Privacy Policy

Last updated: 19 October 2026

This policy explains how Summit Ski School Japan collects, uses and protects your personal information when you visit our website, make an enquiry, book with us or rent equipment. We handle personal information in line with Japan’s Act on the Protection of Personal Information (APPI) and, where it applies to you, the EU and UK General Data Protection Regulation (GDPR).

1. Who is responsible for your information

RedFox GK (Godo Kaisha), trading as Summit Ski School Japan
3513-2 Nunobe Shigaichi, Furano, Hokkaido 076-0004, Japan
Representative: Makenzie Robson, Directing Manager
Email: info@summitski.jp · Phone: +81 90 8036 9012

2. What we collect

• Enquiries: your name, email, phone or WhatsApp number, travel dates, group size, ages of children, ability level, where you are staying, the services you are interested in and anything you write in your message.
• Bookings: the details above, plus booking history, invoices and payment records (for example the name and bank on a transfer). We do not store full credit card numbers.
• Participant Agreement: each participant’s name, date of birth, emergency contact, travel insurance details and any medical conditions, injuries or allergies you choose to tell us about so we can keep you safe.
• Rentals: height, weight, boot size, ability and equipment preferences, so we can set up your gear safely, plus pick-up and return details.
• Communications: emails, WhatsApp messages and phone calls with our team.
• Newsletter: your email address, if you sign up.
• Photos and video taken during lessons and guided days.
• Website data: technical information such as your IP address, browser type and pages visited, collected by our hosting provider’s server logs and by cookies (see section 8).

3. How we use it

• To reply to your enquiry and plan your trip.
• To confirm, manage and invoice your bookings and rentals.
• To match you with the right instructor or guide and run lessons and tours safely — including responding to an accident or emergency.
• To arrange concierge services you ask for, such as transport, accommodation or restaurant bookings.
• To send you our newsletter, if you have signed up. You can unsubscribe at any time.
• To share photos and video with you and, only with your permission, to use them on our website and social media.
• To keep our website secure and working properly.
• To meet our legal, tax and accounting obligations.

Under the GDPR, our legal bases are: performing our contract with you, our legitimate interest in running and improving our business, your consent (newsletter, photos, health information) and compliance with legal obligations.

4. Health information

Medical information is “special care-required personal information” under the APPI. We only collect it with your consent, only use it to keep you safe on the mountain and in an emergency, and only share it with your guide or instructor, and with medical or rescue services if needed.

5. Who we share it with

We do not sell your personal information. We only share it where needed to provide our services, with:

• our booking system provider (RoomBoss);
• our website hosting, email and messaging providers (including WhatsApp);
• our bank and payment providers;
• accommodation, transport and other partners, when you ask us to arrange services with them;
• medical, rescue, police or insurance providers in an emergency or when you make a claim;
• authorities, where the law requires it.

Apart from these cases, we will not give your personal information to third parties without your consent, except where the APPI permits it.

6. Transfers outside Japan

Some of our service providers (for example website hosting, email and messaging) may store or process information on servers outside Japan, including in the European Union, the United Kingdom and the United States. We use reputable providers that protect personal information to a standard equivalent to the APPI. You can ask us for more information about these transfers using the contact details above.

7. How long we keep it

• Enquiries that do not turn into a booking: up to 2 years.
• Booking, invoice and payment records: 7 years, as required by Japanese tax law.
• Participant Agreements and incident records: 5 years after your trip.
• Newsletter subscription: until you unsubscribe.

8. Cookies

Our website uses a small number of cookies that are needed for it to work, such as cookies that remember settings and speed up page loading. We do not currently use advertising or analytics cookies. If we add them in future, we will update this policy and ask for your consent where required. You can block or delete cookies in your browser settings.

Our booking system (RoomBoss) and links to Instagram are run by third parties with their own privacy policies.

9. How we protect it

We take reasonable organisational, physical and technical security measures, including limiting access to staff who need it, training staff on handling personal information, using password-protected systems and secure (HTTPS) connections, and checking how our service providers protect data. No method of sending information over the internet is completely secure.

10. Your rights

You can ask us to:

• tell you what personal information we hold about you and give you a copy;
• correct, add to or delete inaccurate information;
• stop using or delete your information, or stop sharing it with third parties;
• show you records of information we have shared with third parties;
• withdraw your consent at any time (this does not affect earlier use).

If the GDPR applies to you, you also have the right to object to processing, to restrict it, to data portability, and to complain to your local data protection authority.

To make a request, email info@summitski.jp. We may ask you to confirm your identity, and we will reply without undue delay.

11. Children

We provide lessons for children, but we only collect children’s information from a parent or guardian who makes the booking.

12. Changes and contact

We may update this policy from time to time and will post the new version on this page. For questions or complaints about how we handle your personal information, contact info@summitski.jp.