Reservation Policy

Article 1: Scope

  1. Contracts entered into by the hotel and guest(s), and any related contracts, conform to the stipulations of this agreement and applicable terms and conditions, which constitute a part of the same. Any stipulations not made herein shall comply with existing laws, statutes, and regulations, or with generally-established practices.
  2. Where the hotel agrees to comply with a special clause that does not contravene laws, statutes, and regulations, or generally-established practices, that special clause shall take precedence, the terms of the preceding clause notwithstanding.

Article 2: Application for hotel contract

  1. Persons seeking to apply for contract with the hotel (booking a reservation) shall submit the following information to the hotel per the ordinances and covenants of the country in which the hotel is located.
    1. Guest names
    2. Dates of stay and expected arrival time
    3. Contact information of applicants (as a rule, per Table 1)
    4. Name of party paying for hotel rate and contact information of said party
    5. Other information required by the hotel
  2. Where there are changes to the information previously submitted to the hotel per the preceding clause, the parties shall immediately notify the hotel of said changes.
  3. Where hotel guests exceed the dates of stay stipulated in Item 2 of the preceding Clause and apply to extend their stay, the hotel shall treat this as a new application for hotel contract effective the date said extension is applied for.

Article 3: Entering into hotel contract

  1. Hotel contracts go into effect when the hotel consents to an application as described in the preceding Article. The above may not apply where the hotel demonstrates that it has not made such consent.
  2. Where a hotel contract goes into effect per the terms of the preceding Clause, the guest of the hotel shall pay the application fee stipulated by the hotel, the maximum being the total amount payable by the guest for the dates of stay (see Table 1), doing so by the date specified by the hotel.
  3. In the event of any of the items below, the hotel reserves the right to treat the booking as having been made with no actual intent to stay, and the hotel contract shall lose its validity.
    1. Where unable to make payment for the aforementioned hotel rate prior to the date of stay, or by the date stipulated by the hotel, per the prior clause.
    2. Where, even after attempting to contact the party at the contract address provided per the terms of clause 1 of the preceding article, no contact can be made within ten days (starting from the first day on which contact is attempted). In the case that the number of days until the date of booking is fewer than ten, until 6:00 PM on the date of booking.
    3. If refusing communication from the hotel.
  4. Application fees shall be used towards the final hotel rates payable by the guest; where circumstances defined in Article 5 and 15 occur, said fees shall be used towards breach of contract fees and then towards compensation, in that order. Any remaining amount shall be returned following payment of the amount as stipulated in Article 11.
  5. If items B and C in the preceding clause apply, no refund shall be made on payment for room rates received by the hotel.

Article 4: Refusal of hotel contract

The hotel reserves the right to refuse a hotel contract for any of the reasons below.

  1. If the application for stay does not conform to these terms and conditions;
  2. If there are no rooms available due to full occupancy;
  3. Cases equivalent to the above, such as where there is a planned need to provide guest rooms to victims of a natural disaster or emergency, or for personnel tasked with addressing the situation.
  4. Where the person intending to stay is a member of an anti-social force (organized crime group), an organization affiliated with anti-social forces, or other affiliate of the same, or a corporation or organization the business of which is controlled by anti-social forces or the members thereof.
  5. If the person intending to stay at the hotel engages in activities that might contravene laws, statutes, and regulations, or disturb the peace or public order, or where there is a risk of the same.
  6. Where the person intending to stay is clearly afflicted with an infectious disease which may be transmitted to other guests.
  7. Where asking for or impelling services exceeding the socially-agreed upon standard for hotel accommodations.
  8. Where natural disasters, damage to the facilities, or other acts of God or force majeure render stay at the hotel impossible.
  9. Where the person intending to stay is drunk or under the influence of a substance and may disturb other guests or impede proper operation of the hotel, or where engaging in remarks or behavior that interfere with hotel personnel or other guests.
  10. Where the person intending to stay is clearly of infirm mental or physical health.
  11. Where a minor intends to stay alone without permission from a parent or legal guardian.
  12. Where making a booking with the hotel with the intent to transfer one’s right to stay to a third party.
  13. Where making a booking with the hotel with no intent to actually stay.

Article 5: Customer’s right to terminate contract

  1. Guests can request that the hotel cancel their hotel contract.
  2. Where a guest terminates this hotel contract, whether in whole or in part, for causes imputable to said guest, the hotel shall receive penalties as listed in Table 2.
  3. Where a guest does not arrive at the hotel on the intended date of stay before 8:00 PM (where the date of arrival has been explicitly stated in advance, two hours after said time) and does not notify the hotel, the guest shall be held to have withdrawn from the contract.

Article 6: Hotel’s right to cancel

  1. The hotel reserves the right to cancel a hotel contract for any of the cases below:
    1. Where the guest is an anti-social force, organization affiliated with anti-social forces, or the constituent member or affiliate of anti-social forces as defined in the Act on Prevention of Unjust Acts by Organized Crime Group Members and Ordinance on Expulsion of Anti Social Forces.
    2. Where a guest engages in assault, violence, threatening, extortion, unreasonable demands, gambling, or is in possession of or uses pharmaceuticals or narcotics, firearms, swords, or weaponry not authorized by law, or disturbs other guests or violates applicable laws or social norms and public order, or is at risk of any of the above.
    3. Where the person or persons seeking to stay at the hotel may engage in acts, or are deemed to have engaged in acts, that are in breach of laws, statutes, and regulations, or disturb the peace or are in contravention of the public weal;
    4. Where a guest is found to be the carrier of an infectious disease;
    5. Where causing undue disturbance to other guests;
    6. Where the guest engages in inappropriate conduct towards the hotel or hotel personnel, or makes unreasonable demands.
    7. Where natural disasters, damage to the facilities, or other acts of God or force majeure render stay at the hotel impossible.
    8. Where engaging in acts that would impede proper fire prevention measures and mechanisms, such as smoking in bed in guest rooms, tampering with fire fighting equipment, etc.
    9. Where a guest is drunk or under the influence of a substance and may disturb other guests or impede proper operation of the hotel, or where engaging in remarks or behavior that interfere with hotel personnel or other guests.
    10. Where transferring, or attempting to transfer, one’s right to stay at the hotel per this contract.
    11. Where entering into this contract through a travel agency, where payment for hotel rates from the agency has not been made. *Payment of hotel rates not being made shall refer to remittances made by the end of bank retail business hours or Internet payment, the business hours of the bank notwithstanding, and includes cases where confirmation of payment cannot be made on a given day due to the following day being a banking holiday.
    12. Where violating this agreement or the hotel’s terms of use.
  2. Notification per the preceding clause shall be made by telephone, e-mail, or in writing to the contact address of the guest as provided to the hotel per Article 2. Where said notification does not reach the other party even where sending it to the contact address provided in Article 2, the hotel reserves the right to apply the terms of Article 3, Clause 3, or treat the notification as having been received after the length of time it would ordinarily take to arrive.
  3. Where the hotel terminates this contract per the stipulations of clause 2 of the preceding article, no refunds of hotel rates shall be made, excepting items C and E of clause 1.

Article 7: Registration of stay

  1. On the date of their stay, guests shall register the following information at the hotel front desk:
    1. Guest name, age, sex, address, identification, and occupation.
    2. Persons from overseas shall register their nationality, passport number, and place and date of entry into the country.
    3. Departure date and planned time of departure.
    4. Prior night’s location of stay and intended destination.
    5. Other information required by the hotel.
  2. Where guests intend to pay for the fees stipulated in Article 12 in the form of traveler’s checks, coupons, credit cards, or other means in lieu of cash, they shall present said means of payment in advance at the time of registration as described in the previous clause.

Article 8: Guest room usage hours

  1. Hotel guests may use hotel guest rooms from the check-in time to the check-out time stipulated by the hotel.
    Where guests are staying for consecutive days, the rooms can be used for the entire day, excluding the days of arrival and departure.
  2. The hotel may consent to use of guest rooms for hours other than those stipulated above, the terms above notwithstanding. In the case above, the total amount of applicable additional fees shall apply.
  3. Even where it is within the timeframe for use of guest rooms stipulated in clause 2 above, the hotel reserves the right to enter guest rooms and take necessary measures for safety, sanitation, or management and operations of the hotel.

Article 9: Compliance with terms of use

Hotel guests shall observe all terms stipulated within the hotel during their stay there.

Article 10: Business hours

  1. Detailed information on business hours of hotel facilities can be found listed on the hotel’s web site, at each location throughout the hotel, and in the guest services guides found in guest rooms.
  2. The times in the clause above may be subject to change where required. Guests will be notified by appropriate means in said case.

Article 11: Payment of fees

  1. The breakdown of hotel rates paid by guests and computation scheme therein shall follow those described in Table 1.
  2. Payment of hotel rates as per the preceding clause shall be in Japanese yen or in traveler’s checks, vouchers, credit cards, online payment services (including Alipay and WeChat), and other methods approved of by the hotel and billed to the guest at the time of departure at the front desk or in a location designated by the hotel.
  3. Where the hotel provides a guest with a room and it is in a usable condition, hotel rates apply even where the guest voluntarily chooses not to stay at the hotel.
  4. For bookings of parties of seven or more people (group bookings), the entirety of hotel rates shall be paid by eight days prior to the date of booking. Where payment is not made by this time, the hotel reserves the right to refuse the booking.

Article 12: Hotel obligations

The hotel shall compensate guests for any damages sustained from execution of this hotel contract or related contracts, or for the non-execution of the same. Note that the above may not apply where the above damages are for causes not imputable to the hotel.

Article 13: Procedure where a contracted room cannot be provided

Where the hotel is unable to provide the room for which a guest contracted, the hotel shall, having obtained the consent of the guest, introduce an equivalent lodging facility to the extent possible.

Article 14: Storage of guest luggage and articles

  1. Where guest luggage arrives at the hotel before a guest, the hotel shall store said luggage only where it gave advance consent to do so; luggage shall be given to guests upon check-in.
  2. Where a guest’s belongings and luggage have been inadvertently left behind at the hotel after checking out, the hotel shall take custody of these articles for a designated period of time, after which they shall be disposed of per the Lost Property Act.
    Unless the hotel receives communication from the guest by the day following check-out, any remaining food and drink, magazines, and other materials disposed of shall be discarded at the discretion of the hotel.
  3. The hotel reserves the right to, at its sole discretion, inspect the content of luggage and belongings left behind in order to determine how to handle them, and reserves the right to return to the lost party or dispose of or handle these items as required per the preceding clause. The guest shall raise no objection to the above.

Article 15: Guest obligations

Where, for causes imputable to a guest, including but not limited to violation of this agreement and/or other terms and conditions, the hotel must pay for cleaning or repairs to a guest room, or is subject to lost sales opportunities or other damages, the guest shall be liable for compensation to the hotel for said damages and expenses.

Article 16: Guest room cleaning

  1. Where staying in the same guest room for two or more consecutive nights, as a rule, the guest room must be cleaned daily.
  2. Even where a guest states that cleaning is unnecessary, the hotel reserves the right to perform room cleaning for compliance with laws, regulations, and prefectural ordinances. The hotel also reserves the right to clean guest rooms at any time where and when it deems necessary.
  3. Guests shall not refuse the aforementioned room cleaning.

Article 17: Parking obligations

Where guests make use of parking lots with which the hotel partners, regardless of whether a guest entrusts a key to the hotel, the hotel waives all liability for maintenance and management of the vehicle.

Article 18: Revisions

These terms may be modified and revised at any time as necessary.
Where these terms are revised, the hotel shall list the details of the revised terms and their date of effectivity on the hotel web site and in guest rooms.

Table 1: Computation of hotel rates (pertains to Article 11)

Additional notes:
  1. The hotel base rate is per the rate table displayed at the front desk and listed on the hotel’s web site.

*Hotel rates

・Hotel base rate
room fee and service charge
・Additional charges
additional food and drink (breakfast, dinner, other food and drink)
・Tax
consumption tax, Tokyo accommodation tax, etc.
Note:
  1. The hotel rate is per the rate table displayed at the hotel and listed on the hotel’s web site.
  2. Only children of middle school age and younger shall be permitted to share beds with adults such that the total members in the party would exceed the room occupancy. Up to one child per bed is permitted. (Note that infants age two and younger are not included in this count.) Note that the size of the party may be subject to limitations depending on the size of the guest room. Use of the hotel is also subject to the additional fees below.
  3. Breakfast charges per the clause above conform to the terms below.
    1. Elementary school age and up: 5,000 JPY
    2. Preschooler: free of charge

*Penalties (pertains to Article 5)

No-show Same-day (booking date) Day prior to booking date Three days prior to booking date Four days prior to booking date
100% 80% 50% 30% 0%
Note:
  1. The percentage shown is the rate of penalty against the hotel base rate (includes additional fees paid to other operators as part of packages provided in partnership with them).
    Where the amount of cancellation fees calculated per cancellation policies stipulated by other operators with whom the hotel partners is greater than that above, the former shall be collected as penalty.
  2. Where the number of days contracted for is reduced, irrespective the new number of days, penalties shall be collected against the days booked in the original contract.
  3. Cancellations made between three days prior to the date of booking and on the date of booking shall not be refunded. However, the date of use of the guest room can be changed, provided there is availability.

Additional fees for use of guest rooms beyond booking hours:

Guest rooms in the hotel are usable by guests from 3:00 PM to 11:00 AM the following day. Where guests are staying for consecutive days, the rooms can be used for the entire day, excluding the days of arrival and departure. Additional fees per Article 8, Clause 2 of these terms shall be as follows.

  1. Early check-in
    Use of guest rooms prior to check-in requires an additional charge equivalent to one night’s stay.
    *Note that the hotel may be unable to provide a guest room in advance of your booking if it is still occupied. We apologize for the inconvenience, but please contact the front desk for details.
  2. Late check-out
    1. Between 11:00 AM-3:00 PM on the day of check-out: 30% of base rate
    2. Any time after 3:00 PM on the day of check-out: 100% of base rate
    *Note that the hotel may be unable to extend your stay if there are other bookings. We apologize for the inconvenience, but please contact the front desk for details.
    *Note that rates vary by guest room type; please contact the front desk for details.

Article 19: Use of personal information

Personal information obtained from guests is managed in accordance with the hotel’s privacy policy.

Terms of Use

In order to maintain the hotel in a safe and comfortable state for other guests and ensure that public spaces are hygienic and sanitary, the hotel stipulates the following regulations, which form part of this agreement. Violation of these regulations may be subject to termination of this agreement per Article 6.

  1. As a rule, use of guest rooms by more people than originally booked/contracted for is forbidden.
    In the event that a party is found to have more people in a room without properly requesting it, the party will be billed the difference for the additional use.
  2. The hotel strictly forbids the acts below.
    1. Use of electrical appliances like heating implements, cooking implements, and other heating instruments, as well as irons or other implements other than the loaner pants presses provided by the hotel.
    2. Smoking in places prone to fire, such as beds or sites not designated explicitly for smoking by the hotel.
    3. Disturbing activity like singing or use of loud voices, dissemination of malodorous substances, or otherwise disturbing, disgusting, or inconveniencing others.
    4. Bringing any of the below items into the hotel:
      1. Pets, animals, birds, etc
      2. Narcotics, controlled substances, stimulants, and other drugs prohibited by law
      3. Gunpowder or volatile oils and chemicals that are a source of flame, or other chemicals that could harm the body
      4. Firearms, swords, and other weapons not under permit
      5. Goods of significantly large or heavy quantity
      6. Malodorous items
      7. Rubbish or goods that would interfere with the hygiene of guest rooms
      8. Appliances and cooking utensils or implements intended for use within the hotel
      9. Other items the hotel prohibits from being brought into the hotel.
    5. Acts that violate public order and morals
    6. Distributing leaflets, flyers, or other advertisements to guests.
    7. Moving, modifying, or removing hotel equipment and goods, or using for other than those purposes intended.
    8. Leaving personal belongings somewhere other than in one’s guest room.
    9. Entering facilities other than one’s guest room.
    10. Ordering food delivered from facilities other than those permitted by the hotel.
    11. Use of hair dyeing or bleaching agents in the bathtub.
    12. Burning incense or other items in the guest room.
    13. Use of the hotel for sales/profit-making activities.
    14. Other acts that would interfere with the safety and sanitation of the hotel.
  3. The hotel strictly forbids engaging in any of the acts below in guest rooms.
    1. Use for purposes other than accommodation and overnight stay
    2. Meeting outside guests in one’s guest room.
    3. Attaching posters or photographs to windows, or otherwise displaying items that would damage the appearance of the hotel.

Privacy Notice

Introduction

Welcome to UDS Ltd.'s privacy notice.
UDS Ltd. respects your privacy and is committed to protecting your personal data. This privacy notice explains how we look after your personal data when you visit our website (regardless of where you visit it from) and tells you about your privacy rights and how the law protects you.
Please also use the Glossary to understand the meaning of some of the terms used in this privacy notice.

1. Important information and who we are

Purpose of this privacy notice

This privacy notice aims to give you information on how UDS Ltd. collects and processes your personal data through your use of this website, including any data you may provide through this website when you sign up to receive UDS Ltd. Mail, purchase a product or register an online account.

This website is not intended for children and we do not knowingly collect data relating to children.

It is important that you read this privacy notice together with any other notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.

Controller

UDS Ltd. is part of a group of companies This privacy notice is issued on behalf of UDS Ltd. so when we mention "UDS Ltd." in this privacy notice, we are referring to the relevant company in UDS Ltd. responsible for processing your data.
We have appointed a data protection manager (DPM) who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact the DPM using the details set out below.

Contact details

UDS Ltd.
TEL +81-3-5413-3941 / FAX +81-3-5413-6684
E-Mail : info@uds-net.co.jp

We will keep this privacy notice up to date and will notify you of any significant changes to the notice. Any notification in regards to changes to this privacy notice will be displayed on a banner at the top of our website for 30 days following the change. It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

Third-party links

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

2. The data we collect about you

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

  • your name, gender, personal and work contact details, business title, date and place of birth, image, nationality, and passport and visa information;
  • biometric information, voice recognition (e.g., Alexa), facial recognition;
  • guest stay information, including the hotels where you have stayed, dates of arrival and departure, goods and services utilised, special requests made, observations about your service preferences (including room and vacation preferences), telephone numbers dialed and faxes, texts and telephone messages received;
  • your credit card details, payment method details and your account details.
  • any information necessary to fulfil special requests (e.g., health conditions that require specific accommodation or services);
  • information, feedback or content you provide regarding your marketing preferences, in surveys, sweepstakes, contests or promotional offers, or to our websites or apps and those of third parties;
  • information collected whilst at MUJI Location through the use of closed circuit television systems, internet systems (including wired or wireless networks that collect data about your computer, smart or mobile device, or your location), card key and other security and technology systems;

We also collect and use Aggregated Data such as statistical or demographic data. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice. We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

If you fail to provide personal data

Where we need to collect personal data by law, or where we need personal data so that we can enter into or perform a contract with you to provide our products and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you. In this case, we may have to cancel a product you have ordered with us but we will notify you if this is the case at the time.

3. How is your personal data collected?

We use different methods to collect data from and about you including through:

  • Direct interactions.
    You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
    • create an account on our website;
    • request marketing to be sent to you;
    • enter a competition, promotion or survey; or
    • give us some feedback.
  • Automated technologies or interactions.
    As you interact with our website, we may automatically collect Technical and Usage Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. You can use the "Your Cookie Settings" tool on our website to restrict the usage of certain categories of cookies when you shop online with us. We may also receive Technical and Usage Data about you if you visit other websites employing our cookies. Please see our cookie policy for further details.
  • Third parties or publicly available sources.
    We may receive personal data about you from various third parties as set out below:
    Technical and Usage Data from the following parties:
    1. analytics providers such as Google and Facebook;
    2. search information providers such as Google.

4. How we use your personal data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

  • Where we need to perform the contract we are about to enter into or have entered into with you.
  • Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
  • Where we need to comply with a legal or regulatory obligation.

Purposes for which we will use your personal data

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate. Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.

Marketing

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.

Promotional offers from us

We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you. You will receive marketing communications from us if you have requested information from us or purchased goods from us or if you provided us with your details when you entered a competition or registered for a promotion and, in each case, you have not opted out of receiving that marketing.

Third-party marketing

We will get your express opt-in consent before we share your personal data with any company outside the companies for marketing purposes. We will not sell, distribute or lease your personal data to third parties unless we have your permission or are required by law to do so.

Opting out

You can ask us to stop sending you marketing messages at any time by:

  • following the opt-out links on any marketing message sent to you; or
  • by contacting us at any time.

You can also request to opt-in or to opt-out to receiving UDS Ltd. Mail on your online account.

Cookies

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. You can also use the "Your Cookie Settings" tool on our website to restrict the usage of certain categories of cookies when you shop online with us. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more information about the cookies we use, please see our cookie policy.

Change of purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us. If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so. Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

5. Disclosures of your personal data

We may have to share your personal data with the parties set out below for the purposes set out in the table in paragraph 4 above.

  • Internal Third Parties as set out in the Glossary below.
  • External Third Parties as set out in the Glossary below.
  • Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets.
  • Alternatively, we may seek to acquire other businesses or merge with them.

If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice. We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

6. Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality. We have put in place procedures to deal with any suspected personal data breaches and will notify you and any applicable regulator of a breach where we are legally required to do so.

7. Data retention

How long will you use my personal data for?

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. We usually keep your personal data for two years after you cease being a customer. In some circumstances you can ask us to delete your data: see Request erasure below for further information. In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

8. Your legal rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data.:

  • Request access to your personal data.
  • Request correction of your personal data.
  • Request erasure of your personal data.
  • Object to processing of your personal data.
  • Request restriction of processing your personal data.
  • Request transfer of your personal data.
  • Right to withdraw consent.

No fee usually required

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity before we respond to any requests. This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond

We try to respond to all requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

9. Glossary

LAWFUL BASIS

  1. Legitimate Interest
    Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.
  2. Performance of Contract
    Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract. Comply with a legal or regulatory obligation means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.

THIRD PARTIES

  1. Internal Third Parties
    Other companies in the UDS Ltd. acting as controllers or processors and provide IT and system administration services.
  2. External Third Parties
    • Service providers acting as processors based in the United Kingdom who provide IT and system administration services and payment services.
    • Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers based in the United Kingdom who provide consultancy, banking, legal, insurance and accounting services.

YOUR LEGAL RIGHTS

You have the right to:

  1. Request access
    to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are processing it lawfully.
  2. Request correction
    of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
  3. Request erasure
    of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
  4. Object to processing
    of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms (but this will never apply to objections to marketing, which will always be respected).
  5. Request restriction of processing
    of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data's accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
  6. Request the transfer
    of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
  7. Withdraw consent at any time
    where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.