White-gloved hands checking documents at the desk in the Study

Privacy Policy

The information we hold, and how we protect it

Queen's Butler — Definition

About Privacy Policy

This privacy policy sets out the purposes, management, outsourcing, third-party provision and disclosure procedures for the information the Japan Butler Association holds in connection with reservations, purchases, delivery, enquiries, employment applications and the provision of services at Queen's Butler.

Article 1. The operator and basic policy

The operator is the Japan Butler Association.
The Association complies with the laws and other standards governing the protection of personal information and handles personal information within the purposes stated in advance.
We provide the necessary training to our staff, including butlers, and take organisational, personnel, physical and technical security measures.

Article 2. Information collected

The information collected is that which we hold, to the extent necessary for the stated purposes, in connection with reservations, purchases, delivery, enquiries, employment applications and use of the site.
We collect your name, its reading, address, delivery address, telephone number, email address and other contact details.
We collect reservation and usage information such as preferred dates and times, number of guests, how you wish to spend your time, purpose of use, any preference for a Buddy and whether you require the chauffeured drive.
Where you use our attire, we collect your height, build, clothing size and shoe size.
We collect transaction information such as the products ordered, quantities, delivery status, payment status and order number. Card numbers and similar are handled by the payment provider; the Association receives only the result information required for payment.
We may collect the content of enquiries, responses to questionnaires, employment application documents and information required for selection.
We may collect usage records such as IP address, device and browser information, dates and times of access, referrers and cookie identifiers. These may identify an individual when combined with other information.

Article 3. Means of collection

We collect information through our enquiry, reservation and application forms, the purchasing process, email, telephone, written correspondence and conversations in the course of providing services.
We may obtain transaction and usage information necessary for the stated purposes from our payment, delivery, analytics and other contractors.
Where we collect sensitive personal information, we obtain your prior consent except where permitted by law.

Article 4. Purposes of use

To handle reservations, verify identity, advise on fees, process payment, manufacture and deliver products and respond to enquiries.
To select butlers, prepare attire, arrange the chauffeured drive, manage the day's proceedings and otherwise provide the services you have requested safely and smoothly.
To send important notices, inform you of changes to the terms or this policy, and make necessary contact regarding our services.
To analyse usage, improve quality, detect and prevent misuse and unauthorised access, and respond to accidents, complaints and disputes.
To conduct recruitment, contact applicants and complete contractual procedures after hiring.
To fulfil legal obligations and retain records necessary for exercising or defending rights.

Article 5. Sharing with butlers

We share with our butlers, male and female alike, only the information needed to provide the service, such as reservation details, your wishes and attire sizes.
Our staff, including butlers, are bound by confidentiality and are not permitted to view, use, remove or disclose information to third parties for any other purpose.

Article 6. Provision to third parties

The Association does not provide personal data to third parties except with your consent or where permitted by law.
Where necessary to protect a person's life, body or property and your consent is difficult to obtain, in response to lawful requests, and in other cases prescribed by law, we may provide information to the extent necessary.
Where information is used jointly, we publish in advance on this site the information concerned, the scope of users, the purposes and the party responsible for management.

Article 7. Outsourcing the handling of personal information

Outsourcing means entrusting information, to the extent necessary, to external providers who carry out tasks such as payment, manufacturing, delivery and form submission on our behalf.
The Association may outsource the handling of personal information to the extent necessary for payment processing, made-to-order manufacturing, delivery, form submission, email distribution, data storage, site operation and other tasks.
In selecting contractors we verify their security arrangements and set out confidentiality, prohibition of use for other purposes, security, subcontracting and other necessary matters by contract. After engagement we monitor their handling and exercise necessary and appropriate supervision.

Article 8. Security and retention

We restrict access to personal information to those who need it for their work and take security measures including authentication, management of devices and documents, protection against unauthorised access and inspection of handling.
We retain personal information only for as long as necessary to fulfil the purposes of use, meet legal retention obligations and respond to accidents, complaints and disputes, and delete or dispose of it securely once it is no longer needed.
In the event of a leak or similar incident, we investigate the facts, prevent further harm and recurrence, contact those affected and report to the supervisory authority in accordance with the law.

Article 9. Cookies and analytics

This site may use cookies and similar technologies to maintain display, understand usage and improve convenience and security.
Cookies and similar may collect identifiers, pages viewed, dates and times of use, device and browser information, IP addresses and the like. Such information may constitute personal information on its own or when combined with other information.
Where analytics are outsourced to an external provider, the information collected is also handled in accordance with that provider's policy. You may restrict cookies through your browser settings, though some functions may then become unavailable.

Article 10. Requests for disclosure, correction, suspension of use and similar

You may request notification of the purposes of use, disclosure, correction, addition or deletion, suspension of use or erasure, and cessation of third-party provision of your personal information held by the Association.
Please make your request through the enquiry form, stating your name, contact details, the procedure you wish to follow and the information concerned. The Association will verify your identity and respond within a reasonable period in accordance with the law.
Where the law permits us to decline a request, we will inform you of the reason. For requests made by a representative, we may ask for documents confirming their authority.

Article 11. Information about minors

Where a minor uses our services or applies to us, we confirm the consent of a parent or other legal guardian as necessary.
Where a legal guardian makes a request for disclosure or similar, we respond after confirming their authority and relationship to the individual.

Article 12. Revisions and enquiries

Where this policy is revised in response to changes in the law, our services or our handling of information, we announce the date and content of the revision on this site. For significant changes, we give prior notice by reasonable means.
Enquiries about this policy and our handling of personal information should be addressed to the Japan Butler Association through the Queen's Butler enquiry form.

Processors

Information handled by external providers

The Dining Room: yew table and chairs beneath the chandelier

Outsourced task	Main information	Purpose
Payment	Order and reservation numbers, amounts, payment results	Processing and confirming payment
Manufacturing and delivery	Products, quantities, name, delivery address, contact details	Made-to-order manufacturing and delivery
Form submission and email	Form content, email address, submission records	Receipt, automatic replies, responses
Site operation and analytics	Cookie identifiers, IP addresses, browsing information	Security, understanding usage, improvement

Contractors handle only what is necessary, and we require security through contract and supervision.

A butler taking a top hat from the hat stand in the costume room

Data map

The main information we hold, and its purposes

Contact details	Name, address, telephone number, email address. Used for identity verification, responses and necessary contact
Reservation and usage information	Preferred dates and times, number of guests, purpose of use, wishes. Used for managing reservations and providing services
Attire information	Height, build, clothing and shoe sizes. Used for preparing attire
Order and payment information	Products, delivery address, order number, payment status. Used for manufacturing, delivery and payment confirmation
Application information	Contact details, career history, preferences. Used for recruitment and contractual procedures
Usage records	Cookie identifiers, IP addresses, browsing information. Used for analysis, security and improvement

Request flow

How to request disclosure, correction, suspension of use and similar

The fireplace and Rococo sofa in the Fireplace Room

Choose the procedure

Tell us which you wish: notification of purposes of use, disclosure, correction, addition or deletion, suspension of use or erasure, or cessation of third-party provision.

Identify the information

As far as you can, state which process the information was provided through: reservation, order, enquiry, application and so on.

Submit through the form

Send your name, contact details, the procedure you wish to follow and the information concerned through the Queen's Butler enquiry form.

Identity verification

To avoid disclosing information to anyone else, the Association verifies that you are the individual concerned or their representative.

Investigation

We check the information held, its use, legal retention obligations and any third-party provision, and determine the extent to which we can meet the request.

Included in the purposes of use

Reservations, identity verification, advice on fees, payment, manufacturing and delivery of products
Selecting butlers, preparing attire, the chauffeured drive and the day's proceedings
Responding to enquiries, important notices and notification of changes to the terms
Analysing usage, security, preventing misuse and responding to incidents
Recruitment, contacting applicants and retaining records required by law

Not done without consent

Use unrelated to the stated purposes
Provision to third parties without your consent, except where permitted by law
Sharing with butlers or contractors beyond what the work requires
Retaining personal information beyond the purposes of use

Data handling

Information is protected at every stage: collection, use and closure

White-gloved hands checking the necessary information on writing paper

Collect

Collect only what is necessary

We state the information needed for reservations, purchases, applications and enquiries, and receive it through our forms and procedures.

A male and a female butler, with whom information is shared only as needed

Use

Share according to purpose

Butlers and contractors receive only what is needed for providing services, payment, manufacturing, delivery and responses.

An English-style study representing the keeping and disposal of documents

Dispose of information no longer needed

Information whose period of use, legal retention or need for handling incidents has passed is deleted or disposed of securely.

Before requesting

What should you prepare before making a request about personal information?

Preparing a request means identifying which process the information was provided through, whether reservation, order, enquiry or application, and choosing the procedure you wish, whether disclosure, correction or suspension of use. Read Article 10 and the request procedure on this page, and have your name, contact details and the information concerned ready.

Please do not enter in the enquiry form information handled only by the payment provider, such as card numbers; instead give details that identify the information, such as an order number or reservation details. Where identity documents are required, we will explain how to submit them after receiving your request.

Enquiry Form

Writing paper and white gloves in the Study, preparing a request about personal information

QDoes the Association store the card number used for payment?

Card numbers and similar are handled by the payment provider. The Association receives only the result information required to confirm your order and payment.

QHow do I request disclosure or deletion of my personal information?

Through the enquiry form, tell us your name, contact details, the procedure you wish to follow and the information concerned. After verifying your identity, we respond in accordance with the law.

QCan I disable cookies?

You can restrict them through your browser settings. Some functions of this site may then become unavailable.

QIs my information passed to delivery companies or form providers?

Yes. Contractors may handle information to the extent necessary for payment, manufacturing, delivery, form submission and similar. The Association selects its contractors and supervises them as necessary and appropriate.

QWhat are attire sizes used for?

To prepare the manor's attire and confirm the fit on the day. Where shared with a male or female butler, only the information needed to provide the service is handled.

QWhen is personal information deleted?

We retain it only for as long as necessary to fulfil the purposes of use, meet legal retention obligations and respond to accidents, complaints and disputes, and delete or dispose of it once it is no longer needed.