Agent Privacy Policy

Scope of This Policy

This privacy policy applies to all Agents who access the Nagano Snow Shuttle Agent Portal, communicate with JHN Travel Ltd regarding bookings, or whose data is processed as part of the supplier–agent relationship. It covers all personal and business information exchanged between the parties in connection with shuttle reservation services.

Data We Collect

In the course of providing shuttle services and managing the agent relationship, we may collect the following categories of data:

• Agent Contact Information — Name, email address, phone number, and company/agency details.
• Account & Login Data — Username, hashed password, login history, and session tokens for portal access.
• Booking & Transaction Data — Reservation details, passenger counts, route selections, pricing, payment references, and confirmation records.
• Communication Records — Emails, messages, and support tickets exchanged between the Agent and JHN Travel Ltd.
• Usage & Analytics — Portal activity logs, page views, and interaction data used to improve the platform.

How We Use Your Data

All data collected is used solely for purposes directly related to the supplier–agent business relationship. Specifically, we use it to:

• Process and manage shuttle bookings and reservations on behalf of agents and their customers.
• Provide access to the Agent Portal and related operational tools.
• Communicate booking confirmations, updates, and operational notices.
• Resolve disputes, handle support requests, and maintain service quality.
• Comply with legal and regulatory obligations applicable in Japan and relevant jurisdictions.
• Generate anonymised performance and operational reports.

Data Storage & Security

Agent and booking data is stored using Supabase cloud infrastructure with encryption at rest and in transit (TLS 1.2+). Access to the database is restricted to authorised JHN Travel Ltd personnel and is governed by role-based access controls.

We implement regular security reviews and maintain backups in accordance with industry best practices to protect against unauthorised access, data loss, or corruption.

Sharing & Disclosure

We do not sell or share Agent data with third parties for marketing or commercial purposes. Data may be disclosed only in the following limited circumstances:

• To service providers (e.g., payment processors, email delivery services) strictly necessary to operate the platform.
• To comply with a legal obligation, court order, or government request.
• To protect the rights, property, or safety of JHN Travel Ltd, Agents, or end customers.
• In connection with a merger, acquisition, or transfer of business assets, with appropriate safeguards in place.

Data Retention

We retain Agent data for as long as the business relationship is active and for a period of 7 years after the relationship ends, in accordance with Japanese tax and business record-keeping requirements. Anonymised or aggregated data may be retained indefinitely for operational analysis.

Upon written request, Agents may ask for the deletion of personal data that is not subject to a legal retention obligation.

Agent Rights

Each Agent has the right to:

• Access — Request a copy of the personal data we hold about them.
• Correction — Ask us to rectify any inaccurate data.
• Deletion — Request erasure of data where no legal obligation to retain exists.
• Portability — Receive their data in a structured, commonly used format.
• Objection — Raise concerns about how their data is being processed.

To exercise any of these rights, please contact us via the support channel below.

Cookies & Tracking

The Agent Portal uses essential cookies required for authentication and session management. We do not use advertising or cross-site tracking cookies. Any cookies set by third-party integrations are limited to those necessary for platform functionality.

Changes to This Policy

JHN Travel Ltd may update this privacy policy from time to time. Any changes will be posted on the Agent Portal with a revised effective date. Continued use of the portal after a change constitutes acceptance of the updated policy. For material changes, we will notify Agents directly via email.

Contact Us

If you have questions about this policy or wish to exercise your data rights, please contact: