Data, Privacy, and Compliance
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This article explains how Takumo handles guest personal data, what your obligations are as a hotel operator, and how Takumo supports compliance with Japanese law.
How Takumo Handles Guest Data
Guest personal data collected through Takumo Pro — name, contact details, address, room number — is used solely for the purpose of creating and managing the luggage forwarding booking. This data is:
● Transmitted to the selected carrier via encrypted API connection for the purpose of waybill creation and collection arrangement
● Stored in Takumo's AWS-hosted infrastructure in Japan (AP-Northeast-1 / Tokyo region)
● Retained for seven years in the digital archive in compliance with Japanese business record retention requirements
● Not shared with any third parties beyond the carrier required to fulfil the booking
● Never used for marketing or sold to third parties
Guest Consent — The Liability Checkbox
The consent and liability acknowledgement at Step 6 of the booking flow serves two purposes:
● Confirms the guest has reviewed the booking details and they are correct
● Acknowledges that the transport contract is between the guest and the carrier, and that neither the hotel nor Takumo is liable for loss or damage in transit
This acknowledgement is recorded digitally with a timestamp in the booking archive. This is important for your hotel's risk management — you have a dated record that the guest acknowledged the terms.
ℹ NOTE For Takumo Lite bookings where the guest submitted via the app, the acknowledgement is completed at the time of handover when staff review the booking with the guest before submitting. |
APPI Compliance
Takumo K.K. operates in compliance with Japan's Act on the Protection of Personal Information (APPI). As a hotel operator using Takumo, you are a Joint Business Operator (共同利用) for the purposes of the personal data processed through the platform. Your hotel's privacy policy should reference luggage forwarding as a use of guest personal data and note that data is shared with logistics carriers for the purpose of service fulfilment.
Takumo's full privacy policy is available at takumo.jp/privacy. If a guest requests access to, correction of, or deletion of their personal data, contact privacy@takumo.jp with the booking reference and request details. Data Security
● All data in transit is encrypted via TLS 1.2 or higher
● All data at rest is encrypted using AES-256
● Access to guest data within Takumo Pro is logged and auditable
● Staff access is role-based — staff members only see bookings for their assigned branch
● Two-factor authentication is available for all Takumo Pro accounts and strongly recommended for Administrator accounts