The following is an English translation of the Accommodation Terms and Conditions. In the event of any discrepancy or inconsistency between this translation and the original Japanese text, the original Japanese text shall prevail.
Nakataya Heritage retreat Accommodation Terms and Conditions
Preamble
Unless otherwise specified, all amounts stated in these Terms and Conditions include consumption tax.
Article 1 (Scope of Application)
- The accommodation contracts and related agreements entered into between this facility (hereinafter referred to as the “Facility”) and the guest (hereinafter referred to as the “Guest”) shall be governed by these Terms and Conditions.
- If the Facility enters into a special agreement within a scope not contrary to laws, regulations, and public policy, such special agreement shall take precedence over the provisions of the preceding paragraph.
Article 2 (Conclusion and Refusal of Accommodation Contracts)
The Facility is limited to one group per day, offering the first floor exclusively for the Guest. The second and third floors are utilized as the residence of the Facility’s representative. The Facility may refuse to conclude an accommodation contract in the following cases:
(1) When the application for accommodation does not comply with these Terms and Conditions.
(2) When the Facility is fully booked with no available rooms.
(3) When the Guest seeking accommodation is deemed likely to violate laws and regulations, public order, or good morals in connection with their stay.
(4) When the Guest seeking accommodation falls under any of the conditions for refusal of accommodation stipulated by the Hotel Business Act or other relevant laws.
(5) When violent demands are made, or burdens exceeding a reasonable scope are requested regarding the accommodation.
(6) When the Guest seeking accommodation is deemed to belong to an anti-social force.
(7) When the Guest seeking accommodation is deemed likely to engage in behavior (including extreme intoxication, excessive noise, etc.) that causes significant nuisance to neighborhood residents.
(8) When the number of guests exceeds the maximum capacity (9 persons).
Article 3 (Payment of Accommodation Fees, etc.)
- For direct bookings via the official website, WhatsApp, etc., full advance payment by credit card is required at the time of booking confirmation, and the accommodation contract shall be deemed concluded upon completion of said payment.
- For bookings via OTAs (Online Travel Agents), the payment method based on each OTA’s terms shall apply, and the accommodation contract shall be deemed concluded upon completion of said payment.
- If the payment fails, is canceled, or results in a chargeback, the Facility may immediately terminate the accommodation contract.
- Paid option fees as defined in Article 9 and other actual expenses shall generally be paid on-site at check-out via credit card. However, if credit cards are unavailable due to network outages or other issues, payment in cash (Japanese Yen) may be required.
- In the event of a change in the number of guests, the Guest must promptly notify the Facility.
Article 4 (Cancellation of Accommodation Contracts by the Guest)
- The Guest may cancel the accommodation contract by notifying the Facility.
- Cancellation fees are calculated based on the accommodation start date and the time the cancellation notice is received by the Facility in Japan Standard Time (JST). The cancellation fees for direct bookings are as follows:
| Cancellation Timing | Penalty (% of Accommodation Fee) |
| 31 days or more prior to the accommodation date | Free |
| 30 to 15 days prior (until 23:59) | 30% |
| 14 to 8 days prior (until 23:59) | 50% |
| 7 to 2 days prior (until 23:59) | 80% |
| 1 day prior, on the day, or no-show | 100% |
- In the event of a partial cancellation due to a decrease in the number of guests, the same penalty rates as in the preceding paragraph shall apply to the canceled portion.
- Provided there is a vacancy, a one-time date change is permitted free of charge if requested at least 14 days prior to the original accommodation start date. If the reservation is canceled again after the date change, the cancellation fee shall be calculated based on the newly changed accommodation start date.
- In cases of force majeure not attributable to the Guest, such as the suspension of public transportation or natural disasters, the Facility and the Guest shall discuss and determine the handling on a case-by-case basis.
Article 5 (Cancellation of Accommodation Contracts by the Facility)
- The Facility may cancel the accommodation contract if it is discovered that the Guest falls under any of the items in Article 2, or violates Article 11.
- The handling of fees upon cancellation based on the preceding paragraph shall be as follows: (1) Before the start of accommodation: Received accommodation fees shall be fully refunded. However, unless there is willful misconduct or gross negligence by the Facility, the Facility shall not be liable for damages such as transportation expenses incurred by the Guest. (2) After the start of accommodation (due to reasons attributable to the Guest): No refunds of received accommodation fees will be provided. (3) When ensuring safety becomes difficult due to reasons not attributable to the Facility, such as natural disasters: Refunds shall be limited to the amount equivalent to the unprovided services, and the Facility shall not be liable for damages unless there is willful misconduct or gross negligence.
Article 6 (Registration of Accommodation)
- On the day of accommodation, the Guest shall register the following particulars using the method designated by the Facility: (1) Name, address, and contact information of all guests.
(2) Date of arrival, date of departure, and scheduled time of departure.
(3) For foreign nationals without a residence in Japan: Nationality, passport number, presentation of the passport, and saving a copy thereof.
(4) Other particulars deemed necessary by laws, regulations, or the Facility. - Conditions regarding the handling of guest registry information are as follows:
(1) Purpose of use: Creation and management of the guest registry based on the Hotel Business Act, and emergency contact.
(2) Retention period: 3 years (based on the Hotel Business Act and guidance from Nagano Prefecture).
(3) Storage method: Encrypted storage within a passcode-protected cloud environment and local devices.
(4) Viewers: Limited to authorized personnel necessary for the Facility’s operations, and public offices requesting inquiries, reports, or submissions based on laws and regulations.
(5) Data deletion: Automatic deletion after the retention period expires.
Article 7 (Transportation and Parking)
- Based on advance reservation, the Facility provides free pick-up and drop-off services (one round trip or one way per group) from/to Nagano Station or Suzaka Station. Operating times shall be mutually agreed upon but may vary due to snow, freezing, traffic congestion, etc. Requests for child seats must be made at the time of booking.
- Accidents during transportation shall be handled under the automobile insurance enrolled by the Facility, based on the procedures and coverage defined by the insurance company. This paragraph does not exempt the Facility from liability for willful misconduct, gross negligence, or other liabilities that cannot be legally exempted.
- If the Facility is unable to provide transportation due to the Guest’s delay or failure to communicate, the Facility shall not bear any costs for alternative transportation.
- If the Guest arrives by vehicle, they must notify the Facility in advance to secure a parking space.
Article 8 (Occupancy Hours of Guest Rooms)
- The hours during which the Guest may use the guest room are from 4:00 PM (check-in) to 10:00 AM (check-out) the following morning.
- Changing the occupancy hours requires prior notice and the Facility’s consent.
- If there is no arrival contact past 8:00 PM on the day of accommodation, and the Guest does not respond within a reasonable time despite the Facility’s attempts to contact them via phone, WhatsApp, or other reasonable methods, the Facility may treat the reservation as a no-show cancellation and terminate the accommodation contract. In this case, a 100% cancellation fee shall apply under Article 4, Paragraph 2.
Article 9 (Concierge Services)
- Free Concierge Service
The Facility provides the following free concierge services to the Guest:
(1) Information Provision and Arrangement Agency:
Providing information on nearby restaurants, wineries, tourist facilities, etc., and acting as a booking agent. Arranged services constitute a direct contract between the Guest and each service provider, and responsibility for contractual matters (fees, cancellations, accidents, etc.) lies with the respective service providers. Unless there is willful misconduct or gross negligence, the Facility bears no responsibility for the outcome of such services.
(2) Transfer Support:
For guests staying consecutive nights, the Facility may assist with local transportation. This support is generally limited to one round trip per day, up to approximately 45 minutes one way. This is a free perk incidental to the accommodation, and use/non-use does not affect the accommodation fee. This is not an independent transportation service, and requests solely for pick-up/drop-off, driving, or transport will be refused. The availability, route, and method are solely determined by the Facility based on conditions on the day. - Paid Option: Exclusive Concierge Service
(1) Fees and Service Details The fee is 100,000 JPY per day.
This fee is compensation for the following duties provided by the host as an exclusive concierge:
- Advance itinerary coordination
- Guiding around Takayama Village and surrounding areas
- Communication support (including language assistance)
- Information provision, reservations, and guidance for restaurants and tourist facilities
- Arranging special dining experiences in Takayama Village
- Winter guidance and local support for ski resorts
- Luggage assistance within the facility and upon arrival/departure
- Other concierge duties based on prior mutual agreement
This option primarily consists of the above duties and does not offer point-to-point transportation itself (e.g., taxi, substitute driving, or vehicle chartering). Service content and itineraries are subject to change based on conditions.
(2) Means of Transportation
As an incidental means to carry out the concierge duties, the Facility may allow the Guest to ride in a vehicle managed by the Facility free of charge. Riding is not the primary purpose of this option, and using the vehicle solely for transport is strictly prohibited. Vehicle availability and operation are determined by the Facility based on safety management. If unavailable, external transport (e.g., taxis) will be suggested or arranged.
(3) What is Included in the Fee
Labor costs for the concierge, advance itinerary coordination, local guidance, and arrangement services. Even if riding in the Facility’s vehicle, no individual fare will be charged for the ride.
(4) What is Not Included in the Fee
The Guest’s food and beverage costs, actual expenses (lift tickets, admission fees, etc.), fares for external public transportation, and fees for services contracted directly by the Guest. When using external transport, the contracting parties are the Guest and the transport operator, and the Guest is obligated to pay the fare.
(5) Operating Hours and Extension
Operating hours are up to 10 hours between 8:00 AM and 8:00 PM, with specific times determined by prior agreement. For hours exceeding 10 hours, or duties performed between 8:00 PM and 8:00 AM, an extension fee of 20,000 JPY per hour applies. This fee is compensation for concierge services, not based on transport volume or mileage.
(6) Reservation and Usage Restrictions
This option requires advance booking. The Facility may refuse or suspend provision if the sole purpose is transportation, for safety management reasons, in cases of force majeure, or if the Guest violates these terms. Fees for provided concierge services will not be refunded unless there is willful misconduct or gross negligence by the Facility.
Article 10 (Disclaimer Regarding Natural Environment and Insects)
The Facility is a traditional house located in a nature-rich rural village. While pest control and cleaning are conducted, small insects may enter the facility depending on the season and weather due to the location and structure. Unless caused by deficiencies in the Facility’s management, the Facility will not issue refunds, discounts, or compensation solely due to the typical and minor intrusion of small insects caused by the natural environment. If discovered, the Guest should use provided insect repellents or promptly notify the Facility. Intrusions caused by leaving doors/windows open for extended periods fall outside the Facility’s management responsibility.
Article 11 (House Rules)
The Guest shall not engage in the following acts within the facility:
(1) Smoking anywhere inside the building and on the premises (strictly prohibited).
(2) Use of fire outside designated areas (including bringing in fireworks, BBQ grills, etc.).
(3) Shouting or causing noise outdoors after 9:00 PM.
(4) Staying with more than the maximum capacity (9 persons), or bringing pets without permission.
Article 12 (Use of Kitchen and Waste Segregation)
- When using the Facility’s kitchen (including cookware and appliances), the Guest shall use it safely at their own risk. Unless there is willful misconduct or gross negligence, the Facility shall bear no liability for injuries (cuts, burns, etc.) caused by carelessness.
- The Guest must strictly adhere to the waste segregation rules stipulated by the Facility.
- If the Guest fails to comply with the preceding rules, or if usage significantly impairs the hygienic environment, the Facility may request correction. If the Guest does not comply, or in emergencies (fire risk, hygiene hazards, etc.), the Facility may suspend the use of the kitchen.
Article 13 (Compensation for Damages)
If the Facility’s building, furniture, bedding, appliances, etc., are damaged, defaced, or lost due to the willful misconduct or negligence of the Guest, the Guest is obligated to compensate for actual expenses (cleaning, repair, disposal costs, etc., up to the current value accounting for depreciation) based on photographic records and repair estimates presented by the Facility. Unless caused by willful misconduct or gross negligence, the Facility will not claim compensation for lost profits due to business suspension.
Article 14 (Disclaimer and Equipment Failure)
- Unless there is willful misconduct or gross negligence, the Facility shall not be liable, within the scope permitted by law, for injuries within the facility, loss/theft of belongings, or damages caused to the Guest in the parking lot due to accidents, theft, snow accumulation, etc.
- Wi-Fi, televisions, home appliances, and other equipment may be temporarily unavailable due to network outages, power outages, breakdowns, or maintenance. Unless attributable to the Facility, no refunds or compensation will be issued solely due to such unavailability. If equipment fundamental to the stay becomes unavailable for an extended period, matters will be discussed individually.
Article 15 (Handling of Left Behind or Lost Articles)
- Articles left behind or lost by the Guest after check-out will be kept by the Facility for 7 days (including the day of discovery), after which they will be disposed of at the Facility’s discretion.
- Notwithstanding the preceding paragraph, food, drinks, items requiring refrigeration/freezing, items difficult to store hygienically, and hazardous materials may be disposed of on the same day.
- Valuables, identification documents, and medicines shall be handled in accordance with laws and police instructions.
Article 16 (Notice Regarding Host’s Stay and Structural Characteristics of the Building)
- To promptly provide emergency responses and concierge services, the host resides (stays) in a separate section (2nd and 3rd floors) from the Guest’s exclusive area.
- The Facility is a traditional Japanese wooden building. Due to its structure, daily living noises (footsteps, doors opening/closing, water usage, etc.) from the host’s area may be heard in the accommodation area. The Facility does not guarantee a completely soundproof environment.
- The Facility will promptly take corrective action against noise caused by highly inappropriate behavior. However, the Facility will not respond to requests for refunds, discounts, or compensation for accommodation fees due to living noises that normally occur given the building’s structural characteristics and daily life.
Article 17 (Privacy Protection Regarding Security Cameras)
For guest safety and security, the Facility installs security cameras and records video solely on the exterior of the building (around entrances/exits, parking lot, etc.). To protect Guest privacy, no security cameras are installed anywhere inside the building (guest rooms, bathrooms, toilets, or any indoor areas).
Article 18 (Governing Law and Jurisdiction)
Disputes regarding these Terms and Conditions shall be governed by Japanese law, and the Nagano District Court or the Nagano Summary Court shall be the court of first instance with exclusive jurisdiction by consent. This does not preclude cases where the jurisdiction of another court is recognized by law.
Supplementary Provision These Terms and Conditions shall come into effect on August 7, 2026.