Privacy Policy

1. Operator

The service "Oyado Pro" (the "Service") is operated by Veda LLC (合同会社Veda) ("we" or "us").

2. Scope of This Policy and Our Role

Personal information handled in the Service falls into the following two categories.

• Information about guests of accommodation facilities (booking information, guest registers, etc.) - The business handling the personal information is each accommodation facility. We handle it within the Service on behalf of the facility, as entrusted by the facility.
• Information about facility operators who contract for the Service (names and contact details of persons in charge, etc.) - We handle it as the business handling the personal information (Section 8).

3. Information Handled on Behalf of Facilities

Depending on the features the facility uses, we handle the following information.

• Name, name reading, address, nationality - to accept bookings and prepare the guest register
• Email address, phone number - to send booking confirmations, pre-arrival information, cancellation notices, etc., and for contact from the facility
• Booking data - dates of stay, number of guests, plan, requests, payment status, etc.
• Payment information - Card numbers and the like are handled by each payment provider and are not stored on our servers. We handle only the results of payments (payment identifiers, amounts, etc.)
• Identity verification information - When a facility uses unmanned check-in or similar, we handle images of passports and other identity documents, face photos and group photos, and electronic signatures
• Face matching - Only when the facility has subscribed to the face recognition option, we compare the face photo with the photo on the identity document to verify identity. The matching uses Amazon Web Services' face recognition service (Amazon Rekognition). Facilities that do not use the option do not perform face matching
• Messages with the facility and questions to the AI concierge - to answer your questions

4. Handling of Entrusted Information

1. We handle it only within the scope of the entrusted work (providing the Service) and do not use it for our own sales or other purposes.
2. We manage it separately for each facility and do not mix it with information of other facilities.
3. Except as required by law, we do not provide it to third parties without the facility's instructions.
4. We may review it to the extent necessary to provide the Service safely, such as responding to failures and preventing misuse.

5. Businesses We Entrust with Handling (Subcontractors)

To provide the Service, we entrust the following businesses with handling information.

• Google (Firebase / Cloud Storage / Gemini) - data storage and authentication, generating AI concierge answers
• Amazon Web Services (SES / SNS) - sending and receiving email (importing booking-site emails), sending SMS
• Amazon Web Services (Rekognition) - face matching (only when the facility uses the face recognition option)
• Twilio - sending SMS
• Vercel - delivering and processing the Service
• Payment providers (Stripe, Square, PayPal, PayPay) - the payment providers contracted by the facility, which process payments. Payments go directly into the facility's account; we do not hold them

If the facility enables an integration, we also send the necessary information to the following businesses on the facility's instructions.

• Smart locks (RemoteLOCK, KEYVOX, Keycafe, Baycom, etc.) - name, contact details and dates of stay, to issue door codes
• LY Corporation (LINE) - LINE user ID and display name, for booking and contact via LINE
• Agora - voice calls between the reception terminal and the facility
• Google (Calendar, Text-to-Speech) - registering bookings in the facility's calendar, voice guidance on the reception terminal
• freee, Money Forward - registering sales in the facility's accounting software

6. Requests for Disclosure, Correction, Deletion, etc.

Requests for disclosure, correction, deletion or suspension of use of information about guests of accommodation facilities should be made to the facility you booked. If you contact us, we will check with the facility and respond according to the facility's instructions.

7. Retention Period

1. Information about guests of accommodation facilities is retained while the facility uses the Service, as instructed by the facility. It is also retained after the facility cancels, and is deleted 30 days after the facility applies to delete its account (Terms of Service for facilities, Article 3; guest registers are handled as described below).
2. Entries in the guest register (name, address, contact details, and for foreign nationals without an address in Japan, nationality and passport number) and copies of passports must be kept by the facility under the Hotel Business Act and other laws, so they are retained for 3 years from the date of creation and then deleted. Face photos, signatures and images of identity documents are not legally required to be kept, but are retained for the same period as records of identity verification that form part of the register (if the facility sets a shorter period, that period applies).
3. Email and SMS sending records are deleted after 180 days, AI concierge conversations after 180 days, messages with the facility after 1 year, the text of booking emails imported from booking sites after 90 days, and temporary records for face matching after 30 days.

8. Information about Facility Operators

We use the name, email address, phone number and payment information of facility operators who contract for the Service for the following purposes.

• Providing the Service, identity verification, contact and support
• Billing usage fees
• Improving the Service and informing you of new features and services

This information is retained until the account is deleted.

The email addresses of people who send us inquiries or requests for consultation about the Service are used to contact them and to inform them about the Service. If you do not wish to receive information or would like your address deleted, please contact the desk in Section 11.

For requests for disclosure, correction, suspension of use, etc. of your own information, please contact the desk in Section 11 (support@oyado.pro). We will respond after confirming your identity, for example by a message from your registered email address. No fee is charged.

9. Cookies and Analytics Tools

1. We use cookies to operate the Service, for example to keep you logged in.
2. Facilities can install analytics and advertising tools (such as Google Analytics) on their booking pages and websites. Such information is obtained and managed by each facility, and we do not receive it. Please check each facility's privacy policy for how it is handled.

10. Security Measures

We take the following security measures to prevent leakage, loss or damage of personal information. If we become aware of a possible leak, we promptly notify the facility.- Organizational: We have appointed a person responsible for personal information protection.- Human: We limit who handles the information.- Physical: Information is stored on cloud providers' facilities and is not kept on local devices.- Technical: We encrypt communication and storage, restrict access, record operations, and monitor errors and suspicious operations.- External environment: When using businesses located outside Japan, we confirm the country and place of handling as described in Section 5.

11. Contact

Veda LLC (合同会社Veda) (Person responsible for personal information protection: Ken Matsuda)
3-36-36-7A Osu, Naka-ku, Nagoya, Aichi, Japan
Email: support@oyado.pro

12. Changes to This Policy

This Policy may be changed due to amendments to laws or changes to the Service. The changed Policy takes effect when it is posted on this page.