Privacy Policy

1. Who We Are

Tokyo Bike Bliss is a private bike tour service run by Kay Cycling, operated by Kazuma NAOI (hereinafter "we", "our", "us"). We are responsible for the personal information described in this Privacy Policy.

This Privacy Policy explains what personal information we collect, how we use and share it, and the choices you have. It applies to our website (tokyobikebliss.com), our bookings and tours, and our communications with you.

2. Information We Collect

2.1 Information you give us

• Booking requests: your name, email address, phone number, hotel name, requested date and time, number of participants, selected options, and any message you write.
• Inquiries: your name, email address, and the content of your message when you use our contact form or email us.
• Tour arrangements: information you share with us by email, WhatsApp, or iMessage, such as the names of other participants, your hotel reservation name or number, and pick-up details.
• Safety information: if you tell us about a rider's age, height, weight, cycling experience, or health conditions, we use it only to check eligibility, prepare a suitable bike, and keep the tour safe. We ask for health information only when it is needed, and by giving it to us you consent to our using it for these purposes.
• Reviews and feedback: comments you send us directly.

2.2 Information from payments

Payments are processed by PayPal, Stripe, or Square, depending on the payment method we offer you. We receive your name, email address, the amount paid, and the payment status. Your card or bank details are handled by the payment provider, and we never see or store them. Each provider handles your information under its own privacy policy.

2.3 Photos and videos

Our guide may take photos and videos during the tour. Under section 3.4 of our Terms and Conditions, we may use them for promotional purposes unless you tell us before the tour that you do not agree.

2.4 Information collected automatically

• Analytics: we use Google Analytics, which uses cookies to collect information such as the pages you visit, how you reached our site, your device and browser type, and your approximate location. See section 8.
• Country detection: on our booking page, your IP address is sent to ipapi.co to identify your country, so that your phone country code can be selected automatically. We do not store the result.
• Security logs: to protect our forms from spam and abuse, our server records information such as your IP address, browser type, the time of access, and, if a submission is blocked, the email address entered.

3. How We Use Your Information

We use your personal information for the following purposes:

• Responding to your inquiries and booking requests
• Checking availability, confirming bookings, and sending invoices and confirmations
• Contacting you before and on the day of the tour, including by WhatsApp or iMessage
• Arranging your meeting point and bike storage with your hotel when needed (see section 4.1)
• Running the tour safely, including checking rider eligibility
• Handling payments, refunds, cancellations, and disputes
• Responding to accidents, injuries, and emergencies
• Promoting our tours with tour photos and videos (unless you opt out, see section 2.3) and with reviews, as described in section 4.6
• Understanding how our website is used, and improving our website and services
• Protecting our website and forms against spam, fraud, and abuse
• Meeting our legal, accounting, and tax obligations

We do not send you newsletters or promotional emails unless you subscribe to them separately (for example, our Substack newsletter). You can unsubscribe at any time.

We do not sell your personal information.

For visitors from the EEA and the UK: we process your information because it is necessary to provide the tour you requested (performance of a contract), for our legitimate interests in running and protecting our business, to comply with legal obligations, or with your consent (for example, analytics cookies and health information). Where we rely on consent, you can withdraw it at any time.

4. Sharing Your Information

We do not share your personal information with third parties without your consent, except as described below or as permitted by law.

4.1 Your hotel

When necessary for the tour, such as for bike storage or meeting arrangements, we share your name (and your hotel reservation name or number, if different) with your hotel's staff. When you submit a booking request, you agree to this sharing. If you do not want us to contact your hotel, please tell us and we will make other arrangements.

4.2 Service providers

We use the following services to run our business. They handle your information on our behalf or as part of the service you choose to use:

• Google (Gmail for email, Google Analytics for website analytics)
• PayPal, Stripe, and Square (payments and invoices)
• Meta (WhatsApp) and Apple (iMessage) for messaging
• ipapi.co (country detection on our booking page)
• Our website hosting and security providers

4.3 Emergencies and insurance

If there is an accident, injury, or other emergency, we may share necessary information with medical services, the police, and our insurance company.

4.4 Partner tour companies

If you ask us to refer you to a partner company (for example, for a group larger than we can take), we share your contact details and request with that company only with your permission.

4.5 Legal requirements

We may disclose your information when required by law, or when requested by a court, police, or other public authority acting under the law.

4.6 Reviews

We may show on our website reviews you have posted publicly on platforms such as Google or Tripadvisor, with your display name and profile picture as shown there. We publish reviews you send us directly only with your permission, using your first name only.

5. International Transfers

Some of our service providers, including Google, PayPal, Stripe, Square, Meta, and Apple, store and process information outside Japan, mainly in the United States. These providers protect personal information under their own privacy policies and security programs. Information on the personal information protection systems of other countries is published by Japan's Personal Information Protection Commission.

6. How Long We Keep Your Information

We keep your personal information for as long as we need it for the purposes described in this Privacy Policy, for example to handle your booking, respond to later questions or repeat bookings, deal with refunds or disputes, and meet our tax and accounting obligations (Japanese law requires us to keep booking and payment records for up to 7 years). Photos and videos are kept until you ask us to stop using them. If you ask us to delete your information, we will do so unless we are required by law to keep it.

7. How We Protect Your Information

We take appropriate measures to protect your personal information against loss, misuse, and unauthorized access, including:

• Limiting access to personal information to the person running our business
• Protecting our accounts and devices with passwords, two-step verification where available, and screen locks
• Using encrypted connections (HTTPS) for our website and forms
• Keeping our website software up to date and protecting our forms against automated abuse
• Checking the data protection rules of the countries where our service providers are located

8. Cookies and Analytics

We use cookies for Google Analytics to understand how visitors use our website. You can block or delete cookies in your browser settings, or opt out of Google Analytics by installing the Google Analytics Opt-out Browser Add-on. For more information, see how Google uses information from sites that use its services.

9. Your Rights

You may ask us to:

• tell you what personal information we hold about you and give you a copy
• correct information that is wrong or incomplete
• stop using or delete your information
• stop sharing your information with third parties
• tell you about records of sharing your information with third parties

If you are in the EEA or the UK, you also have the right to object to our processing, to restrict it, and to receive your information in a portable format, and you can make a complaint to your local data protection authority.

To make a request, please email us at the address in section 12. We may ask you to confirm your identity. We will respond within a reasonable time, and in any case within one month. Some information we must keep by law (for example, payment records) cannot be deleted until the retention period ends.

10. Children

Our tours are open to riders who meet the age requirement in our Terms and Conditions. Bookings must be made by an adult, and a parent or guardian is responsible for providing information about riders under 18.

11. Changes to This Privacy Policy

We may update this Privacy Policy when the law changes or our services change. We will post the updated version on this page with a new "Last updated" date. Bookings are handled under the version in effect when the booking request is made.

12. Contact Us

For questions, requests, or complaints about this Privacy Policy or your personal information, please contact:

Tokyo Bike Bliss (Kay Cycling)
Kazuma NAOI
Email: [email protected]
Our postal address is available on request.

Last updated: October 26th, 2026 (rewritten to cover bookings, messaging, hotel sharing, payments, analytics, international transfers, data retention, and your rights)
February 7th, 2024 (added "Google" under 2.)