Privacy Policy

This Privacy Notice for Oxford International Exchange Ltd (doing business as Into Japan Specialist Tours) (“we,” “us,” or “our”) describes how and why we might access, collect, store, use, and/or share (“process”) your personal information when you use our services (“Services”), including when you:

  • Visit our website at www.intojapan.co.uk or any website of ours that links to this Privacy Notice
  • Engage with us in other related ways, including any sales, marketing, or events

Questions or concerns?

Reading this Privacy Notice will help you understand your privacy rights and choices. We are responsible for making decisions about how your personal information is processed. If you do not agree with our policies and practices, please do not use our Services. If you still have any questions or concerns, please contact us at info@intojapan.co.uk.

SUMMARY OF KEY POINTS

What personal information do we process?
When you visit, use, or navigate our Services, we may process personal information depending on how you interact with us and the Services, the choices you make, and the products and features you use.

Do we process any sensitive personal information?
Some of the information may be considered “special” or “sensitive” in certain jurisdictions, for example your racial or ethnic origins. We may process sensitive personal information when necessary with your consent or as otherwise permitted by applicable law.

Do we collect any information from third parties?
We do not collect any information from third parties.

How do we process your information?
We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We may also process your information for other purposes with your consent. We process your information only when we have a valid legal reason to do so.

In what situations and with which parties do we share personal information?
We may share information in specific situations and with specific third parties.

How do we keep your information safe?
We have adequate organisational and technical processes and procedures in place to protect your personal information. However, no electronic transmission over the internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorised third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information.

What are your rights?
Depending on where you are located geographically, the applicable privacy law may mean you have certain rights regarding your personal information.

How do you exercise your rights?
The easiest way to exercise your rights is by contacting us. We will consider and act upon any request in accordance with applicable data protection laws.

Want to learn more about what we do with any information we collect? Review the Privacy Notice in full below.

TABLE OF CONTENTS

– What information do we collect?
– How do we process your information?
– What legal bases do we rely on to process your personal information?
– When and with whom do we share your personal information?
– Do we use cookies and other tracking technologies?
– Is your information transferred internationally?
– How long do we keep your information?
– How do we keep your information safe?
– Do we collect information from minors?
– What are your privacy rights?
– Controls for Do-Not-Track features
– Do United States residents have specific privacy rights?
– Do we make updates to this notice?
– How can you contact us about this notice?
– How can you review, update, or delete the data we collect from you?

1. WHAT INFORMATION DO WE COLLECT?

1.1. Personal information you disclose to us.

1.1.1. We collect personal information that you voluntarily provide to us when you:

  • Express an interest in obtaining information about us or our products and Services
  • Participate in activities on the Services
  • Contact us in any way

1.1.2. The personal information we collect depends on the context of your interactions with us and the Services, the choices you make, the products and features you use.

1.1.3. We may collect the following personal information:

  • Names
  • Phone Numbers
  • Email addresses
  • Contact preferences
  • Debit/credit card numbers
  • Billing addresses

1.1.4. When necessary, and with your consent or as permitted by applicable law, we may need to process information revealing race or ethnic origin (e.g. passports), and/or social security numbers or other government identifiers. If you make a booking with us, we will also ask you for health information including medical conditions, dietary requirements, allergies, disabilities, height and weight and physical ability. This is defined as a ‘special category’ of data under GDPR and we only use this information to fulfil your contract with us. We do not use this data for marketing purposes.

1.1.5. All personal information you provide must be true, complete, and accurate. You must notify us of any changes to your personal information.

1.2. Information Automatically Collected

1.2.1. We automatically collect certain information when you visit, use, or navigate the Services. This information may include:

  • IP address
  • Browser and device characteristics
  • Operating system
  • Language preferences
  • Device name
  • Country
  • Location
  • Information about how and when you use our Services
  • Other technical information

1.2.2. This data is primarily used to maintain the security and operation of our Services and support internal analytics and reporting purposes.

1.2.3. We also collect information through cookies and similar technologies. The information we collect includes log and usage data, location, and device data. These include, but may not be limited to, IP address, device and browser type/settings, activity in the Services (e.g. time stamps, pages viewed, searches), and device events (e.g. system activity, error reports, hardware settings), device/application IDs, location, hardware model, OS and system configuration, and precise or imprecise location based on device settings.

1.2.4. You can opt out of location tracking by denying access when prompted, and disabling Location settings on your device. Please note that opting out may impact your ability to use certain features.

1.2.5. Our use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

2. HOW DO WE PROCESS YOUR INFORMATION?

2.1. We process your information to provide, improve, and administer our Services, communicate with you, ensure security, and comply with law. We may also process your data for other purposes with your explicit consent.

2.2. We may process your information to:

  • Deliver and facilitate requested services
  • Request feedback and contact you regarding your experience
  • Send marketing and promotional communications (you can opt out at any time)
  • Deliver targeted advertising and personalised content
  • Protect the Services (e.g. monitor for fraud)
  • Identify usage trends to improve our Services
  • Evaluate the effectiveness of marketing campaigns
  • Save or protect an individual’s vital interest (e.g. prevent harm)

3. WHAT LEGAL BASES DO WE RELY ON TO PROCESS YOUR INFORMATION?

3.1. We only process your personal information when we have a valid legal reason to do so.

3.2. If you are located in the EU or UK, we rely on the following legal bases under the General Data Protection Regulation (GDPR) and UK GDPR:

3.2.1. Consent: You have given us permission to process your data for a specific purpose. You can withdraw consent at any time.

3.2.2. Performance of a Contract: Processing is necessary to fulfil our contractual obligations or at your request prior to entering into a contract.

3.2.3. Legitimate Interests: Processing is necessary for our legitimate business interests unless overridden by your fundamental rights. For example, we may send offers and discounts, improve user experience, or analyse to support marketing activities.

3.2.4. Legal Obligations: We process your data to comply with applicable legal requirements, such as:

  • Cooperating with law enforcement or regulatory bodies
  • Defending legal rights
  • Responding to subpoenas or court orders

3.3. If you are located in Canada we process your information with express consent, or implied consent (where reasonable based on context).

3.4. In certain exceptions, we may process your data without consent:

  • When collection is in your best interest and consent cannot be obtained in time
  • For investigations or fraud prevention
  • If data is part of a witness statement in an insurance claim
  • To identify or contact next of kin
  • If there are reasonable grounds for financial abuse
  • When consent would compromise investigations or law enforcement
  • If required by court documents (e.g. subpoenas, warrants)
  • When produced during employment and consistent with original purpose
  • If the information is publicly available under regulations

4. WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?

4.1. We may share information in specific situations described in this section and/or with the following third parties.

4.2. We may need to share your personal information in the following situations:

4.2.1. Business Transfers: We may share or transfer your information in connection with, or during negotiations of:

  • Any merger
  • Sale of company assets
  • Financing
  • Acquisition of all or part of our business by another company

4.2.2. Affiliates: We may share your information with our affiliates. In such cases, we require those affiliates to honour this Privacy Notice. Affiliates include:

  • Our parent company
  • Any subsidiaries
  • Joint venture partners
  • Other companies we control or that are under common control with us

4.2.3. Business Partners: We may share your information with our business partners so they can offer you certain:

  • Visit our website at www.intojapan.co.uk or any website of ours that links to this Privacy
  • Products
  • Services

5. DO WE USE COOKIES AND OTHER TRACKING TECHNOLOGIES?

5.1. We may use cookies and other tracking technologies to collect and store your information.

5.2. We may use cookies and similar tracking technologies (such as web beacons and pixels) to gather information when you interact with our Services. These technologies help us to:

  • Maintain the security of our Services
  • Prevent crashes
  • Fix bugs
  • Save your preferences
  • Support basic site functions

5.3. We also allow third parties and service providers to use tracking technologies on our Services for:

  • Analytics
  • Advertising
  • Managing and displaying ads
  • Tailoring ads to your interests
  • Sending abandoned shopping cart reminders (based on your preferences)

5.4. We may share your information with Google Analytics to help track and analyse usage of the Services. The Google Analytics features we may use include:

  • Google Analytics Demographics and Interests Reporting
  • Google Display Network Impressions Reporting
  • Remarketing with Google Analytics

5.4. You can opt out of being tracked by Google Analytics by visiting: https://tools.google.com/dlpage/gaoptout. You can also opt out of Google Analytics Advertising Features through Google Ads Settings, and/or Ad Settings for mobile apps. For details about Google’s privacy practices, please visit the Google Privacy & Terms page.

6. IS YOUR INFORMATION TRANSFERRED INTERNATIONALLY?

6.1. We may transfer, store, and process your information in countries other than your own. Our servers are located in the United Kingdom, and Japan.

6.2. Regardless of where you are located, your personal information may be transferred to, stored in, and processed by us and our third-party partners in various countries.

7. HOW LONG DO WE KEEP YOUR INFORMATION?

7.1. We keep your information for as long as necessary to fulfil the purposes outlined in this Privacy Notice, unless otherwise required by law.

7.2. We will retain your personal information:

  • As long as it is necessary for the purposes set out in this Privacy Notice
  • Or for a longer period if required or permitted by law (for example, for tax, accounting, or other legal obligations)

7.3. When there is no ongoing legitimate business need to process your information, we will either delete it, anonymise it, or if deletion is not possible (for example, if it is stored in backup archives), securely store it and isolate it from further processing until deletion is possible

8. HOW DO WE KEEP YOUR INFORMATION SAFE?

8.1. We have implemented appropriate and reasonable security measures to safeguard your personal information. These include technical safeguards, and organisational procedures. Please note that no electronic transmission over the internet or storage system is guaranteed to be 100% secure and that we cannot guarantee that hackers, cybercriminals, or unauthorised third parties will not bypass our security measures.

8.2. You are responsible for accessing our Services within a secure environment. Transmission of personal information to and from our Services is at your own risk.

9. WHAT ARE YOUR PRIVACY RIGHTS?

9.1. Depending on your location, you may have rights that give you greater control over your personal information. You may review, change, or terminate your account at any time.

9.2. In some regions, including the EEA, UK, Switzerland, and Canada, your privacy rights may include:

  • The right to request access and obtain a copy of your personal information
  • The right to request rectification or erasure of your data
  • The right to restrict the processing of your information
  • The right to data portability, if applicable
  • The right not to be subject to automated decision-making that has legal or significant effects
  • The right to object to the processing of your information in some cases

9.3. If we rely on your consent (express or implied, depending on your jurisdiction), you have the right to withdraw it at any time by contacting us. Please note that withdrawal will not affect the lawfulness of processing before consent was withdrawn, or any lawful processing based on other legal grounds.

9.4. You may opt out of marketing and promotional communications at any time by:

  • Clicking the “unsubscribe” link in our marketing emails
  • Contacting us directly using the contact details provided

We will remove you from our marketing lists, but may still send:

  • Service-related messages
  • Responses to your service requests
  • Other non-marketing communications

9.5. Cookies and similar technologies: Most browsers accept cookies by default. You can choose to reject or remove cookies. Doing so may affect the functionality of certain features on our Services.

9.6. If you have questions about your privacy rights, please email us at info@intojapan.co.uk

10. CONTROLS FOR DO-NOT-TRACK FEATURES

10.1. Most web browsers and some mobile operating systems and applications include a Do-Not-Track (DNT) setting that you can activate to express your preference not to be tracked online. At this time:

  • There is no universal standard for recognising and responding to DNT signals
  • Therefore, we do not currently respond to DNT signals or other similar mechanisms

11. DO UNITED STATES RESIDENTS HAVE SPECIFIC PRIVACY RIGHTS?

11.1. If you are a resident of certain U.S. states, you may have rights to access, correct, delete, or limit the processing of your personal information. These rights vary by state and are subject to applicable law.

11.2. How We Use and Retain Personal Information: We may use personal information for our own internal business purposes, such as research and development, which is not considered “selling.” We will not sell or share personal information.

11.3. How to Exercise Your Rights: You can contact us by visiting: www.intojapan.co.uk/contact, emailing: info@intojapan.co.uk, or calling: 01865 841443.

11.4. Request Verification: To process your request, we may need to verify your identity. This may involve:

  • Matching information you provide with data already in our systems
  • Requesting additional information for verification or fraud prevention
  • If using an authorised agent, requiring written and signed permission

12. DO WE MAKE UPDATES TO THIS NOTICE?

12.1. Yes. We will update this notice as needed to comply with relevant laws. We may update this Privacy Notice from time to time. When we do:

  • The updated version will be indicated by a revised “Revised” date at the top of this notice
  • If material changes are made, we may notify you:
    • By prominently posting a notice on our website, or
    • By directly sending you a notification

12.2. We encourage you to review this Privacy Notice regularly to stay informed about how we protect your personal information.

13. HOW CAN YOU CONTACT US ABOUT THIS NOTICE?

If you have any questions or comments about this notice, you may contact us:

By email: info@intojapan.co.uk

By post:

Oxford International Exchange Ltd
Unit 5, The Dovecote
Manor Farm Barns, Ball Lane
Tackley, Oxfordshire
OX5 3AG
England

14. HOW CAN YOU REVIEW, UPDATE, OR DELETE THE DATA WE COLLECT FROM YOU?

14.1. You have the right to:

  • Request access to your personal information
  • Receive details about how we have processed your data
  • Correct any inaccuracies
  • Delete your personal information
  • Withdraw your consent to processing (if applicable)

14.2. These rights may be subject to limitations based on applicable law. To exercise your rights, please visit: https://intojapan.co.uk/contact/