Privacy Policy

Who we are

Welcome to Beyond The Map Japan.
We are a dedicated travel planning service based in Toowoomba, Queensland, Australia, passionate about helping travelers experience the heart of Japan.
Our website address is: http://beyondthemapjapan.com.au 
If you have any questions about your privacy or how we handle your “Japan dreams,” you can reach us directly at contact@beyondthemapjapan.com.au.

What we collect

We only ask for the information we need to create your perfect Japan experience. This typically includes:
 
  • Contact Details: Your name, email address, and phone number so we can stay in touch.
  • Travel Specifics: Your flight details, preferred destinations, and travel dates.
  • Booking Requirements: Passport details and dates of birth (often required by Japanese hotels and transport providers to secure your spot).
  • Personal Preferences: Dietary requirements, health or mobility needs, and interests to ensure every recommendation is right for you.
  • Payment Information: Billing details to process your service fees securely (note: we use secure providers like [Stripe/PayPal] and do not store your full card details ourselves).
  • Technical Bits: Like most websites, we collect basic info like your IP address and how you use our site to help us improve our services.

Why we collect

We only collect the details necessary to give you a seamless and personalized experience in Japan. Specifically, we use your information to:

  • Design Your Dream Trip: To create a custom itinerary that matches your interests, pace, and travel style.
  • Handle the Details: To make reservations on your behalf at hotels, restaurants, and unique local experiences that require guest information.
  • Provide Your “Local Lifeline”: To identify you and offer immediate support via phone or message while you are traveling.
  • Improve Our Service: To understand how visitors use our website so we can keep making our travel planning even better.
  • Keep You Updated: To send you booking confirmations, travel tips, or our newsletter (only if you’ve opted in!).

Who we share your data with

To make your “Japan dream” a reality, we only share your information with the people who need it to welcome you:

  • Local Providers in Japan: When you use our Booking Service, we share necessary details (like your name, contact info, and any dietary requirements) with hotels, restaurants, and activity providers to secure your reservations.
  • Official Requirements: If a Japanese provider requires identification (such as a passport copy for certain stays or transport), we will only share this to complete the booking.
  • Service Partners: We use trusted platforms for secure payments and itinerary management to ensure your data is handled professionally.
We never sell your data to third parties. We only pass on what is absolutely essential

Suggested text: If you request a password reset, your IP address will be included in the reset email.

How long we retain your data

We only keep your travel information for as long as necessary to fulfill your “Japan dream” and meet our professional requirements.
 
  • Your Travel Plans: We keep your itinerary and personal travel preferences on file until your trip is complete. This allows us to support you via our Local Lifeline while you are on the ground in Japan.
  • Business Records: After your trip, we are required by law to keep basic transaction records (like invoices and booking confirmations) for 7 years for tax and accounting purposes.
  • Marketing: If you’ve signed up for our newsletter, we’ll keep your email address until you decide to “unplug” by clicking unsubscribe.
Once these periods end, we securely delete or anonymize your data so it can no longer be linked to you.
 

Cookies

We use cookies to make your experience on our website as smooth as possible. These are small files that help our site remember your preferences (like your travel dates or contact details in a form) so you don’t have to re-enter them.

We also use cookies for:
  • Essential Functions: Ensuring our booking and payment forms work securely.
  • Analytics: Helping us understand how visitors use our site so we can keep improving our travel services.
  • Third-Party Content: If we display a Google Map or a YouTube video to help you plan your trip, those services may use their own cookies.
You can choose to disable cookies in your browser settings at any time, though it may affect how some parts of our booking system work.
 

Embedded content from other websites

To help you dream up your perfect Japan adventure, our site may include embedded content like Google Maps for hotel locations, YouTube videos of hidden gems, or Instagram feeds for travel inspiration.

Please note that these external services may collect data about you, use their own cookies, or track your interaction with that content, especially if you have an account and are logged in to those services (like your Google or Instagram account). We do not control how these third parties handle your data, so we recommend checking their individual privacy policies if you have any concerns.

 What rights you have over your data

We believe your data belongs to you. You have the right to:
 
  • Access: Ask us for a copy of the personal info we hold about you at any time.
  • Correction: Request that we update or fix any incorrect details (like a misspelled name or new email).
  • Deletion: Ask us to “forget” you and delete your data once your trip is over (subject to our 7-year legal record-keeping requirements).
  • Withdraw Consent: If you’ve signed up for our travel tips or newsletters, you can opt-out at any time by clicking “unsubscribe.”
If you would like to exercise any of these rights, just send us a quick hello at contact@beyondthemapjapan.com.au
 
                                                                                                                                                                   Last updated 25/03/2026