Terms of Service

KAEDE GUESTHOUSE Accommodation clause

(Scope of Application)

  • Article 1 The accommodation contract concluded between this guesthouse and its guests and all other related contracts shall be based upon the stipulations of this agreement, and all items not stipulated in this agreement shall be based upon legal ordinances or generally established custom.

(Application for an accommodation contract)

  • Article 2 Parties applying for an accommodation contract at this guesthouse must report the following items to the guesthouse.
    (1) Guest name
    (2) Dates of accommodation and estimated time of arrival
    (3) Accommodation charge (to be based in principle upon the accommodation charge in Attached Chart 1)
    (4) Other items that the guesthouse deems to be necessary
    • 2. Guests requesting to extend their stay beyond the accommodation dates given in (2) above, will be treated as having applied for a new accommodation contract at the time they make their request.

(The establishment of an accommodation contract, etc.)

  • Article 3 An accommodation contract is established at the time when the guesthouse accepts the application in the previous article. However, this shall not apply to cases where it has been proven that the guesthouse has not accepted an application.

(Rejection of a conclusion of an accommodation contract)

  • Article 5 The guesthouse may not conclude accommodation contracts under the following circumstances.
    (1) When an accommodation application is not based upon this agreement.
    (2) When guesthouse rooms are filled to capacity (occupants).
    (3) When a party seeking an accommodation is judged to be possibly engaging in acts with respect to their accommodation that violate the stipulations of legal ordinances, public order or good customs.
    (4) When a party is judged to fall under one of the following categories.
    • A. Laws pertaining to the prevention of unlawful acts by crime organization members (1991 Act No.77) stipulated in Article 2 Item 2 of crime organizations (hereafter "Crime Organizations."), parties equivalent to crime organization members or connected to crime organizations and other anti-social forces.
    • B. When a party is a corporation or other organization whose activities are controlled by a crime organization or crime organization member.
    • C. When a corporation has board members who are crime organization members.
    (5) When a party seeking an accommodation has engaged in conduct that is a nuisance to other guests.
    (6) When it is clear that a party seeking an accommodation has a communicable disease.
    (7) When a demand pertaining to accommodation is based on a threat of violence, or when an unreasonable burden is placed on the guesthouse.
    (8) When an accommodation is impossible due to a natural disaster, facility breakage or other unavoidable circumstance.
    (9) When there is a situation that falls under Article 5 of the Kyoto Prefecture Hotel and Ryokan Law Enforcement Ordinance.

(Guests' right to cancel accommodation contracts)

  • Article 6 Guests have the right to request that the guesthouse cancel an accommodation contract.
    • 2. In the event that a guest has cancelled all or part of their accommodation contract due to a circumstance for which they are responsible (meaning a circumstance where the guesthouse has, in accordance with the stipulations of Item 2, Article 3, designated a payment date for the application fee and requested its payment), the guesthouse will charge a cancellation fee.
    • 3. In the event that the guest has not contacted the guesthouse by 10:00 PM on the accommodation date (or 2 hours after that time in the event that the scheduled arrival time has been clearly indicated in advance) and has not arrived, the accommodation contract will be treated as having been canceled by the guest.

(The guesthouse's right to cancel contracts)

  • Article 7 The guesthouse may cancel an accommodation contract under the following circumstances.
    (1)When a guest is recognized to pose a risk of committing an act that violates legal ordinances, public order or good customs, or is recognize to have committed such an act.
    (2) When a guest is recognized to belong to one of the following categories.
    • A. Crime organizations, crime organization members, or those with ties to crime organizations and all other anti-social forces.
    • B. Crime organizations or corporations whose business activities are controlled by crime organization members.
    • C. Corporations that have crime organization members on their board of directors.
    (3) When a guest's conduct becomes an intolerable nuisance to other guests.
    (4) When a guest is clearly recognized to have a communicable disease.
    (5) When a demand pertaining to an accommodation is made based on a threat of violence, or when an unreasonable burden is placed on the guesthouse.
    (6) When an accommodation is impossible due to a natural disaster or other irresistible force.
    (7) When there is a situation that falls under Article 5 of the Kyoto Prefecture Hotel and Ryokan Law Enforcement Ordinance.
    (8) When a guest smokes in the bedroom, tampers with firefighting equipment or otherwise does not follow the prohibited items in the terms of service set by the guesthouse (limited to those necessary for fire prevention.).
    In the event that the guesthouse cancels an accommodation contract based on the stipulations stated above, the guesthouse shall not receive any compensation for accommodation services that the guest has not been provided with yet.

(Registering an accommodation)

  • Article 8 The guest shall register the following items at the guesthouse front desk on the day of his or her accommodation.
    (1) Guest's name, age, gender, address and occupation
    (2) For foreign guests, nationality and passport number
    (3) Any other items that the guesthouse judges to be necessary
    • 2. When the guest wishes to make a payment for Article 12 by traveler's check, accommodation voucher, credit card or other method that can be converted into currency, these items must be presented at time of registration.

(Use times for guestrooms)

  • Article 9 Guests may use the guestrooms of this guesthouse from 3 PM until 10 AM of the following morning. However, in cases of accommodations that continue over several days, a guestroom may be used all day, excluding the arrival and departure dates.
    • 2. Irrespective of the preceding item, there are cases where the ryokan lodge will allow guestrooms to be used outside the times stipulated in that item. In this case, the following additional charge shall be assessed. 1/10 of the accommodation charge for each additional hour.

(Observing rules of use)

  • Article 10 At the guesthouse, guests shall follow the rules decided by the guesthouse given below.

(Business hours)

  • Article 11 The business hours for the guesthouse's main facilities shall be as below, detailed business hours for other facilities shall be given in attached pamphlets, a bulletin boards in each area, and in the service directories of each guestroom, etc.

  • (1) Front cashier service: 24 hours a day
    • A. Closing time: none
    • B. Front desk service: 24 hours a day
    (2) Times for attached service facilities:
    • A. Kitchen (2nd floor) 7:00 AM-10:30 PM
    • B. Terrace (roof) 7:00 AM-10:00 PM
    • C. Laundry (1st floor) 24 hours a day
    • 2. The times given in the preceding item may be changed temporarily in response to unavoidable necessity. In this event, we shall notify you via an appropriate method.

(Accommodation charge payment)

  • Article 12 The breakdown for the accommodation charge to be paid by the guest are based on the figures in Attached Sheet 1.
    • 2. The payment for the accommodation charge in the previous item is to be made in currency or a method convertable into currency recognized by the guesthouse, such as a traveler's check, accommodation voucher, or credit card, and shall be made when the guest checks out or when the guesthouse requests payment.
    • 3. After the guesthouse has provided the guestroom to a guest and made its use available to him or her, the accommodation charge shall be assessed, even in the event that the guest voluntarily does not lodge there.

(The responsibilities of the guesthouse)

  • Article 13 In the process of executing an accommodation contract and all other related contracts, when the guesthouse fails to execute one of these contracts or causes damage to the guest, the guesthouse shall make compensation for that damage. This, however, does not include instances due to a matter that is not the responsibility of the guesthouse.
    • 2. The guesthouse has innkeeper's liability insurance in order to respond to the unlikely event of a fire or other accident, and will provide compensation with the range of insurance compensation provided for damage arising from the guesthouse's or the guest's error.

(How instances where a contracted guestroom cannot be provided are handled)

  • Article 14 When the guesthouse cannot provide a guestroom that has been contracted to a guest, the guesthouse will introduce, with the guest's approval, another accommodation facility under conditions as similar as possible to the previously contracted guestroom.
    • 2. Irrespective of the stipulation in the previous item, when the guesthouse is unable to introduce another accommodation facility, the guesthouse shall pay an amount equivalent to a cancellation charge to the guest as compensation and that compensation charge shall be allotted as damage compensation.
      However, compensation shall not be paid for instances of an guesthouse being unable to be provided that arise from matters that are not the responsibility of the guesthouse.

(How deposited items are handled)

  • Article 15 When damage such as loss of or damage to an item that the guest has deposited at the front desk occurs, including cash and valuables, the guesthouse will compensate that damage, excluding cases involving irresistible force. However, with respect to cash and valuables, in the event that the guest has not provided the clear description of the type and value of the item required by the guesthouse, the ryokan lodge shall compensate damages no higher than ¥200,000.
    • 2. With respect to items, including cash and valuables, that a guest brings into the guesthouse that he or she does not deposit at the front desk, the guesthouse shall compensate damages arising from loss or breakage due to the deliberate intent or error of the guesthouse. However, However, in the event that the guest has not provided in advance the clear description of the type and value of the item required by the guesthouse, the ryokan lodge shall compensate damages no higher than ¥???, excluding cases due to the deliberate intent or error of the guesthouse.

(Safekeeping of the guest's luggage or personal effects)

  • Article 16 In the event that a guest's luggage arrives at the guesthouse before him or her, the guesthouse shall take responsibility for safekeeping the luggage only in cases where it has agreed to do so prior to the guest's arrival. Luggage shall either be given to guests at the front desk at check in time or placed in their guestroom. However, the guesthouse does not safekeep valuable in advance of guests' arrival.
    • 2. In cases where the guest has forgotten a luggage item or personal effect after he or she checks out, the guesthouse will contact the guest went it can determine who the owner of the item is, and ask the guest for instructions about what to do with the item. However, in the event that the owner of the item gives no instruction about what to do with it, the discovered item will be kept for seven days, and will thereafter be disposed of.
    • 3. The responsibility of the ryokan lodge for safeguarding guests' luggage items and personal effects in the preceding Item 2 shall be treated according to the stipulations of Item 1 of the preceding article for cases applying to Item 1 of this article, and to Item 2 of the preceding article for cases applying to Item 2 of this article.

(Responsibility for Parking Vehicles)

  • Article 17 Regardless of whether a guest uses the guesthouse's parking lot or deposits a vehicle key, the ryokan lodge lends this space and does not accept responsibility for supervising the vehicle. However, when damage is caused to a vehicle arising from the deliberate intent or error of the ryokan lodge, the ryokan lodge shall take responsibility for providing compensation.

(Responsibility of guests)

  • When damage is caused to the guesthouse due to the deliberate intent or error of a guest, the guest shall make compensation for that damage. However, damage arising due to error will be compensated for by the ryokan lodge's Innkeeper Liability Insurance when the amount to be compensated fall within the range of compensation provided by said insurance.

Article 19 Attached Sheet 1 Breakdown of Accommodation Charges (Pertaining to Article 2, Item 1 and Article 12, Item 1)

  Breakdown
Total amount to be paid by the guest Accommodation charge ① Basic accommodation charge (Room charge + dining charge for breakfast and other meals)
Additional charge ② Additional dining charge (excluding dining charge included in ①)
Tax *Consumption tax
Notes
1 In the event that tax laws are revised, tax assessed shall follow the revised stipulations.
2 The basic accommodation charge is based on the charge chart indicated.
3 Children charges shall be applied to children of elementary school age or younger, and shall be 100% of the adult charge when meals and bedding equivalent to those provided to adults are provided.

Separate Sheet 2 Cancellation charges (pertaining to Article 6, Item 2)

Date of receipt of notice of contract cancellation No-shows Same day/previous day 2 or 3 days prior 4-7 days prior 8-14 days prior 15-21 days prior
Number of people for whom a contract has been applied Cancellation charge rate 14 people or less 100% 100% 50% 10% 0% 0%
Cancellation charge rate 15-29 people 100% 100% 70% 40% 30% 20%
Cancellation charge rate 30 people or more 100% 100% 90% 70% 50% 40%
(Notes)
1 % is the proporotion of the cancellation charge with respect to the basic accommodation charge.
2 In cases where the number of days contracted is to be shortened, cancellation charges shall be assess for every day cancelled, irrespective of the number of days to be shortened.
3 A fixed cancellation charge shall also be assessed even in the event that the contracts for some of the guests in a given company are to be cancelled (reduction of number of guests).

About the protection of personal information

KAEDE GUEST HOUSE(Hereafter, the guesthouse) believes it is the social responsibilty of the guesthouse to handle appropriately and protect the personal information of guests (hereafter, personal information) and handles personal information appropriately based on its basic policy for the protection of personal information (hereafter, personal information protection policy) and is making efforts to strengthen its intracompany personal information management system.

Purposes for which personal information is used
Personal information is used within the range of purposes below.

  • (1) For sending or introducing information about services (complimentary information, guides to business service, etc.) and events.
  • (2) For responding to guests' inquiries by telephone, email, or letter.
  • (3) For statistical analysis performed by the guesthouse to provide or improve service within the limits where individual guests cannot be separately identified.
  • (4) For other purposes where the guesthouse judges it necessary to contact a guest by telephone, email or letter.

2. Providing personal information to third parties
At our guesthouse, we do not provide personal information to third parties, other than under the following circumstances.
However, personal information may also be provided to companies to which we consign business within the limits necessary for them to perform the consigned business.

  • (1) When consent for information disclosure has been received from the guest.
  • (2) When information disclosure has been required by law.
  • (3) When information disclosure is necessary to protect human life, prevent injury or protect one's property, and it is impossible to obtain the guest's consent.

3. Management of personal information
This guesthouse exercises sufficient caution in supervising the handling of personal information under a supervisor responsible for supervising personal information, and conducts appropriate supervision to ensure that no instances of improper access, loss, destruction, falsification, or leaking occur.

4. About disclosure, corrections, suspension of use, and deletion
In the event that a guest asks for his or her information to be disclosed, corrected, suspended from use, or deleted, we disclose, correct, suspend from use, or delete that information within a reasonable period of time, after having confirmed that the applicant is the guest in question.

5. About our personal information protection policy
This policy is made publicly available on our guesthouse's website and is revised when necessary.This policy is also publicly announced through the means discussed above, and revised content is announced through the reasonable and appropriate methods deemed necessary to the guest in question.

6. Concerning inquiries
For our personal information protection policy and personal information, please make inquiries by telephone or email.
KAEDE GUEST HOUSE
TEL: 075-344-8780  E-mail:Kaede.kyoto@gmail.com