Privacy Policy (EN)

Last Updated: 11 October 2026

This Privacy Policy explains how Japan Tours Team Sdn Bhd (Company No: 201901039388 (1348718-X), MOTAC L/N/13103), trading as Japan Tour Team (“we”, “us”, “our”), collects, uses and protects your personal data. It applies to japantourteam.com, our WhatsApp and email conversations, and the bookings we arrange for you. We handle personal data in line with the Personal Data Protection Act 2010 of Malaysia (PDPA).

This notice is available in English and Bahasa Malaysia. If there is any inconsistency between the two versions, the English version shall prevail.

1. Personal data we collect

Information you give us

  • Enquiry and lead form details: first and last name, email address, phone number, tour type, destination, travel dates, number of adults and children, and your message
  • Itinerary Builder details: destination, hotel preference, number of travellers, children’s age groups, travel dates, and the itinerary you create
  • WhatsApp, email and phone conversations with our team
  • Booking details needed to arrange your trip, such as the names of all travellers and, where required by hotels or transport providers, passport details
  • Special requirements you choose to share, such as halal meal preferences, prayer needs, dietary needs or health and mobility needs
  • Payment records, such as invoices issued and payments received

Information collected automatically

When you visit our website, we and our advertising and analytics partners collect information through cookies, pixels and similar technologies. This includes your IP address, device and browser type, pages viewed, time on site, the link or advert that brought you to us, and actions you take, such as submitting a form or clicking WhatsApp. See section 6 for details.

Payment card details

Invoices are paid through a third-party payment provider. Your card or online banking details are entered with that provider and are not collected or stored by us.

2. How we use your personal data

  • To respond to your enquiries and prepare quotations
  • To plan, book and manage your tour, including hotels, transport, guides and activities
  • To issue invoices, process payments and keep financial records
  • To send you booking confirmations, itineraries and travel updates
  • To provide customer support before, during and after your trip
  • To meet legal and regulatory requirements, including those of the Ministry of Tourism, Arts and Culture Malaysia (MOTAC)
  • To understand how visitors use our website and improve it
  • To measure our advertising and show you relevant adverts on Google, Meta (Facebook and Instagram) and TikTok
  • To send you promotions and travel offers, where you have agreed to receive them

3. Sensitive personal data

Some information you share, such as halal or prayer requirements, may reveal your religious beliefs, and health or mobility needs are health information. Under the PDPA these are sensitive personal data. We only collect them when you choose to share them, and only use them to arrange your trip. By sharing them with us, you give your explicit consent for this use.

4. Who we share your personal data with

We do not sell your personal data. We share it only where needed for the purposes above, with:

  • Hotels, transport companies, guides, ground handlers and attraction operators in Japan who deliver your tour
  • Partner travel agencies, where we act as a sub-agent for your booking
  • Our payment provider, to process your payments
  • Service providers who support our business, such as website hosting, form, email and messaging providers, including WhatsApp (Meta)
  • Advertising and analytics partners: Google (Google Analytics 4 and Google Ads), Meta and TikTok
  • Government authorities, regulators or law enforcement, where required by law
  • Our professional advisers, such as accountants and lawyers

5. Transfers outside Malaysia

To deliver your tour, we must share your booking details with suppliers in Japan. Some of our technology, advertising and analytics providers also store data on servers outside Malaysia. Where we transfer personal data outside Malaysia, we do so as permitted under the PDPA and take reasonable steps to ensure it is protected.

6. Cookies, analytics and advertising

Our website uses Google Tag Manager to run the following tools:

  • Google Analytics 4: measures how visitors use our website
  • Google Ads: measures our Google adverts and shows our adverts to people who visited our website
  • Meta Pixel: measures our Facebook and Instagram adverts and enables remarketing
  • TikTok Pixel: measures our TikTok adverts and enables remarketing

Some of this data is first processed through our own server-side tracking setup before being passed to these partners.

You can control cookies through your browser settings. You can also manage how these platforms use your data for advertising through your Google Ad Settings, Meta Ad Preferences and TikTok ad settings, or install the Google Analytics Opt-out Browser Add-on. Blocking cookies will not stop you from using our website, enquiry form or WhatsApp.

7. How long we keep your personal data

We keep your personal data only for as long as needed for the purposes in this policy. Booking, invoice and payment records are kept for the period required by Malaysian accounting, tax and tourism laws. Enquiries that do not lead to a booking are deleted when no longer needed. When data is no longer required, we delete or anonymise it.

8. How we protect your personal data

We take reasonable practical steps to protect your personal data from loss, misuse, unauthorised access, disclosure or alteration. Access is limited to team members and service providers who need it. However, no method of transmission over the internet is completely secure.

9. Your rights

Under the PDPA, you may:

  • Ask to access the personal data we hold about you
  • Ask us to correct personal data that is inaccurate, incomplete or out of date
  • Withdraw your consent or ask us to limit how we process your data, including opting out of promotional messages at any time

To make a request, contact us using the details in section 12. We will respond within 21 days, as required by the PDPA. We may need to verify your identity first, and may charge a fee for access requests where the law allows. If you withdraw consent for data we need to arrange your booking, we may not be able to continue providing our services.

10. Children’s personal data

Where children are travelling, we collect their details, such as names and ages, from their parent or guardian. By providing these details, the parent or guardian consents to our use of them for the booking.

11. Changes to this policy

We may update this Privacy Policy from time to time. The latest version will always be on this page, with the date it was last updated.

12. Contact us

For questions about this policy or your personal data:

  • Email: [email protected]
  • WhatsApp: +60 19-727 8241
  • Location: Selangor, Malaysia
  • Working hours: Monday to Sunday, 8:00 a.m. to 6:00 p.m.