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Terms and Conditions of Membership

Article 1 Introduction to the ACard

The ACard is a hotel network point card system that offers membership benefits according to the amount spent at Participating Properties and Supporting Properties nationwide.

Article 2 Member

A Member is an individual who is 18 years or older who has completed the designated enrollment procedures and has enrolled in the membership.

Article 3 Participating Properties and Supporting Properties

  1. Participating Properties are properties admitted by ACard Hotel System, Inc. (“Company”) into the Hotel Network ACard Group (“Group”) as a participating property.
  2. Supporting Properties are properties that only grant ACard points. Membership enrollment, withdrawal and cashback are not handled at the Supporting Properties. Please note that the points granted at the Supporting Properties are not accrued on the Day of Use but accrued on a later date.
  3. Participating Properties and Supporting Properties may be subject to change due to economic conditions.

Article 4 Enrollment

  1. Individuals interested in enrolling in the membership program are asked to fill in the required matters in the designated application form and apply to a Participating Property or to the ACard office or apply through the Company’s homepage. Please note that enrollment and card issuance are not handled at the Supporting Properties.
  2. The ACard can be used from the day of issuance. (However, only when enrolling at a Participating Property, if an individual chooses to enroll during his/her consecutive stay or at checkout, points can be granted retroactively for up to seven (7) days from the day before issuance.)
    For those who enroll through the internet, it will take a few days for the card to be processed. Should the card not arrive before the hotel stay, points cannot be granted.
  3. The ACard may only be used by the Member who has signed the card.
  4. Member must promptly sign the back of the ACard after receipt.
  5. Only one (1) ACard will be issued for one (1) Member.
  6. The ACard may not be transferred to a third party nor can the ownership be changed.

Article 5 Point Expiration Date, etc.

  1. Points will be valid until the last day of the month after one (1) year and six (6) month period has elapsed since the last use.
  2. There is no enrollment fee or annual membership fee.
  3. When the points are due for expiry, the Company may send a direct mail postcard to the Member to the address filled out on the enrollment application form to notify the Member of the point expiration date. However, pursuant to Article 9, this shall exclude notifications to Members who have requested that they do not want any direct mail correspondence.
  4. Notwithstanding the provision in paragraph 1, if the Member requests to the ACard office for an extension of the expiration of the points by either phone or by e-mail after the direct mail correspondence in the preceding paragraph has been dispatched, then the expiration of the points shall be extended from the day after the expiration date (“Point Expiry Date”) to the end of the month of the one (1) year and six (6) month period.
  5. Notwithstanding the provisions in paragraph 1 and the preceding paragraph, if the Member does not respond to the notification sent to the Member pursuant to paragraph 3 and the points expire due to the lapse of the Point Expiry Date, the Member can call or e-mail the ACard office within 3 months from the Point Expiry Date expressing their desire to reactivate the expired points. The new expiration date after the points have been reactivated shall be extended from the day after the Point Expiry Date to the end of the month of the one (1) year and six (6) month period.
  6. The extension of the Point Expiry Date pursuant to paragraph 4 and the reactivation of points pursuant to the preceding paragraph can be executed only once in either one of two ways (in other words, cannot use 2 ways).

Article 6 Member Benefits

When presenting the ACard at a Participating Property, Members can receive the benefits such as points and cashback, listed in 1-5 below. At the Supporting Properties, Members shall be granted points as listed in 1 below.

  1. Granting of Points
    • (1)In the case that Members are staying at regular room rates or staying on plans that grant over 10% points, then the points accrued for each 100yen spent on accommodations is granted over 10 points.
      For discount rates or for plans that grant over 5% points, the points accrued for each 100yen spent on accommodations is granted over 5 points.
      Please note that there are some Participating Properties that do not grant points if staying at a discount rate. No points are accrued for amounts below 100yen.
    • (2)Points for one (1) room per one (1) day can be granted to one (1) card.
    • (3)Points are granted for the room charges only, excluding all service tax and consumption tax.
    • (4)Points can be granted for payments made by either cash or credit card.
    • (5)（a）Should Members not have the ACard with them at the time of use and are unable to present the card, please inform the Participating Property. The Participating Property will issue a point grant form. The points noted on the point grant form can be granted on the following visit to the property, but can only be granted at the property at which it was issued. In exchange with the point grant from, points will be granted. The point grant form is valid for six (6) months from the day after it was issued. In the case the Participating Property has terminated the ACard service, please contact the ACard office.
      （b）In the case that points are not granted because the Members did not present the ACard even though they had the card on them, they shall be granted points when they fulfill the conditions listed below in 1-3.
      ��To apply for points to the ACard office with an evidence of use and the amount paid, such as a receipt.
      ��The application for points (aforementioned ��) must arrive at the ACard office within six (6) months from the day after the Day of Use. (For example, in the case the Member stays for one (1) night from April 1st to April 2nd, then the “Day of Use” means April 2nd. However, should the Member stay for consecutive nights, then the last Day of Use (for example, in the case the Member stays for 3 nights from April 1st to April 4th, then the Day of Use means April 4th).
      ��The use must be confirmed at the Participating Property.
    • (6)Points are not eligible when using coupons or when paid by companies.
    • (7)Points may not be granted if bookings are made through internet websites or campaigns by the Participating Property.
    • (8)Notwithstanding items (1)-(7) above, points may be handled separately at Ryokans, restaurants, golf courses. Please inquire directly at the Ryokans, restaurants, and golf courses about specific cases.
    • (9)Notwithstanding items (1)-(8), points may be handled separately for Supporting Properties so please refer to the ACard homepage or contact the ACard office for any inquiries.
    • (10)In the event that points are granted to existing AClub Members for promotional offers such as new membership campaigns or for new Member enrollment, irrespective of the intent on the part of the Member, the accrued points shall not be considered valid.
  2. Cashback
    According to the number of accumulated points, the Member can receive a cashback as below.
    • * 5,500points … 05,000yen
      * 9,750points … 10,000yen
      * 19,000points … 20,000yen
    • ※If the Member has accumulated points of 9,750points, the Member can receive a 10,000yen cashback or select to receive a 5,000yen cashback. However, in the case the Member selects a 5,000yen cashback, the Member will use 5,500 points after which his/her balance will be 4,250points (the difference between 9,750points and 5,500points). The Member will have 4,250 points and therefore in order to get a 5,000yen cashback later, the Member will need to accumulate 1,250 points (the difference between 5,500points and 4,250points).
    • ※Should the card be without a signature on the reverse side, it will be ineligible to receive cashback.
    • ※Cashback may be received at the front desk of the Participating Property even if it is not on the Day of Use or during a stay.
    • ※Cashback cannot be received at Supporting Properties.
    • ※Signatures will be required at the time of cashback.
    • ※The maximum cashback amount at one (1) facility will be 40,000yen per person per day.
  3. In the event that a Member loses the ACard, the Member will inform the Participating Property or the ACard office. A new card will be re-issued for free. The accumulated points on the lost card shall be continued on the re-issued card.
  4. Accumulated points may not be shared, tallied, or transferred amongst Members.
  5. When staying at a Participating Property, a Member can check in to a hotel just by writing his/her name. Please note that some hotels may not allow check in just by name.

Article 7 Handling of Personal Information

The ACard application form which the Member has filled out at the time of enrollment at the Participating Property shall be discarded in a reasonable manner after one (1) year since the day the form had been filled out (enrollment day). For the purposes of improving the Company’s services, all Member’s personal information is stored and managed on the computer database. The stored personal information includes the Member’s name, date of birth, address, phone number, e-mail address, company name, accumulated points, card number, etc., that are necessary to provide services to Members. The Company has in place an information security policy to strictly control all personal information. The Company sends out information regarding the hotel services by postcards, letters and emails, but should there be request from a Member, all correspondence shall be discontinued promptly. The Company shall provide personal information- the name and address- to third-party service providers within the scope of the purpose of use such as sending out direct communications. The Company will have an agreement with the service provider that the Member’s personal information shall not be used for anything besides providing ACard services, and have the service providers take appropriate protective measures under the Company’s strict guidance and supervision. In the case of a disclosure request through a formal legal procedure, the Company may make the necessary disclosures.

Article 8 Joint Use of Personal Information

In order to provide comprehensive services to Members and to smoothly operate the ACard, the Participating Properties and Supporting Properties in the Group will jointly use the personal information held and managed by the Company. Accordingly, the Participating Properties may share Member’s personal information with the Company, and likewise, the Company may share personal information with the Participating Properties or Supporting Properties. Further, the Participating Properties may send out correspondence regarding new services to the Members, but with regard to the joint use of personal information, the Company has full responsibility in controlling and managing the information.

Article 9 Correspondence and Sending Benefits

The Company shall send notifications and benefits to Members to the address or to the e-mail address that was filled out on the application form at the time of the membership registration. In such cases, the Company can conclude that such notifications, in all typical cases, arrived at a time they normally should have arrived. The notification of validity of points stated in Article 5 Paragraph 3 is sent regardless of the desire for such DM but if a request is received from a Member for no correspondence whatsoever, then no notification shall be sent.

Article 10 Notifications of Change in Personal Information

If a change arises in the personal information stated at the time of registration (such as in address, name, telephone number), the Member shall promptly inform a Participating Property or the ACard office without delay. The changes could also be made on the website. In the case that the changes are not notified, the benefits may not be received.

Article 11 Withdrawal and Revocation of Membership Qualification

In any of the following circumstances, membership will be withdrawn or revoked.

  • (1)The Member requests to withdraw.
  • (2)If a Member fails to pay specified fees at Participating Properties or at the Supporting Properties.
  • (3)If the Member does not adhere to the Accommodations Terms and Conditions or to this Terms of Conditions of Membership and violates the public order and morality of the Participating Properties.
  • (4)If there is an act of breach of this Terms and Conditions of Membership.

Article 12 Disclaimer

  1. In the event of force majeure, such as a natural disaster or an interruption of telecommunications, or if deemed necessary by the Company, the provision of eligible services to Members may be suspended without prior notice to Members. Any damages incurred due to such events will not be borne by the Company, Participating Properties, or Supporting Properties.
  2. Member’s Webpage
    In the case that the Company deems that the internet services are used by the authentic Member as a result of the Company’s designated verification process of the Member’s number and password, the Company, Participating Properties and Supporting Properties shall not be liable for any damages caused by the unauthorized use by a third party.
  3. Services by Participating Properties and Supporting Properties
    The Company makes no representation or warranty for any products and services and/or transactions provided by the Participating Properties or the Supporting Properties. Further, the Company shall not be liable nor responsible for any disputes regarding the content and quality of the transaction, and such disputes shall be settled between the Members and Participating Properties or Supporting Properties. The Company shall not be responsible in any way for settling such disputes.
  4. Lost or Stolen Cards, Notification of Withdrawal
    If the ACard is lost or damaged, promptly contact a Participating Property or the ACard office. The Company, Participating Properties and Supporting Properties shall not be liable for any damages incurred by the Member that are attributable to the loss/theft of the card.

Article 13 Anti-Social Forces

  1. Member represents and warrants that they do not fall under any of the following items and shall not fall under any of the following in the future
    • (1)Organized criminal group (“boryokudan”)
    • (2)Person who was a member of an organized criminal group within the past five (5) years
    • (3)Organized criminal group quasi-member
    • (4)Company affiliated with any organized criminal group
    • (5)Corporate racketeer (“Sokaiya”), group engaging in criminal activities under the pretext of conducing social campaigns (“shakai-undo-to-hyobo-goro”), crime group specialized in intellectual crimes (“tokushu-chino-boryokushudan”)
    • (6)Any persons that the Company has acknowledged to be anti-social forces similar to those set forth in the preceding items
  2. Member represents and warrants that the Member, or through the use of third parties, shall not conduct any of the following actions in the future
    • (1)a demand with violence.
    • (2)an unreasonable demand beyond its legal entitlement.
    • (3)use of intimidating words or violent actions in relation to the card transactions (card use, incidental services, etc.).
    • (4)an action to defame the reputation or interfere with the business of the Company, Participating Properties, or Supporting Properties by spreading rumors, using fraudulent means or resorting to force.
    • (5)engage in illegal activities such as gambling that create disturbances within the property.
    • (6)other equivalent actions of the above.
  3. In the event that the Company or the Participating Properties determine that the prospective Member falls under any of the items below, the Company or Participating Properties can refuse membership enrollment, and if it is determined after enrollment, the ACard shall be suspended and the membership shall be revoked
    • (1)in the event of a breach of any representation or warrant of paragraph 1.
    • (2)in the event that the preceding paragraph is breached.

Article 14 Changes to this Terms and Conditions of Membership

Due to changes in the economic environment, this Terms and Conditions of Membership may be subject to change.

Article 15 Governing Law/ Agreed Court with Jurisdiction

  1. This Terms and Conditions of Membership shall be governed by the laws of Japan.
  2. The Tokyo District Court will be the agreed court with exclusive jurisdiction with respect to any dispute concerning this Terms and Conditions of Membership.

Supplement to changes made to the Terms and Conditions of Membership on March 1, 2011
　This change shall be applied as of March 19, 2012.

Supplement to changes made to the Terms and Conditions of Membership on October 1, 2012
　This change shall be applied as of October 1, 2012.

Supplement to changes made to the Terms and Conditions of Membership on January 1, 2014
　This change shall be applied as of January 1, 2014.

Supplement to changes made to the Terms and Conditions of Membership on March 17, 2014
　This change shall be applied as of March 17, 2014.

Supplement to changes made to the Terms and Conditions of Membership on March 1, 2015
　This change shall be applied as of March 1, 2015.

Supplement to changes made to the Terms and Conditions of Membership on June 1, 2015
　This change shall be applied as of June 1, 2015.

Supplement to changes made to the Terms and Conditions of Membership on September 1, 2015
　This change shall be applied as of September 1, 2015.

Supplement to changes made to the Terms and Conditions of Membership on July 15, 2016
　This change shall be applied as of July 15, 2016.

Supplement to changes made to the Terms and Conditions of Membership on October 1, 2018
　This change shall be applied as of October 1, 2018.

(This Terms and Conditions of Membership is as of October 1, 2018)

ACard Hotel System, Inc.
【Tel：03-5755-5531】

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