an Accommodation Contract has been accepted, the Hotel shall be treated as having accepted a special contract as described in the preceding paragraph.

[Refusal of Accommodation Contracts.]

Article 5.
1. The Hotel shall have the right not to accept the application for an Accommodation Contract under any of the following circumstances:

• When the application for accommodation does not conform with the provisions of these Terms and Conditions.
• When the Hotel is fully booked and no room is available.
• When the Guest seeking accommodation is deemed liable to conduct himself/herself in a manner that will contravene the law or act against the public order or good morals in regard to his/her accommodation.
• When the Guest seeking accommodation is considered to be corresponding to the following (a) to (c).
  (a) The law in respect to prevention, etc. against illegal actions by gang members (1991 Law item 77)stipulated article 2 item 2 (hereinafter referred to as “gang group”.), gang member stipulated by the same law article 2 item 6 (hereinafter referred to as “gang member.”), gang group semi-regular members or gang member related persons and other antisocial forces. (b) When gang group or gang members are associates of corporations or other bodies to control business activities. (c) When a corporate body has related persons to gang members.
• When the Guest seeking accommodation is deemed likely to behave in a manner that will trouble other Guests of this Hotel or behaves in such a manner due to intoxication or other causes.
• When the Guest seeking accommodation can be clearly detected to be carrying an infectious disease.
• When the guest seeking accommodation, a violent requesting act is carried out, or demanded a burden beyond the reasonable purview.
• When the Hotel is unable to provide accommodation due to natural calamities, malfunction of facilities and/or other unavoidable causes.
• When the provisions of Article 13 of Kagawa Prefectural Ordinance of the “Ryokan” Business Law is applicable.

[Right to Cancel Accommodation Contracts by the Guest]

Article 6.
1. The Guest is entitled to cancel the Accommodation Contract by so notifying the Hotel.

2. In cases where the Guest has canceled the Accommodation Contract in whole or in part due to causes for which the Guest is liable (except in the case where the Hotel has requested the payment of the deposit during the specified period as described in Paragraph 2 of Article 3 and the Guest has canceled before the payment), the Guest shall pay cancellation charges as listed in Table No.2.

3. In cases where the Guest does not appear by 8p.m. on the accommodation date (or 2 hours after the expected time of arrival if the Hotel has been notified of it) without advance notice, the Hotel may regard the Accommodation Contract as being canceled by the Guest.

[Right to Cancel Accommodation Contracts by the Hotel]

Article 7.
1. The Hotel may cancel the Accommodation Contract under any of the following circumstances:

• When the Guest is deemed liable to conduct and/or has conducted himself/herself in a manner that will contravene the law or act against the public order and good morals in regard to his/her accommodation.
• When the Guest is clearly considered to be corresponding to the following (a) to (c).
  (a) Gang group, gang group semi-regular members or gang member related persons and other antisocial forces. (b) When a corporate body or other organization where gang groups or gang members control business activities. (c) In a corporate body which has persons relevant to gang member in its board member.
• When the Guest seeking accommodation is deemed likely to behave in a manner that will trouble other Guests of this Hotel or behaves in such a manner due to intoxication or other causes.
• When the Guest can be clearly detected to be carrying an infectious disease.
• When the guest seeking accommodation, a violent requesting act is carried out, or demanded a burden beyond the reasonable purview.
• When the Hotel is unable to provide accommodation due to natural calamities and/or other causes of force major.
• When the provisions of Article 13 of Kagawa Prefectural Ordinance of the “Ryokan” Business Law is applicable.
• When the Guest does not observe the rules prohibiting certain actions specified under the House Regulations stipulated by the Hotel (restricted to prohibitions dammed necessary in order to prevent fires) such as smoking in bed, and mischief to the fire fighting facilities.

2. In cases where the Hotel has canceled the Accommodation Contract in accordance with the preceding paragraph, the Hotel shall not be entitled to charge the Guest for any services which he/she has not received.

[Registration]

Article 8.
1. The Guest shall register the following particulars at the Front Desk of the Hotel on the day of accommodation:

• Name, age, sex, address and occupation of the Guest(s);
• Except in the case of a Japanese national or Japanese resident, nationality, passport number, port and date of entry in Japan (A photocopy of your passport must be taken when you check-in.)
• Departure date, or planned date of departure
• Other particulars deemed necessary by the Hotel.

2. When making payment for the services stated in Article 12 by travel voucher, credit card, or cash, the guest will present the payment type previously stated at the time of reservation.

[Occupancy Hours of Guest Rooms]

Article 9.
1. The Guest is entitled to occupy the contracted guest room of the Hotel from 3 p.m. on the day of registration until 10 a.m. on the day of departure.

2. The Hotel may, notwithstanding the provisions prescribed in the preceding paragraph, permit the Guest to occupy the room beyond the check out time prescribed in the same paragraph. In such cases, extra charges shall be paid as follows:

• Up to 3 hours: 30% of the room charge;
• Up to 6 hours: 60% of the room charge;
• More than 6 hours: 100% of the room charge.

3. The amount equivalent to the room charge as described in the preceding paragraph will be 70% of the basic accommodation fee.

[Observance of House Regulations]

Article 10.
The Guest shall observe the House Regulations established by the Hotel which are posted within the premises of the Hotel.

[Business Hours]

Article 11.
1. The business hours of the main facilities of the Hotel are as follows. Those of other facilities shall be notified in detail in brochures provided in the Hotel, notices displayed at various places, and service directories in guest rooms, etc.:

• Front/Cashier Service Hours
  　　　　　　a) Curfew 11pm 　　　　　　b) Front Service 7am~10pm
• Drinking and Eating (Facilities) Service Hours
  　　　　　　a) Coffee Shop 7am~9pm
• Service Hours of Ancilliary Facilities
  　　　　　　a) Shop 7am~10pm

2. The business hours specified in the preceding paragraph are subject to temporary changes due tounavoidable circumstances of the Hotel. In such cases, the Guest shall be informed by appropriate means.

[Payment of Hotel Charges]

Article 12.
1. The breakdown of the Hotel Charges that the Guest shall pay is as listed in Table No.1.

2. Hotel Charges as stated in the preceding paragraph shall be paid at the Front Desk at the time of the Guest's departure, or upon request by the Hotel, in Japanese currency or other means as shall be acceptable to the Hotel such as traveler's cheques, coupons or credit cards.

3. Hotel Charges shall be paid even if the Guest voluntarily does not utilize the accommodation facilities once such facilities have been made available to him/her by the Hotel.

[Liabilities of the Hotel]

Article 13.

1. The Hotel shall compensate the Guest for damage if the Hotel has caused such damage to the Guest in the fulfillment or the nonfulfillment of the Accommodation Contract and/or related agreements. However, the same shall not apply in cases where such damage is due to reasons for which the Hotel is not liable.

2. The Hotel conforms to the fire prevention laws and makes every effort to prevent fires. Furthermore, the Hotel is covered by Hotel Liability Insurance in the case of fires or other disasters.

[Arrangement When Unable to Provide Contracted Rooms]

Article 14.
1. The Hotel shall, when unable to provide contracted room(s), arrange accommodation of the same standard elsewhere for the Guest as far as practicable with the consent of the Guest.

2. When arrangement of other accommodation cannot be made notwithstanding the provisions of the preceding paragraph, the Hotel shall pay the Guest a compensation fee equivalent to the cancellation charges and the compensation fee shall be applied to the reparations. However, when the Hotel cannot provide accommodations due to reasons for which the Hotel is not liable, the Hotel will not pay the compensation fee to the Guest.

[Liability of Hotel for Possessions of Guests]

Article 15.
1. The Hotel shall be liable for the loss or destruction of the possessions of Guests only if such loss or destruction is the result of willful or gross negligence by the Hotel or any of its employees. The Hotel shall be liable to the Guest for the loss or damage of the possessions of the Guest to an amount limited to the fair market value of such possessions or 150,000 yen, whichever is lower. In certain cases the Hotel may accept liability for items with a higher value if a written request detailing the nature and value of such possession is received and accepted.

2. The Hotel will not keep money, negotiable instruments, jewelry, important documents and any other items which have substantial monetary value. Hotel safe deposit boxes are available. The Hotel shall be liable to Guests for the loss or damage of such valuables to an amount limited to 150,000 yen per period of room rental except in the case of a natural disaster.

[Custody of Baggage and/or Belongings]

Article 16.
1. When the baggage of the Guest is brought into the Hotel before his/her arrival, the Hotel shall be liable to keep it and to hand it over to the Guest at the Front Desk at the time of his/her check-in only if the Hotel has agreed to do so in advance.

2. After checkout, if a guest has left some personal belongings behind and the guest can be identified, the Hotel will contact them and ask for instructions. However, if the guest cannot be identified or does not provide instructions, the Hotel will keep the forgotten items for up to 7 days including the day the item(s) were found, and after that period lapses, the belongings will be turned over the to police in accordance with the law.

3. The responsibility of the Hotel regarding the guest's forgotten belongings in the case of the preceding two Paragraphs shall conform to the provision of the preceding Article, Paragraph 1, in the case of Paragraph 1 of this Article and to the provision of the preceding Article, Paragraph 2, in the case of the preceding Paragraph.

[Liability in Regard to Parking]

Article 17.
The Hotel shall not be liable for the custody of any vehicle belonging to the Guest when the Guest utilizes the parking lot in the Hotel, whether the key of the vehicle has been deposited with the Hotel or not, as the Hotel merely offers the space for parking. However, the Hotel shall compensate the Guest for any damage caused through intention or negligence on the part of the Hotel in regard to the management of the parking lot.

[Liability of the Guest]

Article 18.
The Guest shall compensate the Hotel for any damage caused through intention or negligence on the part of the Guest.

Table 1: Break-down of Hotel Charges (Ref. Paragraph 1 of Article 2 and Paragraph 1 of Article 12)

Remarks:
Children under 6 years of age are eligible for children's rates; a fee of 2,200 yen (tax incl.) per child will be charged for babies who do not need meals or their own bedding.

Table 2: Cancellation Charge (Ref. Paragraph 2 of Article 6)

Remarks:

• The percentages signify the rate of the cancellation charge applied to the Basic Accommodation Charge.
• In cases when the number of contracted days is shortened, a cancellation charge equivalent to one day's room charge shall be levied regardless of the number of days shortened.
• In the case of partial cancellation of a group booking (over 15 persons), cancellations of 10% or less of the total number of expected guests (fractions will be rounded up to the next whole number) will not be subject to a cancellation charge provided the Hotel is notified at least 10 days prior to occupancy (or on the day of the Hotel's acceptance of the Accommodation contract).
• Top Seasons are as follows: May 3-5, December 31-January 2
• If the accommodation contract date is changed, or the contract is canceled, after entering the breach of contract period regardless of contract date after amendment, guests will be assessed Penalty fees based on the Basic Accommodation Charge.

Personal Information Protection Policy

Kotohira Kadan adheres to the following privacy policy and makes every effort to protect the security of all personal information entrusted to us.

• We only generate, gather, use, and provide information pertinent to guests' stay.
• We take every precaution to prevent the unauthorized access, loss, destruction, falsification, and leaking of personal data.
• We strictly observe all laws, ordinances, and standards for handling personal data.
• We continuously strive for better practices, and adjust our handling to comply with official regulations as they evolve.
• Kotohira Kadan provides the all the contents of the this policy in written form to all affected and applicable parties.

Use of GUESTS' Personal Information

Kotohira Kadan will use guests' personal information within the limits of the following purposes:

• For confirming guests' identities; to notify of cancellation or cessation of services; to cancel contracts or agreements; or for other communications related to hotel services.
• For notification by telephone, email, or post of hotel services; for marketing or customer satisfaction surveys; or for conferring prizes or benefits.
• For the improvement and development of services offered by Kotohira Kadan and other group hotels.
• For the conducting of business related to Kotohira Kadan and other group hotels.
• For damage insurance purposes, including incidental, and the offering of related services.

Kotohira Kadan will occasionally share personal information with Hotel New Awaji Group hotels, or with necessary third parties in order to fulfill the usages outlined above.
If Kotohira Kadan receives a request from a court of law, police department, or other entity of the public legal system for the disclosure of information, Kotohira Kadan is required to comply.
Kotohira Kadan reserves the right to change the above policy as necessity demands.
If changes are made, they will appear promptly on this web page.

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