Cox & Kings Japan - Privacy Policy

Cox & Kings believes that customer who books or looks for any services at www.coxandkings.co.jp has the right to know about the privacy policy that is followed by us. For the trust the client has on Cox & Kings, we value the right to your privacy.

The idea of this policy is to educate the user as to what personal information is being captured by us and where the same is being used. It describes the principles and practices that apply to Personal Information (defined below) collected from users of our services ("you") on our Site, in telephone or e-mail communications, or in interviews, surveys, sweepstakes, contests, or raffles.

In short

  • We will not collect Personal Information without providing you with detailed contact information of controller,
    if any, the controller's representative, a data protection officer, the purposes of the processing of personal information, the categories of personal information concerned, and the recipients or categories of recipients of the personal information, where applicable;
  • We will not knowingly disclose your Personal Information to third parties,
    except as provided in this Privacy Policy;
  • We will take reasonable steps to protect the security of the Personal Information we collect from you.

Personal information

‘Personal information’ within this Privacy Policy means any information relating to an identified or identifiable natural person.

Identifiable natural person

An ‘identifiable natural person’ is one who can be identified, directly or indirectly, in particular by reference to an identifier such as, a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.


A natural or legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the processing of personal information; where the purposes and means of such processing are determined by the European Union or its Member State law, the controller or the specific criteria for its nomination may be provided for by the European Union or its Member State law.


A natural or legal person, public authority, agency or other body which processes personal information on behalf of the controller.

For users

We log your IP address in order to help diagnose problems with our server, administer our Web site and track usage statistics.

Your IP address may vary each time you visit, or it may be the same, depending on whether you access our site through an always-on type of Internet connection (e.g., cable modem or DSL), or through a dial-up connection (e.g., VSNL, MTNL etc). Either way, it would be extremely difficult for us to identify you through your IP address, and we make no attempt to do so.

If you reached our site by clicking on a link or advertisement on another site, then we also log that information. This helps us to maximize our Internet exposure, and to understand the interests of our users. All of this information is collected and used only in the aggregate; that is, it is entered into our database, where we can use it to generate overall reports on our visitors, but not reports about individual visitors.

We also place a small file known as a "cookie" on your computer’s hard drive. A cookie may contain information that allows us to track your path through our Web site and to determine whether you have visited us before. However, unless you register with us, it contains no personally identifiable information that would allow us to identify you. Cookies cannot be used to read data off of your hard drive, and cannot retrieve information from any other cookies created by other Web sites. We use cookies in this manner to help us understand how visitors use our site, and to help us to improve our site. You may refuse to accept a cookie from us by following the procedures specific to your Web browser. Although you may do so, you may find that your browser reacts strangely when visiting not only our Web site, but other Web sites as well. Since cookies don’t provide us with any information from which we can identify you, we suggest you allow us to place one on your computer. If you are visiting a site where you will be accessing your confidential account information, you will be required to accept cookies as it is essential for site administration and security.

If you visit our site by "clicking-through" from a site operated by one of our partners, and you have registered with that partner, then certain information about you that you have provided to that partner may be transmitted to us. You should review the privacy policy of the Web site from which you reached our site in order to determine what information was collected and how you agreed that our partner could use that information. Regardless of what information was transmitted to us, however, we don’t keep it unless you register with us.

When you Purchase Products or Services for a third party

When you Purchase Products or Services for a third party using your Member ID and password, we will collect that third party’s name and contact information, and other information as required by the travel service provider(s), so that we can complete the booking.

Lawfulness of processing

We regard that data processing is lawful at least where you have given consent to the processing of your personal information for one or more specific purposes, where such processing is necessary for the performance of a contract, where such processing is necessary for compliance with a legal obligation, where such processing is necessary in order to protect the vital interests, and where such processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party (GDPR Article 6(1)(a)).

How we use the personal information we collect.

We use the personal information we collect to help both of us. We may also use this information to periodically contact you with news or important information from Cox & Kings or to request your feedback on our site. In addition to these periodic updates, we may email you additional materials, but only if you specifically request them. These might include opt-in newsletters and other materials that you proactively request from Cox & Kings.

In addition to these communications, if you have provided an email address, we may use your personal information to send you notifications about special offers or to tell you about opportunities available from our partners. You may opt-out of any or all marketing communications from Cox & Kings in any commercial e-mail we send or at any time, as well as access and update your personal information, by visiting www.coxandkings.co.jp

Disclosure of your personal information

Cox & Kings does not sell or rent any personal information to any third party, other than our partners, as discussed in this policy. We may aggregate personal information from all of our users and provide that information in the aggregate to other parties, including advertisers, for marketing and promotional purposes. However, if we do so, that information will not be in a form that will allow any third party to identify you personally.

We may share some of your personally identifiable information with our subsidiaries and sister companies around the world that are committed to providing you with a comprehensive array of travel packages and services to meet your travel needs. Sharing this information allows us to better understand the ways in which our various product and service offerings can assist travelers. It also enables us to provide you with information about travel opportunities in which you might be interested. We do not place restrictions on the use of personal information by our subsidiaries, or affiliates but they will treat it at least as protectively as they treat information they obtain from their other users. They also will comply with applicable laws governing the transmission of promotional communications, and give you an opportunity in any such email that they send to choose not to receive such promotional e-mail messages in the future.

We also may share your personal information with third-parties specifically engaged by Cox & Kings to provide services to Cox & Kings (such as Airlines, Hotels, Ground Handlers, Insurance Companies, Product Companies and advertising agencies), in which case we will require those parties to agree to use any such personally-identifiable data solely for the purpose of providing the specified services to Cox & Kings. We may also use the information to provide to government agencies like RBI, Banks etc. as per the laws of the country. As you might expect, Cox & Kings must cooperate with legal authorities, and may in some circumstances be required to disclose personally identifiable information in response to requests from law enforcement authorities, or in response to a subpoena or other legal process. We don’t expect this to happen, but if it does, we will provide only the information required. In other words, we will not simply turn over our database in response to a specific legal requirement. We also may share your information in connection with a corporate transaction, such as a divestiture, merger, consolidation, or asset sale, and in the unlikely event of bankruptcy.

Steps we take to protect your personal information.

Cox & Kings has implemented security procedures to help protect the personal information stored in our systems. For example, we limit access to personal information about you to employees who we believe reasonably need to come into contact with that information. We also employ processes (such as password hashing, login auditing, and idle session termination) to protect against unauthorized access to your personal information.


Minors (as defined under the laws of their jurisdiction or residence) are not eligible to register for, use, or Purchase the Products or Services available on our Site. We do not knowingly collect Personal Information from any Minor, and will not use this information if we discover that it has been provided by a Minor.

Retention and storage

We will retain your Personal Information in our databases in accordance with our document management, retention and destruction policy and applicable laws. This period may extend beyond the end of your relationship with us, but it will be only as long as it is necessary for us to have sufficient information to respond to any issues that may arise later. For example, we may need or be required to retain information to allow you to obtain credit for trip you purchased but had to cancel. We may also need to retain certain information to prevent fraudulent activity; to protect ourselves against liability, permit us to pursue available remedies or limit any damages that we may sustain; or if we believe in good faith that a law, regulation, rule or guideline requires it. Your Personal Information will be stored in secured locations, and on servers controlled by Cox & Kings, located either at our offices, or at the offices of our service providers.

Third Party Advertisers

Third parties advertise on our Site. We do not share any Personal Information about you with these advertisers unless you give us explicit permission to do so, separate from any permission you provide during the Member registration process. These advertisers may seek to use cookies and pixel tags to track Session Data about the ads you have seen and types of things in which you appear interested. These advertisers may also use combined information about your visits to our Site and other sites in order to provide advertisements about related goods and services that may be of interest to you.
When you click on one of these advertisers‘ links, you are leaving our Site and entering another site. We are not responsible for such third party’s sites. You should carefully review the privacy statements of any other site you visit, because those privacy statements will apply to your visit to that site, and may be very different from our policy.


As part of the registration process, we give you the ability to receive via e-mail or direct messaging information about our Products and Services, updates to our Site, customized advertisements and promotions that are targeted to your specific interest, such as flight specials, promotions, contests, sweepstakes and other travel opportunities available on our Site and/or sponsored by our travel service providers and advertisers. We send this information directly ourselves, or via third party service providers.
If you do not opt-out from receiving these communications about our Site, we will send them to you.

Links for your convenience, our Site provides links to other sites. When you click on one of these links, you are leaving our Site and entering another site. We are not responsible for such third party sites. Such sites are not under our control. You should carefully review the privacy statements of any other sites you visit, because those privacy statements will apply to your visit to such other sites. Access to any other Internet sites linked to the Site is at the user’s own risk. Cox & Kings Japan Limited does not in any way vouches or endorses the genuineness or the quality of the contents of such websites. It should not be construed that Cox & Kings Japan Limited has any association with the operators or owners of such third party websites.

Communication of a personal information breach

When the personal information breach is likely to result in a high risk to the rights and freedoms of you, we shall communicate the personal information breach to you without undue delay, in clear and plain language.

The communication to you shall not be required if we've already have implemented appropriate technical and organizational protection measures and those measures were applied to the personal information affected by the personal information breach, if we've taken subsequent measures which ensure that the high risk to the rights and freedoms of you is no longer likely to materialize, and it would involve disproportionate effort (GDPR Article 33 and 34).

Our Records of Data Processes

We handle records of all processing of personal data in accordance with the obligations (GDPR Article 30), regardless whether we act as a controller or as a processor. In these records, we reflect all the information necessary in order to comply with the GDPR and cooperate with the supervisory authorities as required (GDPR Article 31).

Your legal rights

You have following legal rights to:

  • Request access to your personal information

    You can receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
  • Request rectification of your personal information

    You have a right to obtain rectification of any inaccurate personal information we hold about you.
  • Request erasure of your personal information (right to be forgotten)

    You have a right to ask us for erasure of personal information where there is no good reason for us continuing to process it. You also have a right to ask for erasure of your personal information where you have successfully exercised your right to object to processing, where we may have processed your information unlawfully or where we are required to erase your personal information to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
  • Request restriction of processing your personal information

    You have a right to obtain from the controller restriction of processing, where, including but not limited to, the accuracy of the personal information is contested by you, for a period enabling the controller to verify the accuracy of the personal information, where the processing is unlawful and you oppose the erasure of the personal information and requests the restriction of their use instead, or where the controller no longer needs the personal information for the purposes of the processing, but they are required by you for the establishment, exercise or defence of legal claims.
  • Request transfer of your personal information to you or to a third party (right to data portability)

    We will provide to you, or a third party you have chosen, your personal information in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
  • Request objection to processing of your personal information

    You have a right to ask for objection of processing your personal information as you feel it impacts on your fundamental rights and freedoms. You also have a right for objection where we are processing your personal information for direct marketing purposes.
  • Request to lodge a complaint with a supervisory authority

    You have a right, without prejudice to any other administrative or judicial remedy, to lodge a complaint with a supervisory authority, in particular in your habitual residence, place of work or place of the alleged infringement if you consider that the processing of such personal information relating to you is seems to be infringed.
  • Right to an effective judicial remedy against a controller or processor

    You have a right, without prejudice to any available administrative or non-judicial remedy, to an effective judicial remedy where you consider that your rights have been infringed as a result of the processing of your personal information.
  • Right to withdraw consent

    You have a right to withdraw consent to process your personal information at any time.
  • Right not to be subject to profiling

    You have a right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you or similarly significantly affects you.
  • Notification regarding rectification or erasure of personal information or restriction of processing

    We communicate any rectification or erasure of personal information or restriction of processing carried out according to your request, unless this proves impossible or involves disproportionate effort. We inform you about those recipients if you request it.

Changes to this Privacy Policy

We reserve the right to change this policy should we deem it advisable to do so. If we make material changes that will affect personal information we have already collected from you, we will make reasonable efforts to notify you of the changes and to give you the opportunity to amend or cancel your registration.


about Luxury Tours and Tailor-Made Holidays from Cox & Kings Japan!