Privacy Policy
The Wakakusa Yamayaki Executive Committee (the “Committee”) recognizes that handling and protecting users’ personal information appropriately is an important responsibility in operating the official Wakakusa Yamayaki website (the “Site”).
The Committee complies with the Act on the Protection of Personal Information and other applicable laws and regulations, and handles personal information in accordance with the following policy.
1. Collection of Personal Information
The Committee may collect the following information by lawful and fair means, to the extent necessary to operate the Site.
- Name
- Email address
- Phone number
- Name of your organization or company
- Content of your inquiries
- Content entered into the AI chatbot and usage history
- Inquiries made to the AI voice phone service, voice data, caller and recipient numbers, call dates and times, and call history
- Any other information users provide through the Site
In addition, when you access the Site, information such as your IP address, device, browser type, pages viewed, date and time of access, referring URL and cookies may be collected automatically.
2. Purposes of Use
The Committee uses the personal information it collects for the following purposes.
- Responding to inquiries, requests for advice and feedback
- Confirming the content of inquiries and contacting you as needed
- Providing information about Wakakusa Yamayaki, including the event, transportation, viewing and tickets
- Contacting you in an emergency or when the event program changes
- Operating and improving the Site, the AI chatbot and the AI voice phone service
- Improving the FAQ and other information
- Understanding and analyzing how the Site is used and making it easier to use
- Preventing unauthorized access, nuisance behavior and other problems
- Other activities incidental to the above purposes
If we use information beyond the scope necessary to achieve these purposes, we will obtain the individual’s consent in advance, except where permitted by law.
3. AI Chatbot
The Site uses an AI chatbot that automatically answers users’ questions.
What you enter into the AI chatbot and your usage history may be recorded and used to provide answers, improve answer accuracy, analyze usage and improve the service. This information may also be sent to the systems of external contractors engaged by the Committee, to the extent necessary to provide the service.
Please do not enter your address, phone number, email address, credit card details, health information or other sensitive personal information into the AI chatbot. If you need an individual answer, please use the inquiry form.
4. AI Voice Phone Service
The Committee may use an AI voice phone service to respond to telephone inquiries.
Calls may be recorded or logged in order to answer inquiries, return calls, improve service quality and improve the information we provide. If a call is recorded, you will be informed at the start of the call or at another appropriate time.
Voice data and call history are managed appropriately to the extent necessary to achieve the purposes of use.
Please note that the AI voice guidance may not be able to answer every question. For inquiries that require individual follow-up, a staff member may call you back.
5. Cookies and Access Analytics
The Site may use cookies to understand usage and improve its services.
Cookies are information stored on your device through your browser when you browse the Site. Information collected through cookies does not normally include information that directly identifies you.
You can restrict or refuse cookies through your browser settings. However, if you disable cookies, some features of the Site may not be available.
The Site uses Google Analytics to analyze access. Google Analytics collects users’ access information using cookies and similar technologies. The information collected is managed in accordance with the privacy policy and other terms set by Google LLC.
For Google Analytics’ terms of use, privacy policy and how to opt out, please see Google’s website.
6. Provision to Third Parties
The Committee will not provide personal information to third parties without the individual’s consent, except in the following cases.
- When the individual has consented
- When required by law
- When necessary to protect a person’s life, body or property and it is difficult to obtain the individual’s consent
- When it is necessary to cooperate with a national or local government body in carrying out duties prescribed by law
- Other cases in which provision to third parties is permitted by law
7. Outsourcing the Handling of Personal Information
The Committee may outsource the handling of personal information to external contractors to the extent necessary for operating the Site, responding to inquiries, access analytics and providing the AI chatbot and AI voice phone service.
In such cases, the Committee will select contractors appropriately, conclude the necessary agreements, and exercise necessary and appropriate supervision to ensure that personal information is handled properly.
8. Security of Personal Information
To prevent leakage, loss, alteration, unauthorized access and the like, the Committee takes organizational, personnel and technical security measures and strives to manage personal information appropriately.
9. Retention Period
The Committee retains personal information only for as long as necessary to achieve the purposes of use or as required by law.
Personal information that no longer needs to be retained is deleted or disposed of by appropriate means.
10. Disclosure, Correction, Deletion, etc.
If you wish to request notification of the purposes of use, disclosure, correction, addition, deletion, suspension of use, erasure or suspension of provision to third parties of personal information held by the Committee, please contact the office listed below.
After confirming that you are the individual concerned or a legitimate representative, we will respond appropriately in accordance with the law.
11. Links to External Websites
The Site may contain links to external websites. The Committee is not responsible for how personal information is handled on linked websites.
Please review the privacy policies of linked websites.
12. Changes to This Privacy Policy
The Committee may revise this Privacy Policy in response to changes in laws and regulations, changes in how the Site is operated, or changes in the services used.
Revised content takes effect when it is posted on the Site. We will clearly announce any significant changes on the Site.
13. Contact
For inquiries about this Privacy Policy and the handling of personal information, please contact us at the following.
Secretariat: Wakakusa Yamayaki Executive Committee Secretariat (within the Nara Park Office, Tourism Bureau)
Address: 30 Noboriojicho, Nara 630-8501, Japan
Inquiry form: Inquiry form
Established: October 1, 2026