Privacy policy

Last Updated: April 2026

Applies to all Beyond Tokyo journeys

1. Information We Collect

Contact Information

• Name
• Email address
• Phone number
• Billing address
• Emergency contact information

Booking & Travel Information

• Booking details
• Trip selections
• Travel dates
• Nationality
• Date of birth
• Passport details where required
• Visa support information
• Travel preferences
• Insurance-related information
• Documents needed to support your booking or journey

Booking & Transaction Information

• Payment method details (processed securely by our payment provider)
• Invoices
• Refunds
• Cancellations
• Booking transfers
• Booking modifications

We may also collect documents related to cancellations, booking transfers, insurance claims, or operational support, solely for compliance and service-related purposes.

Communications

Messages sent to us by email, WhatsApp, forms, chat, social media, or other communication channels.

Device & Usage Information

• IP address
• Browser type
• Device type
• Pages viewed
• Time spent on our website
• Interaction data
• Cookies
• Analytics data
• Advertising attribution information

Account Information (if applicable)

• Username
• Login credentials managed through our platform provider
• Preferences
• Saved details
• Booking history

We do not knowingly collect personal data directly from children under 18 without the involvement of a parent or legal guardian.

If you choose not to provide certain information required for a booking, visa support request, insurance support request, or travel arrangement, we may be unable to complete or support your booking.

2. How We Use Personal Information

We use your information to:

• Process and manage bookings
• Communicate trip details and provide support
• Send confirmations, itineraries, invoices, visa support documents, and updates
• Coordinate accommodation, transport, activities, and travel-related services
• Improve our website, journeys, and customer experience
• Send optional promotional updates, newsletters, or new departure announcements (only if you opt in)
• Detect and prevent fraud, misuse, or unauthorised activity
• Comply with legal, tax, accounting, and regulatory requirements
• Process refunds securely to the original payment method and original payer
• Verify identity or eligibility for booking transfers, cancellations, or modifications
• Share relevant details with your travel insurance provider if you initiate an insurance claim
• Maintain internal records for operational, tax, audit, and compliance purposes

We process personal information where necessary to provide our services, fulfil bookings, comply with legal obligations, protect legitimate business interests, or where you have provided consent.

By providing passport information, visa documents, insurance information, or other sensitive travel-related documents to us, you consent to our collection, storage, use, and sharing of those documents solely for booking, visa support, insurance, operational, and compliance purposes.

We do not sell your personal information. However, we may share limited information with analytics and advertising providers to improve our marketing performance.

3. Photos, Videos & Marketing Content

During our journeys, we may capture photographs and videos that include travellers as part of the overall group experience.

These images or videos may be used for:

• Social media content
• Website galleries
• Marketing campaigns
• Brochures and presentations
• Testimonials or trip highlights
• Future promotional material related to Beyond Tokyo

We aim to use images respectfully and in a way that reflects the overall journey experience.

If you do not wish to appear in photos or videos used for marketing purposes, please let us know before or during your trip. We will make reasonable efforts to avoid featuring you prominently in marketing content.

We will not use close-up portraits, testimonials, or identifiable personal stories in paid marketing without your separate consent. However, you may appear incidentally in wider group photos, videos, or background footage captured during a journey.

You may also request removal of specific images or videos from future marketing use where reasonably possible.

4. Marketing Preferences

You may choose to receive updates about journeys, dates, openings, newsletters, and other promotional content.

You may opt out at any time using:

• The unsubscribe link in emails
• Messaging us directly to stop promotional messages

Transactional and trip-related communication will still continue where required to provide your service.

5. Use of Shopify & Service Providers

Our website is hosted and operated using Shopify.

Shopify and its sub-processors may process your personal information to:

• Store data securely
• Process payments
• Enable website functionality
• Provide analytics and operational support

For more information about how Shopify handles personal information, please review Shopify's Privacy Policy.

We may also use other third-party providers such as payment gateways, WhatsApp Business, email platforms, analytics tools, booking systems, advertising platforms, and travel-related service providers solely to perform services on our behalf.

We may share relevant personal information with hotels, transport providers, activity providers, insurance providers, visa support partners, payment providers, and other travel-related suppliers where necessary to operate your booking.

We do not store full card details or payment credentials on our systems. Payment information is processed securely through authorised third-party payment providers.

We do not allow service providers to use your personal information for their own marketing purposes.

If Beyond Tokyo undergoes a business restructuring, merger, sale, or transfer of assets, personal information may be transferred as part of that transaction, subject to applicable privacy laws.

6. Cookies, Analytics & Advertising Tools

We use cookies and similar technologies to:

• Enable website functionality
• Remember your preferences
• Understand how visitors use our website
• Measure website performance
• Improve advertising and marketing performance

We may use analytics and advertising tools such as Google Analytics, Meta Pixel, Shopify Analytics, Google Ads, or similar technologies to understand website activity and improve our marketing efforts.

We may also use remarketing or retargeting tools across Meta, Google, and similar platforms to show relevant advertisements to people who have previously visited our website or interacted with Beyond Tokyo.

You may disable cookies in your browser settings, but some features of the website may not work as intended.

7. Data Security

We apply reasonable administrative, technical, and organisational measures to protect personal information.

Access to personal information is limited to authorised personnel and trusted service providers who require it to operate bookings and support services.

However, no system is completely secure and we cannot guarantee absolute security.

Please avoid sharing highly sensitive personal information through unencrypted channels wherever possible.

In the event of a data breach affecting your personal information, we may notify affected individuals and relevant authorities where required by applicable law.

8. Data Retention

We retain your information only as long as necessary to:

• Maintain your account or booking
• Provide services
• Meet legal, tax, accounting, and audit obligations
• Resolve disputes or enforce our agreements

Transaction, cancellation, refund, and booking records may be retained for 5–7 years where required for compliance purposes.

Passport copies, visa documents, and similar travel-related documents may be deleted earlier once they are no longer operationally required, unless retention is necessary for legal, compliance, fraud prevention, or insurance-related purposes.

You may request deletion of your personal information at any time. However, we may retain certain information where required for legal, tax, accounting, fraud prevention, or compliance purposes.

9. Your Rights

Depending on your location, you may have the right to:

• Access your personal data
• Correct inaccurate data
• Request deletion
• Request a copy of your information
• Withdraw marketing consent
• Limit or object to certain types of processing

To make a request, please contact us using the details below.

We may request identity verification before processing your request.

We do not discriminate against individuals for exercising privacy rights.

We aim to handle personal information in line with applicable privacy laws, including India's Digital Personal Data Protection Act, 2023 where applicable.

10. International Data Transfers

Your personal information may be stored or processed in India, Japan, or other countries where our service providers operate.

Japan-Specific Privacy Notice (APPI Compliance)

For travellers in Japan, your information may be transferred abroad where necessary to support your booking, accommodation, transport, insurance, or travel arrangements.

We take reasonable contractual, organisational, and technical steps to protect personal information during international transfers.

11. External Links

Our website may contain links to third-party websites or services.

We are not responsible for the privacy practices of those third parties and recommend reviewing their privacy policies separately.

12. Changes to This Policy

We may update this Privacy Policy from time to time for legal, operational, or business reasons.

We will update the "Last Updated" date accordingly.

13. Contact Us

We aim to respond to privacy-related questions or requests within a reasonable timeframe.

Email: hello@beyondtokyo.in
WhatsApp / Phone: +91 93064 53936

14. Governing Law

This Privacy Policy is governed by the laws of India.

Any disputes arising from this Privacy Policy shall be subject to the exclusive jurisdiction of the courts of Panipat, Haryana, India.