1. Scope of Application

1. Accommodation contracts concluded between almond hostel & cafe (the “Hostel”) and guests shall be governed by these Terms and Conditions. Any matters not provided for herein shall be governed by applicable laws and regulations and generally accepted practices.

2. If the Hostel enters into a special agreement with a guest, and such agreement does not violate applicable laws, regulations, or generally accepted practices, that special agreement shall prevail over these Terms and Conditions.

2. Applications for Accommodation Contracts

1. An application for an accommodation contract may be made through this website, through other booking websites used by the Hostel, or at the Hostel reception.

2. If a guest under the age of 16 applies for accommodation, a parent or legal guardian must accompany the guest and stay with them.

3. If a guest requests an extension of stay beyond the original reservation period, such request shall be treated as a new application for accommodation at the time the request is made.

3. Formation of Accommodation Contracts

1. An accommodation contract shall be deemed concluded when the booking process has been completed on the booking confirmation page, regardless of whether the confirmation email is successfully delivered. The Hostel shall not be responsible for any delivery failure caused by an incorrect email address, spam filtering, or similar issues on the guest’s side.

2. Once an accommodation contract has been concluded, free cancellation is available up to 7 days prior to the arrival date, in accordance with the applicable reservation terms.

3. If cancellation is requested within 7 days prior to the arrival date, the guest shall pay a cancellation charge equal to 100% of the total accommodation fee by the due date stated in the invoice issued at the time of cancellation, in accordance with the Cancellation Policy below.

4. Refusal of Accommodation Contracts

The Hostel may refuse to conclude an accommodation contract in any of the following cases:

1. The applicant does not agree to these Terms and Conditions.

2. No room or bed is available because the Hostel is fully booked.

3. The Hostel is unable to provide accommodation or basic services due to natural disaster or other causes beyond its reasonable control.

4. The applicant is likely to violate applicable laws and regulations or act against public order or public morals.

5. The applicant is deemed to fall under any of the following categories:

   1. An organized crime group, a member of such a group, an associate member, or any other anti-social force.

   2. A corporation or organization whose business activities are controlled by an organized crime group or its members.

   3. A corporation or organization with officers or related persons connected to an organized crime group or its members.

6. The applicant is likely to cause serious inconvenience, annoyance, or danger to other guests.

7. The applicant is clearly suffering from a contagious or epidemic disease.

8. The applicant carries flammable or hazardous materials such as gas or fuel.

9. The applicant is intoxicated or otherwise unable to behave appropriately.

10. The Hostel receives threats, coercive demands, or requests to assume an unreasonable burden in relation to accommodation.

11. The guest is found smoking in a non-smoking area during their stay.

12. The applicant has previously been refused accommodation by the Hostel for any of the reasons listed above.

5. Occupancy Hours for Rooms and Beds

1. Guests may occupy the contracted room or bed from 4:00 p.m. on the day of arrival until 11:00 a.m. on the day of departure.

2. Notwithstanding the preceding paragraph, the Hostel may permit extended use beyond the stated time subject to additional charges.

6. Compliance with House Rules

Guests shall comply with the rules of use established by the Hostel and posted within the property.

7. Payment of Accommodation Charges

1. If the reservation is made through this website or another booking website, accommodation charges must be paid either in advance at the time of booking or at the Hostel reception upon arrival by credit card or Japanese yen.

2. If the Hostel has provided the contracted room or bed and the guest chooses not to stay, the accommodation charges shall still be payable.

8. Handling of Deposited Articles

If an item deposited at reception by a guest is lost or damaged, the Hostel will confirm the nature of the item, assess the loss, and compensate the guest unless the loss or damage was caused by force majeure. Any such compensation shall be limited to JPY 10,000.

9. Custody of Baggage and Belongings

1. If a guest’s baggage arrives before check-in, the Hostel may keep it at reception and hand it over to the guest at check-in.

2. If baggage or belongings are left behind after check-out and ownership cannot be confirmed, the Hostel will keep them for 14 days and may then dispose of them.

10. Liability of Guests

Guests shall compensate the Hostel for any damage caused by their intentional act or negligence.

1. General Cancellation Policy

Cancellations are free of charge if requested at least 7 days before the arrival date. If cancellation is requested within 7 days prior to arrival, the guest shall pay a cancellation charge equal to 100% of the total accommodation fee by the due date stated in the invoice issued at the time of cancellation.

If a guest does not arrive within check-in hours and does not provide advance notice, the reservation may be treated as a no-show and the cancellation charge may be claimed.

2. Cancellation Due to Unavoidable Emergency or Natural Disaster

1. Cancellation charges may be waived, even within 7 days prior to arrival, in the following cases:

   1. No transportation is available between the point of departure and the Hostel due to a natural disaster such as an earthquake, blizzard, tsunami, or flood. Ordinary train or flight delays and cancellations are not included in this exemption.

   2. The death of an immediate family member.

   3. The fulfillment of a public duty required by the state.

   4. Severe illness or an epidemic disease.

2. If the Hostel cannot confirm the event submitted as grounds for exemption, the Hostel may request supporting documentation from the guest.

3. The exemption rate for cancellation charges shall be determined according to the timing of the cancellation request after the event occurred, as follows. If the cancellation request is submitted more than 72 hours after the event occurs, the General Cancellation Policy shall apply.

1. Collection of Personal Information

1. The Hostel may receive personal information from booking agencies, travel agencies, and similar service providers with whom the guest or the Hostel has entered into a contract in relation to reservation or use of the Hostel.

2. The Hostel may also collect personal information directly from guests by phone, online, or through persons or entities authorized by the guest in connection with reservations, package plans, or related services.

2. Purpose of Use of Personal Information

The Hostel may use personal information for the following purposes:

1. To provide accommodation, food, goods, incidental services, and events operated by the Hostel.

2. To communicate with relevant third parties for reservations, contracts, transactions, deliveries, and related business operations.

3. To analyze and understand how services are used in order to improve and develop the Hostel’s services.

4. To prepare, complete, and retain guest registration records as required by applicable laws and regulations.

5. To respond to inquiries and requests from guests.

6. For any other purpose agreed to by the guest.

3. Legal Basis for Use of Personal Information

The Hostel processes personal information primarily on the basis of the guest’s consent and, where applicable, on one or more of the following legal grounds:

1. Performance of a contract between the Hostel and the guest.

2. Steps requested by the guest prior to entering into a contract.

3. The legitimate interests of the Hostel or a third party.

4. Compliance with legal obligations.

4. Categories of Personal Information Collected

The Hostel may collect the following categories of personal information:

1. Basic personal information, such as address, name, date of birth, nationality, email address, and telephone number.

2. Additional information, such as occupation and place of employment.

3. Payment information, such as credit card details and billing address.

4. Service usage information, such as facility usage and purchase history.

5. Contact information, including inquiry details and reservation information.

6. Information collected through security systems, such as CCTV footage.

7. Information automatically collected through use of the Hostel’s website, including cookies, IP address, browser type, and access time.

8. Information recorded on the guest registration card, including address, name, occupation, nationality, passport number, age, previous accommodation, next destination, arrival time, departure time, and room information.

5. Personal Information Collected for Accommodation

The Hostel collects personal information as necessary to provide accommodation. Guest registration records required by law shall be retained for 3 years in accordance with applicable laws and regulations. If required information is not provided, the Hostel may refuse accommodation.

1. Basic guest information, such as address, name, sex, date of birth, nationality, email address, and telephone number.

2. Information required for the guest registration card, such as address, name, occupation, nationality, passport number, age, previous accommodation, next destination, arrival time, departure time, and room information.

6. Protection and Management of Personal Information

The Hostel takes appropriate measures to manage personal information and pays close attention to preventing unauthorized disclosure.

1. The Hostel implements reasonable and appropriate safeguards against unauthorized access, loss, leakage, destruction, or alteration of personal information.

2. Where personal information is entrusted to a third party, the Hostel will select an appropriate service provider and require proper security measures by contract or other suitable means.

7. Provision or Disclosure of Personal Information

The Hostel may provide or disclose personal information where the guest has given consent or where such disclosure is required by applicable laws and regulations. Except in such cases, the Hostel will not provide or disclose personal information to third parties.

8. International Transfer of Personal Information

The Hostel may transfer personal information internationally where necessary for the performance of a contract, pre-contractual steps requested by the guest, or other lawful purposes. Where such transfer involves personal information relating to individuals in the EEA, the Hostel will handle such information in accordance with applicable laws and regulations and take appropriate measures to protect it.

9. Retention Period of Personal Information

The Hostel will retain personal information only for as long as necessary to fulfill the purposes described in this Privacy Policy, and thereafter will safely dispose of or anonymize it within the retention period required by applicable laws and regulations.

10. Requests for Access, Correction, Deletion, Restriction, Objection, and Transfer

Subject to applicable laws and regulations, guests may request the following:

1. Access to personal information and related information concerning its use.

2. Correction of inaccurate personal information.

3. Deletion of personal information in certain cases.

4. Restriction of the use of personal information in certain cases.

5. Objection to the use of personal information based on the legitimate interests of the Hostel or third parties.

6. Receipt of personal information in a structured, commonly used, and machine-readable format, and transfer of that information to another provider where applicable.

Guests may exercise these rights by contacting the Hostel through the email address shown on the website or through the relevant department of the Hostel. The Hostel may verify the identity of the requester before responding.

11. Withdrawal of Consent

Guests may withdraw their consent at any time. Such withdrawal shall not affect the lawfulness of processing carried out before the withdrawal.

12. Complaints to Supervisory Authorities

Guests may lodge a complaint with a competent local, national, or international supervisory authority regarding the Hostel’s handling of personal information, in accordance with applicable data protection laws.

13. Automated Decision-Making

The Hostel does not make decisions based solely on automated processing of personal information, including profiling.

14. Internal Rules for Handling Personal Information

The Hostel maintains internal rules for the protection and handling of personal information in accordance with applicable laws, regulations, and guidelines, and reviews and improves those rules as necessary.

15. Compliance with Laws and Regulations

The Hostel shall comply with applicable laws, regulations, standards, and internal rules relating to personal information.