Privacy Policy — Materia

This Privacy Policy explains how Wayfarer K.K. (Wayfarer株式会社, "Materia", "we", "us") handles personal information in connection with the Materia platform and this website, in accordance with Japan's Act on the Protection of Personal Information (APPI) and other applicable laws.

Information we collect

Account & contact information you provide - name, work email, company, role, and the content of your inquiries, trial and demo requests.
Customer property data - reservation, guest, operational and financial data connected from our customers' systems (e.g. PMS, channel manager, payments, reviews). We process this data on behalf of the hotel customer under our agreement with them; the customer remains responsible for it, and this data is handled as entrusted data under the APPI.
Usage information - how you interact with the product and website, collected via server logs.

Purposes of use

To provide, operate, secure and improve the Materia platform.
To respond to inquiries and to set up and support trials, demos and accounts.
To communicate about your account, billing, security and service updates.
To send information about our services where you have agreed to receive it.
To comply with legal, accounting and security obligations.

We do not use personal information beyond the scope necessary for these purposes without prior consent, except as permitted by law.

Provision to third parties

We do not sell personal information. We do not provide it to third parties except: with your consent; where required by law; where necessary to protect life, safety or property; in connection with a business succession (e.g. merger); or where entrusted to service providers as described below.

Supervision of contractors

We may entrust the handling of personal information to service providers (e.g. cloud hosting, payment processing, communications tools) to the extent necessary for the purposes above. We select providers that maintain appropriate safeguards and supervise them through contractual and other measures.

International transfers

Materia is operated from Japan. Some of the cloud infrastructure and service providers we use may store or process data outside Japan. Where personal information is transferred to a third party in a foreign country, we take the measures required by the APPI, such as obtaining consent or ensuring the recipient maintains equivalent standards of protection.

Cookies

This website sets one cookie, materia_lang, and only when you use the language switcher. It records the language you chose so you are not sent back to the other one on your next visit. We set no analytics or advertising cookies. You can control cookies through your browser settings; disabling them means your language choice will not be remembered.

Security measures

We implement organisational, human, physical and technical safeguards designed to prevent leakage, loss or damage of personal information, including access controls, encryption in transit, staff confidentiality obligations and security reviews of our systems.

Retention

We retain personal information only for as long as necessary for the purposes above or as required by law, and then delete or anonymise it. Customer property data is retained and deleted in accordance with our agreement with the customer.

Disclosure, correction and cessation requests

Subject to the APPI, you may request disclosure, correction, addition, deletion, or cessation of use or third-party provision of your retained personal information. Please contact us at the address below; we will verify your identity and respond without undue delay. If we decline a request, we will explain why. Requests concerning data we process on behalf of a hotel customer will be referred to that customer.

Changes to this policy

We may update this policy from time to time. Material changes will be announced on this page, and the revised policy takes effect when posted here.

Contact

Wayfarer K.K. (Wayfarer株式会社)
Toranomon Hills Business Tower 15F, 1-17-1 Toranomon, Minato-ku, Tokyo 105-0001, Japan
Privacy inquiries: hello@materiaos.ai