Privacy Policy

1. What we collect

From the contact form: company name, your name, job title, business email, country, company website, industry, what you are looking for in Japan, and your message.

Automatically when you send the form: the page you sent it from, the website that referred you, the page language, the campaign parameters in the link you used (UTM), the date and time, and the version of this policy shown to you.

When you visit this website: our hosting provider, Cloudflare, processes your IP address, the address of the page you request (including any campaign parameters) and other technical request data to deliver the pages and protect them against attacks. We have not set up any export of these access logs and do not keep them in our own systems.

Please do not include sensitive personal data (for example, about health) in your message. Filling in the form is voluntary, but we cannot reply if required fields are empty.

2. Why we use it and our legal basis

• To reply to your inquiry and discuss our service
• To check whether we can accept your request, including screening against sanctions lists and our acceptance criteria
• To prepare, conclude and perform a contract with your company
• To keep records of our business communication
• To understand which websites and advertisements bring visitors to this page

Where the EU or UK GDPR applies, our legal basis is our legitimate interest in responding to business inquiries, screening business partners and developing business with your company (Art. 6(1)(f)). Where you act for yourself, steps taken at your request before entering into a contract (Art. 6(1)(b)) also apply. You can object to this processing at any time (see Section 6).

We do not use your information for other purposes without telling you first and, where required, getting your consent. We do not sell your information. We do not make automated decisions about you.

3. Where it is stored and the service providers we use

Google LLC (USA): we use Google Workspace and Google Apps Script. Your form is sent directly from your browser to Google and stored in our Google Workspace account. Google stores data in data centers in several countries, so we cannot name a single country. Candidates include the USA and the countries Google lists. Google LLC is certified under the EU-U.S. Data Privacy Framework, its UK Extension and the Swiss-U.S. Data Privacy Framework. When you send the form, Google also processes your IP address and technical request data. We do not record it.

Cloudflare, Inc. (USA): this website is delivered through Cloudflare Pages. Requests are handled at data centers close to the visitor, so we cannot name a single country. For reference, Cloudflare says it has locations in more than 100 countries and primarily stores information in the USA and the European Economic Area. Cloudflare processes this data partly as a service provider to us and partly for its own purposes, such as keeping its network secure. Your form entries do not pass through Cloudflare. The fact that we do not keep these records does not mean Cloudflare does not process them. Cloudflare states that it complies with the EU-U.S. Data Privacy Framework, its UK Extension and the Swiss-U.S. Data Privacy Framework (Cloudflare's privacy policy).

We have checked the data protection rules of the USA before using Google and Cloudflare, and apply the measures in Section 7.

4. Sharing with Japanese companies and others

Only after you ask us to arrange a meeting with a Japanese company, we share with that company what is needed for the meeting: your name, job title, company name, the purpose of the meeting and the materials you give us for it. We may also share it with interpreters working for us under confidentiality obligations. Apart from processing by the service providers in Section 3, and unless the law requires it, we share it with no one else.

5. How long we keep it

We delete inquiry records 3 years after our last contact with you. If your company becomes our client, we keep contract and billing records for the period required by Japanese law. We do not keep access logs for this website in our own systems. We do not control how long Cloudflare keeps its records, and its policy does not state a specific period. Please send questions to the contact above, and we will answer as far as we can.

6. Your rights and how to use them

You may ask us to tell you our purposes of use; to disclose, correct, add to or delete your information; to stop using it or stop sharing it; and to disclose our records of sharing it with third parties. Where the EU or UK GDPR applies, you also have the rights of access, rectification, erasure, restriction, objection and data portability. Where Swiss law or the law of your country applies, we will also respond to the rights it gives you.

To make a request, email the privacy contact above, giving your name, company and request. We may ask for information to confirm your identity. We do not charge a fee. We will reply without undue delay.

Complaints: please contact us first at the same address. You may also complain to the Personal Information Protection Commission of Japan, to the data protection authority of the EU/EEA country where you live or work, to the UK Information Commission, to the Swiss Federal Data Protection and Information Commissioner (FDPIC) or to the data protection authority of your country.

7. How we protect your information

Only staff in charge can access inquiry records, using company Google Workspace accounts. Our internal notification emails do not contain your name or email address. Our staff are bound by confidentiality obligations. We check the data protection rules of the countries where our service providers store data (Section 3).

8. Cookies and analytics

We do not set cookies, advertising trackers or analytics tools. Cloudflare may use technically necessary cookies to protect against attacks. To take you to the page in your language, your browser checks its language setting and time zone locally; these are not sent to us. We keep the referring website in your browser's temporary storage (cleared when you close the tab) and send it to us only if you submit the form.

9. Changes to this policy

We will post any changes on this page and update the date above. If this English version differs from the Japanese version, the Japanese version prevails.