POLICIES
Privacy Policy
Last updated: 2026/02/18
1. Introduction
We are committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, protect, and delete personal data in the course of providing our outdoor adventure and snowsports-related services.
We apply data protection practices that align with the principles of the UK Data Protection Act 2018 and UK General Data Protection Regulation (UK GDPR).
2. Personal Data We Collect
We may collect and process the following types of personal data where relevant:
Names
Email addresses
Telephone numbers
Emergency contact details
Passport or identification details (where required for travel or accommodation)
Medical or health information relevant to participation in activities (provided voluntarily)
Booking and payment-related information
We only collect personal data that is necessary for the safe and effective delivery of our services.
3. How We Use Personal Data
Personal data is used solely for legitimate business purposes, including:
Managing bookings and reservations
Communicating with clients and partner establishments
Ensuring participant safety during activities
Meeting legal, regulatory, or insurance requirements
Providing customer support
Personal data is not used for marketing purposes unless explicit consent has been given.
However, names and email addresses may be used to send occasional, relevant information about our own services where an individual has previously expressed interest in or participated in our services. This is done on the basis of legitimate interest. All such communications include a clear and easy option to unsubscribe at any time.
4. Sharing of Personal Data
We do not sell personal data or share it for unrelated purposes.
Personal data may be shared with third parties only where necessary to deliver our services, including:
Accommodation providers
Transport providers
Activity partners, instructors, or guides
Insurance providers or emergency services where required
In all cases, only the minimum data necessary for the intended purpose is shared.
5. Data Storage and Security
Personal data is stored securely using appropriate technical and organisational measures to protect against unauthorised access, loss, disclosure, or misuse.
Access to personal data is restricted to authorised personnel who require it for legitimate business purposes.
6. Data Retention, Deletion, and Return
Personal data is retained only for as long as necessary to fulfil the purpose for which it was collected, or to meet legal, accounting, safety, or insurance obligations.
Once no longer required, personal data is securely deleted or anonymised. Where personal data has been provided by a partner establishment, it may be returned or deleted upon request, subject to any legal or operational requirements.
7. Individual Rights
Individuals have the right to:
Request access to personal data held about them
Request correction of inaccurate or incomplete data
Request deletion of personal data where appropriate
Request information about how their data is used
Requests can be made using the contact details below.
8. Contact Information
For questions about this Privacy Policy or how personal data is handled, please contact Imagine Japan through the main enquiry form at https://imagine-japan.com
This Privacy Policy may be updated from time to time. The most current version will always be available on our website.
BS 8848:2014 Alignment Statement
Date Updated: 2026/02/19
Management of Overseas Educational Visits and Adventurous Activities
Organisation: Imagine Japan (Ezo Tourism Services GK)
Operating location: Japan
Statement of Alignment
[Company Name] has not undertaken a formal audit or certification against British Standard BS 8848:2014. However, we operate in line with the core principles of the standard and apply proportionate systems and procedures to manage risk, safeguard participants, and meet our duty of care when delivering overseas adventurous activities for school groups.
Risk Management and Safety
Activities are planned and delivered using written risk assessments appropriate to the environment, activity, and group.
Dynamic risk management is applied, including monitoring weather, snow conditions, terrain, and participant wellbeing.
Clear decision-making processes are in place for modifying or cancelling activities where safety may be compromised.
Leadership, Supervision, and Competence
Activities are led and supervised by experienced staff with appropriate qualifications, local knowledge, and activity-specific competence.
Staff are briefed on group management, safeguarding expectations, and emergency procedures.
Supervision ratios are appropriate to the age, experience, and needs of participants.
Safeguarding and Welfare
Participant welfare is prioritised at all times, including physical safety, emotional wellbeing, and appropriate conduct.
Safeguarding considerations are embedded into activity delivery, accommodation arrangements, and supervision practices.
Clear behavioural expectations are communicated to participants and group leaders.
Supplier and Partner Management
Accommodation, transport providers, instructors, and activity partners are selected based on suitability, reputation, and local regulatory compliance.
Only the minimum necessary information is shared with partners to deliver services safely and effectively.
Information Provided to Schools and Participants
Schools and group leaders are provided with clear pre-trip information, including activity outlines, physical demands, equipment requirements, and emergency arrangements.
Any significant risks specific to the location or activities are communicated in advance.
Emergency Planning and Incident Management
Emergency procedures are in place for accidents, illness, or other incidents.
Local emergency services are used where required, and schools are informed promptly in the event of an incident.
Incidents are reviewed to inform future risk management.
Review and Continuous Improvement
Practices and procedures are reviewed periodically and updated as required to reflect operational experience, changes in activities, or feedback from schools and participants.
This statement reflects our current operating practices and commitment to maintaining high standards of safety, welfare, and duty of care.
