privacy policy

This website is operated by Roots as Samurai Camper and its subsidiaries and related companies (collectively referred to as “we,” “us,” or “our”). We recognize the importance of privacy and the need to protect your personal data. This Privacy Policy explains how we collect, use, disclose, and manage your personal information. It also provides details on how you can contact us if you have any questions. This policy does not cover personal information about our employees, which is subject to other provisions.

We take our responsibility for your privacy very seriously. If you have any questions or need further clarification, feel free to contact us.

Background

Personal information refers to any information or opinion, whether true or not, about an individual whose identity is apparent or can reasonably be ascertained from that information.

Some types of personal data, known as sensitive information, have special legal protections. This includes health information, racial or ethnic origin, political views, membership in political or professional organizations, religious or philosophical beliefs, sexual preferences, and criminal history.

Collection of Personal Information

The types of personal information we collect and store depend on the products and services you request. It may include:

Information provided when you make a booking or request a product or service, including your name, address, phone numbers, email address, credit card details, bank details, date of birth, passport and driver’s license details, insurance cards, intended travel dates, departure and destination details, and whether you are an adult or child.
Communications between you and us.
Transactional data related to your use of our products and services.
Employment application data, as outlined in the section below titled “Employment Applications.”

We may also collect information through:

Security surveillance cameras.
Electronic systems like applications.
Vehicle tracking via GPS and telematics to monitor vehicle usage, including speed, time, fuel consumption, distances traveled, and locations visited.

We collect and process this personal information based on legitimate interests. For all online transactions involving personal details, we use a secure SSL connection (Secure Socket Layer) to protect your information from being intercepted by third parties during transfer. However, if you prefer not to provide personal information or credit card details online, you can do so over the phone.

How Your Personal Information Will Be Used

We collect your personal information to carry out our functions and activities, which include:

Processing rental bookings and sales orders.
Notifying you of any special travel requirements (health-related or otherwise).
Providing confirmation of your booking/order and advising of any changes to your itinerary.
Confirming your identity when you check-in.
Processing and considering your employment application.
Addressing any feedback or complaints you may have.
Assisting Customs and Immigration authorities.
Answering any queries you may have.
Improving the quality of our services through feedback and surveys.
Understanding the scale of our customer base for statistical analysis and market research.
Developing, improving, and marketing our products and services.
Enhancing the website to deliver content more efficiently.
Recognizing when customers re-engage with our services.
Protecting our assets.

If you do not provide the required personal information, we may be unable to complete one or more of the above actions, including accepting bookings/orders.

If you subscribe to our mailing list, we may send you email updates about our products and services. You can unsubscribe at any time if you no longer wish to receive these updates. We do not share your personal information with third parties.

By providing your personal information, we assume you consent to its management as outlined in this Privacy Policy, which may be updated from time to time. If you do not agree, please contact us to withdraw consent.

Exchange of Personal Information with Third Parties

Your personal information may be disclosed:

To other members of the Samurai Campers group of companies.
To businesses under the same umbrella that trade under different names.
To law enforcement or other government bodies as required or authorized by law.
To travel-related businesses for processing your travel arrangements (e.g., flights, hotels, car hire, insurance).
To any other entities disclosed to you when we collect your personal information.
To business associates, professional advisors, and contractors (e.g., IT consultants, mailing houses).
With your consent, to other parties.

Personal information may also be transferred between countries as part of our business practices.

Use and Disclosure of Personal Information

If we use or disclose your personal information for a secondary purpose, we will ensure:

The secondary purpose is related to the primary purpose of collection (and directly related in the case of sensitive information).
You would reasonably expect us to use or disclose your information for that purpose.
You have consented to the secondary purpose.
The use or disclosure is required or authorized by law.

We will make reasonable efforts to ensure that any third-party recipients of your personal data are compliant with data protection laws.

Employment Applications

When you apply for a job, we may collect personal details such as:

Your name, address, phone number, email address, career history, education, and other relevant information.
Sensitive information, such as health data (including disabilities), driving history, or criminal records.

We use this information for the following purposes:

To assess your suitability for a position.
To determine if you are suitable to progress through the recruitment stages.
To store your information for future job opportunities.

If you do not provide the necessary information, we will be unable to process your application.

We may disclose your information to:

Organizations that conduct competency or psychometric tests.
Referees or previous employers.
Recruitment agencies or other entities acting on our behalf.
Law enforcement to verify criminal records.
Educational institutions to verify qualifications.

If third-party contractors handle your personal information, we will ensure that they are prohibited from using your data for any purpose other than the one for which it was provided.

Site Visit Information

When you visit our website, we may collect general information such as your server address, the date and time of your visit, the pages accessed, and the type of internet browser used. We use this data anonymously for statistical purposes to help improve our website’s quality and usability.

We also use Google Analytics to collect visitor behavior data anonymously for marketing and optimization purposes. This data is saved with an anonymous user ID and does not identify you personally.

Cookies

We use cookies, which are text files placed on your computer’s hard drive to improve site navigation. Cookies allow us to recognize you when you return to our site, making it easier and quicker to access your preferred pages. You can adjust your internet browser settings to reject cookies if you prefer, but doing so may limit your ability to access some website features.

Where Your Data is Stored

We may transfer your personal data to organizations in countries without an adequacy decision under the General Data Protection Regulation (GDPR).

Retention of Personal Information

We will retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy or as required by law.

Your Rights Regarding Your Data

You have the following rights concerning your personal data:

Right of Access: You can confirm whether we process your data and request details on the processing activities.
Right to Rectification: You can request corrections if your data is inaccurate.
Right to Erasure: You can request the deletion of your personal data, although some data may need to be retained for legal purposes.
Right to Object: You have the right to object to the use of your data.
Right to Complain: If you are dissatisfied with how we handle your data, you can lodge a complaint with a regulatory authority.

Updates to Privacy Policy

This Privacy Policy may be amended from time to time. Any updates will be posted on our website, ensuring that you are always aware of how we manage your personal data.

Contact Information

For questions regarding your personal data, please contact our Data Protection Officer or the relevant representatives in Japan, the EU, or the UK, soon to be provided.