Privacy Policy

TomoTrip (hereinafter "the Service") is a regional tourism matching platform that connects tourists, registered guides, and partner stores.

The Service handles users' personal information appropriately for safe matching, identity verification, reservation management, communication, payment support, and trouble prevention.

This Privacy Policy describes how the Service collects, uses, stores, shares with third parties, uses external services, and applies safety management measures with respect to personal information.

1. Business Operator Information

* Upon completion of corporate registration, the official company name, address, representative name, and business phone number will be published on this page.

2. Information We Collect

Depending on the type of user and the manner of use, the Service may collect the following information.

3. Purpose of Use of Personal Information

The Service uses the personal information it collects for the following purposes.

• User registration, identity verification, screening, and authentication
• Matching, reservation, consultation, and communication between tourists and guides
• Provision of guide services, reservation management, payment support, and settlement processing
• Payment of guide compensation and management of partner store listing fees and advertising fees
• Management of partner store listings, advertising, SNS promotion support, and partnership activities
• Responding to inquiries, reports, complaints, and disputes from users
• Preventing and confirming violations of the terms of service, unauthorized use, off-platform transactions, nuisance acts, and dangerous behavior
• Service improvement, quality enhancement, and analysis of usage
• Sending important notices, terms changes, and maintenance information
• Responding to requests from laws, administrative agencies, courts, and similar authorities
• Other purposes incidental to the above

4. Handling of Identity Verification Documents

The Service may request guides and other users to submit identity verification documents or certification documents for safe matching, prevention of impersonation, trouble prevention, and user protection.

Identity verification documents are used only for the following purposes:

• Identity verification
• Registration screening
• Prevention of unauthorized use
• Safety management
• Verification in the event of trouble
• Responses required by law

Access to identity verification documents is limited to administrators who require it for operational purposes.

After their purpose has been achieved or when retention is no longer required, identity verification documents will be deleted or managed by appropriate means, except to the extent required by law or for trouble response.

5. Handling of Chat History and Posted Content

The Service provides an in-app chat feature for communication between tourists and guides, confirmation of reservation details, safety management, and trouble prevention. Chat history, posted content, and reservation consultation content may be reviewed and used for the following purposes:

• Confirmation of reservation details and agreed terms
• Response to trouble, complaints, and reports
• Detection of off-platform transactions, bypassing the Service, exchange of contact information, and other prohibited acts
• Safety management and prevention of unauthorized use
• Service improvement

The Service does not unnecessarily review users' communications.

However, in the case of reports, trouble, suspected violations of the terms, safety confirmation, or when required by law, the operator may review communications to the extent necessary.

6. Provision of Personal Information to Third Parties

The Service will not provide personal information to third parties without the user's consent, except in the following cases:

• When the user has given consent
• When required by law
• When necessary to protect the life, body, or property of a person
• When particularly necessary for the improvement of public health or the sound development of children
• When cooperation with national agencies, local governments, courts, the police, or other public authorities is required
• When outsourcing to subcontractors within the scope necessary to achieve the purpose of use, such as payment processing, identity verification, system operation, email delivery, and data storage

7. Use of External Services and Subcontractors

The Service uses the following external services to the extent necessary for its operation:

• Supabase: database, authentication, storage of images and documents
• Twilio: phone number verification and SMS delivery
• SendGrid: email delivery for notifications, inquiry responses, and payment guidance
• Replit: application hosting and operational management

In addition, the following services may be used depending on future operational needs:

• LINE: inquiries, login integration, and notification channels
• Payment service providers: credit card payments, debit card payments, and payment processing
• Access analytics and error analysis tools: service improvement, troubleshooting, and security verification

The providers of external services and data storage locations may be located outside of Japan.

The Service confirms the safety management systems, contract terms, and access controls of the external services it uses, and strives to appropriately protect personal information.

8. Safety Management Measures

The Service takes the following safety management measures to prevent leakage, loss, damage, unauthorized access, alteration, and similar incidents involving personal information:

• Management of access privileges
• Appropriate management of administrator accounts
• Restriction of access rights to identity verification documents and similar materials
• Encryption of communications
• Appropriate management of data storage locations
• Monitoring of unauthorized access and abnormal activity
• Establishment of operational rules for handling personal information
• Deletion or access restriction of information that is no longer needed
• Confirmation of safety when using external services

9. Cookies and Access Analytics

The Service may use cookies or similar technologies to improve convenience, maintain login status, understand usage patterns, improve the Service, and prevent unauthorized use.

Users can disable cookies through their browser settings; however, doing so may make some features unavailable.

10. Retention Period of Personal Information

The Service retains personal information for the period necessary to achieve the purpose of its use.

Even after withdrawal from the Service, termination of contract, denial of registration, or the end of a listing, certain information may be retained for a reasonable period to the extent necessary for legal compliance, trouble response, prevention of unauthorized use, settlement and billing management, and inquiry handling.

Information that no longer needs to be retained will be deleted or anonymized by appropriate means.

11. Requests for Disclosure, Correction, or Deletion

Users may request disclosure, correction, addition, deletion, suspension of use, or suspension of third-party provision of their own personal information held by the Service, in accordance with applicable laws.

Upon receipt of such a request, the Service will verify the identity of the requester and respond promptly within a reasonable scope.

Please direct inquiries to info@tomotrip.com.

12. Use by Minors

When a minor uses the Service, they must do so with the consent of a parent, guardian, or other legal representative.

Where the Service deems it necessary, it may request confirmation of consent from a parent or other guardian.

13. Changes to the Privacy Policy

The Service may revise this Privacy Policy in response to changes in laws and regulations, changes to the Service, changes to operational policies, and similar circumstances.

If significant changes are made, the Service will notify users by posting on the Service, by email, or by other appropriate means.

14. Contact Information

For inquiries regarding this Privacy Policy and the handling of personal information, please contact us at: