KYOYO Stay Privacy Policy
This Privacy Policy is a draft and is subject to professional review.
This English version is provided for convenience. If there is any difference between the English and Japanese versions, the Japanese version prevails, except that clauses that exist only in this English version because they apply only to customers outside Japan (such as US dollar pricing and taxes) apply in addition to the Japanese version. Read the Japanese version
About this policy
This Privacy Policy explains how SBGG LLC (合同会社SBGG), a company incorporated in Japan (“SBGG”, “we”, or “us”), handles personal data in connection with KYOYO Stay (the “Service”), a booking service for shared facilities in dormitories, vacation rentals, and similar properties.
The Service is used by businesses that operate properties (“Operators”) so that the people who live in or stay at their properties (“Residents and Guests”) can book shared facilities. For the booking data that Residents and Guests enter, the Operator decides how the data is used, and SBGG processes it on the Operator’s behalf. For Operators’ team member accounts, billing, and our website, SBGG decides how the data is used.
Information we collect
Operator accounts: the names and contact details (such as email addresses) of the Operator’s team members.
Operator information: the business name and the properties, shared facilities, and settings it registers.
Billing: the information needed to bill the Operator. Card numbers and other payment details are entered directly with Stripe, our payment processor; SBGG does not receive or store them.
Bookings by Residents and Guests: the room number, name, phone number (optional), email address (optional), and purpose and number of people (depending on the facility) that Residents and Guests enter when booking; booking and payment records; and the display language.
Usage data: records of visits to booking pages, using a cookie that contains a random string and is not linked to names or room numbers.
We do not collect resident lists, nationality, residence card or passport numbers, or guest register information.
How we use it
We use personal data to accept and manage bookings; to send booking confirmations and other notifications by email (including an email address entered later on the booking completion screen); to process payments and refunds of usage fees where online payment is used (Operators in Japan only); to bill Operators; to respond to inquiries; to keep the Service secure; and to improve the Service using statistics that do not identify individuals. Booking records are not intended to be used to manage or evaluate Residents’ work. We do not sell personal data.
Who can see it
The booking data of Residents and Guests can be seen by the Operator of the property (such as its dorm managers, caretakers, administration staff, or management agency), who use it to manage bookings and to contact Residents and Guests. Where usage fees are paid online at properties in Japan, we provide the information needed for payment to Stripe and other payment providers. We may also disclose personal data where required by law.
Service providers and international transfers
We use the following service providers to operate the Service, and they handle personal data on our behalf: Stripe (payments), Supabase (database), Vercel (application hosting), and Resend (email delivery). Stripe, Inc. is based in the United States.
Personal data is stored and processed in data centers that may be outside your country, for example in Japan or the United States. When personal data is transferred across borders, we take the steps required by applicable law to protect it, such as relying on our providers’ data protection terms.
Retention, security, and your rights
We keep personal data while the Operator’s account is active and for as long as needed to provide the Service, to meet legal obligations (such as keeping billing records), and to resolve disputes. We protect personal data with access controls, encrypted connections, and other reasonable security measures.
Depending on where you live, you may have the right to request access to, correction of, or deletion of your personal data, and to object to or restrict certain processing. Where the EU or UK General Data Protection Regulation applies, we process personal data to perform our contract with the Operator, for our legitimate interests in operating and improving the Service, and to comply with legal obligations. You may also lodge a complaint with your local data protection authority.
Analytics
Our website may use Google Analytics, provided by Google LLC, to understand how it is used. Google Analytics uses cookies to collect traffic data that does not identify individuals, such as the pages viewed and the device used. It is not used in the admin dashboard or on booking pages. For details, see Google’s policy. You can stop this collection by disabling cookies in your browser or by using the Google Analytics opt-out browser add-on.
Contact and requests
To make a request about your personal data or to ask a question, please contact us using the details on our Legal notice (Japanese law) page (in Japanese). If you are a Resident or Guest, please contact the Operator of your property first, because the Operator manages your booking data.