Overland Japan KK (“Overland Campers Japan”, “we”, “us”) rents and operates 4×4 campers in Japan. This policy explains what personal information we collect, why we collect it, how we look after it, and what you can ask us to do with it.
We handle personal information in accordance with Japan’s Act on the Protection of Personal Information (APPI). Many of our customers travel from overseas. The practices described here, and the requests you can make of us, apply to everyone we deal with, wherever you live. Depending on where you live, local law may give you further rights on top of these.
If anything here is unclear, write to us. We would rather explain it than have you guess.
1. Who we are
Company: Overland Japan KK (オーバーランドジャパン株式会社)
Registered address: 1-4-7-112 Miyama Heights, Nakameguro, Meguro-ku, Tokyo 153-0061, Japan
Representative Director: Luke Bridgford
Email: info@overlandjapan.com
Privacy contact: Luke Bridgford, at the address and email above.
2. What we collect
When you make an enquiry
- Name, as it appears on your passport
- Email address and mobile telephone number
- Travel dates, and your desired pick-up and return times
- The vehicle you are interested in, and whether you would like extended insurance coverage or a one-way trip
- How many people are camping, and your camping experience level
- Your preferred payment method
- Anything you choose to tell us in your message
- How you heard about us
We ask for a mobile number so we can reach you about the handover, and for group size so we can confirm the camper sleeps everyone. Camping experience helps us judge how much time to spend at handover, and whether a different vehicle or route would suit you better.
When you book
- Full name, email address, telephone number and home address
- Date of birth
- Driving licence details, and International Driving Permit or official Japanese translation details
- Passport details
- Date of entry into Japan, and relevant landing or re-entry information where necessary
- The same information for any additional drivers you nominate
- Payment information (see section 3)
Japanese rental-car rules require us to verify and record driver details, and to keep a rental record. For overseas licence holders, we also check passport and entry information, because an International Driving Permit or eligible foreign licence is only valid in Japan for a set period following your arrival. Our insurer requires certain further details and copies.
Additional drivers
If you nominate an additional driver, we collect the same information about them. We expect the person making the booking to have told them, and this policy applies to them in the same way it applies to you.
Copies of identity documents
Our insurer requires us to hold digital copies of your driving licence, International Driving Permit or official translation, and passport. We take these at handover.
Copies are held in access-controlled storage, available only to staff who need them. They are deleted 12 months after your rental ends, unless a claim, dispute or legal obligation requires us to keep them longer.
Passengers
Where a child travels with you as a passenger, we collect their age and weight from you so we can fit the correct child seat. We collect nothing else about passengers who are not driving.
Automatically, when you use our website
- IP address, browser and device information
- Pages visited and time spent
- The site you arrived from
We use Google Analytics for this. See section 7.
3. Payment information
We take payment by credit or debit card through Square, and by bank transfer through WISE.
At handover, your card details are entered directly into Square, which processes and stores them under its own security standards. We do not write down or retain full card numbers, and we never record your card security code.
You also complete a credit card authorisation form, which authorises us to charge your card for the security deposit and for any unsettled costs at the end of your rental. This form records only the last four digits of your card, along with the expiry date, billing address and telephone number.
A card is held on file with Square for the security deposit authorisation and to make repeat bookings simpler. It is removed 12 months after your rental ends. You can ask us at any time to remove it sooner from our Square customer profile, and we will. Square may retain transaction and other records independently, where its own terms or the law require it.
Square and WISE handle payment data under their own privacy policies:
4. Vehicles and premises
Dashcams
Our campers are fitted with road-facing dashcams. Footage records on a loop and is normally overwritten within one to two days. We do not review it as a matter of routine.
Footage is only kept and looked at where there has been an accident, vehicle damage, theft, a safety incident, a suspected offence, an insurance claim or a dispute. In those cases it may be shared with our insurer, claims handlers, repair providers or the police, where that is required or permitted by law or where an applicable APPI exception allows it.
CCTV
Our bases in Tokyo and Fukuoka are covered by CCTV, for the security of the vehicles and premises. Footage is retained for 14 days and is accessible only to authorised personnel responsible for security or incident handling.
5. Why we use your information
- To answer your enquiry and prepare a quote
- To take and manage your booking
- To confirm you are entitled to drive in Japan, and to keep the rental record Japanese rental-car rules require
- To take payment and manage the security deposit
- To meet our insurance obligations, and to handle any accident, damage or claim
- To keep accounting records, as Japanese tax law requires
- To respond to the police or other authorities where the law requires it
- To understand how our website is used, so we can improve it
- To send you marketing about our vehicles, routes and offers
6. Who we share it with
We do not sell your personal information. We do not share it with campsites, ferry operators or other travel partners for their own marketing. If you ask us to arrange or coordinate something on your behalf, we will share only the minimum information needed to do it.
We share it with:
- Square and WISE, to process payments
- Our insurer and claims handlers, where a claim arises or where our policy requires it, and with your consent where that is required
- Roadside assistance, recovery, towing and repair providers, where necessary to assist you or to deal with a breakdown, accident or damage
- The police, regulators and other authorities, where disclosure is required or permitted by law, or where an applicable APPI exception allows it
- Our accountant, for tax and accounting records
- Our website host and other service providers, under confidentiality obligations
Where your information is processed
Some of our service providers are located outside Japan:
| Provider | What it does | Where |
|---|---|---|
| WP Engine (WP Engine, Inc., United States) | Website hosting | Australia (servers in Sydney) |
| Chatwoot (Chatwoot, Inc.) | The chat on our website | United States |
| Google (Workspace, Analytics, Maps) | Email, business documents, website analytics, the maps on our Contact page | Japan and internationally |
| Square | Card payments | Japan, and within Square’s group internationally |
| WISE | Bank transfers | United Kingdom and internationally |
These providers process personal data on our behalf under their own contractual and security commitments. Where APPI applies to an overseas transfer, we rely on the safeguards it requires. You can ask us for information about the safeguards that apply to a particular provider.
Our website host’s servers are in Australia, and may retain server access logs that include IP addresses.
7. Cookies and analytics
We use Google Analytics 4 to understand how people find and use our website. It uses cookies and similar identifiers, together with information about the pages you view, your browser and device, and the site you arrived from. Your IP address is used at the point of collection to determine approximate location and route the connection; Google Analytics 4 does not log or store the raw IP address. This data is retained for 14 months.
You can opt out using Google’s browser add-on: https://tools.google.com/dlpage/gaoptout
Our website also uses cookies that are necessary for the booking calendar and enquiry form to work. These cannot be switched off without breaking the booking process.
Information sent to third parties from our website
| Recipient | Information sent | Our purpose | Their policy | Opt out |
|---|---|---|---|---|
| Google LLC (Google Analytics 4) | Cookie and device identifiers, pages viewed, referring site, browser and device information, approximate location | Measuring and improving our website | https://policies.google.com/privacy | https://tools.google.com/dlpage/gaoptout |
| Chatwoot, Inc. (the chat on our website) | Browser and device information, the page you are on, and an identifier Chatwoot stores in your browser. If you chat with us: what you type, and your name or email if you give them | Answering your questions in the chat | https://www.chatwoot.com/privacy-policy | On a computer, the chat loads only when you point at the chat tab. On a phone, it loads once you scroll or touch the page. You can always email us instead. |
| Google LLC (Google Maps) | Your IP address, browser and device information, and Google’s own cookies | Showing where our two bases are, on our Contact page | https://policies.google.com/privacy | The maps load only on the Contact page. Each base’s address is written out there too, so you do not need the map. |
8. Photographs and social media
We are proud of the trips our customers take, and we like to share them.
Where you have tagged Overland Campers Japan in something you have published, we may re-share it using the platform’s own sharing functions.
For any other use of a photograph in which you are recognisable — on our website, in advertising or in other marketing — we ask your permission first.
If you would like a photograph of you taken down from our website or social media, email us. We will remove it, and you do not need to give a reason.
9. Marketing
We send occasional emails about new vehicles, routes worth driving, and what we have learned about travelling Japan by camper. We keep them infrequent, and we write them ourselves.
You will receive them if you have booked with us, or if you have asked us to send them. Japanese law allows us to email customers who gave us their address in the course of a booking. Anyone else, we ask first.
Every email carries an unsubscribe link and we act on it straight away. Unsubscribing changes nothing about your booking — we will still contact you about your rental, your handover and your deposit.
10. How long we keep it
| Information | How long |
|---|---|
| Tax and accounting records | 7 years, or longer where Japanese tax law requires |
| Rental record required by Japanese rental-car rules | At least 2 years after the rental ends |
| Signed rental certificates and card authorisation forms | 7 years, with the rental record |
| Copies of identity documents | 12 months after the rental ends |
| Cards stored with Square | 12 months after the rental ends |
| Booking information not needed for legal, insurance or accounting purposes | Deleted when no longer required |
| Enquiries that do not become bookings | 12 months |
| Dashcam footage | 1–2 days, unless kept for an incident, claim or dispute |
| CCTV footage | 14 days |
| Website analytics | 14 months |
11. What you can ask us to do
Whether you are in Japan or anywhere else, you can ask us to:
- Tell you what information we hold about you
- Give you a copy of it
- Correct anything that is wrong, or add anything missing
- Delete it, where we are not required by law to keep it
- Stop using it for a particular purpose
- Stop passing it to anyone else
- Stop sending you marketing
Some requests are subject to legal, insurance, accounting and dispute-handling requirements that oblige us to keep certain information. Where that applies to your request, we will tell you which information we have to keep and why.
Email info@overlandjapan.com. We will respond without undue delay, and normally within 30 days. We may need to confirm your identity first, to make sure we are not giving your information to someone else.
If you are not satisfied with how we have handled your request, you may contact Japan’s Personal Information Protection Commission at https://www.ppc.go.jp/
12. Keeping it safe
We use organisational, physical and technical controls appropriate to the information we hold. These include role-based access restrictions, account authentication, staff confidentiality requirements, restricted access to identity documents, and oversight of the service providers that process personal data for us. Payment information is handled by Square and WISE under their own security standards.
No system is completely secure. If a breach occurs, we will investigate and contain it promptly. Where APPI requires notification, we will report the incident to the Personal Information Protection Commission and notify the people affected.
13. Children
Our rental service is contracted by adults, and all drivers must hold a full licence. Where a child travels as a passenger, we may collect limited information such as age and weight from their parent or guardian, so we can fit the correct child seat. We do not ask children to provide information to us directly.
14. Changes
We update this policy when our practices change. The date at the top shows when it was last revised. If we make a material change, we will tell customers with an active booking.
15. Contact us
Overland Japan KK
1-4-7-112 Miyama Heights, Nakameguro, Meguro-ku, Tokyo 153-0061, Japan
info@overlandjapan.com