Privacy Policy
Effective Date: January 8, 2026
At Shijo-kan, we value your privacy and are committed to protecting your personal information. This policy explains how we collect, use, and safeguard your data when you interact with our website and services.
1. Information We Collect
Information You Provide
When you contact us or use our services, you may provide:
- • Name and contact information (email, phone number, address)
- • Organization details and professional information
- • Communication content and correspondence
- • Project requirements and business context
- • Payment and billing information for services rendered
Automatically Collected Information
We collect certain information automatically when you visit our website:
- • Device information (browser type, operating system, device identifiers)
- • Usage data (pages visited, time spent, navigation patterns)
- • IP address and approximate geographic location
- • Referral sources and search terms used to find our site
- • Cookie data and similar tracking technologies
Third-Party Information
We may receive information about you from publicly available sources, professional networks, or business partners when relevant to our consulting services.
2. How We Use Your Information
Service Delivery
We use your information to provide consulting services, respond to inquiries, communicate about projects, and fulfill our contractual obligations.
Website Improvement
Analytics data helps us understand how visitors use our site, identify technical issues, and improve user experience and content relevance.
Communication
We may send service updates, respond to inquiries, or share relevant information about our consulting services when we have a legitimate basis to do so.
Legal Compliance
We process data as necessary to comply with legal obligations, enforce our terms, protect our rights, and prevent fraud or security issues.
Business Operations
Your information supports internal operations including quality improvement, training, analytics, and business development activities.
3. Legal Basis for Processing
We process personal data based on:
- Contractual Necessity: Processing required to deliver services you've requested or to enter into a service agreement
- Legitimate Interests: Processing necessary for our business operations where not overridden by your privacy rights
- Consent: You have provided clear consent for specific processing activities
- Legal Obligation: Processing required to comply with applicable laws and regulations
4. Data Sharing and Disclosure
Service Providers
We work with trusted third-party service providers who assist with website hosting, analytics, email services, and business operations. These providers are contractually bound to protect your data and use it only for specified purposes.
Professional Advisors
We may share information with legal counsel, accountants, or other professional advisors when necessary for business operations or legal compliance.
Business Transfers
If Shijo-kan is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change in ownership or control.
Legal Requirements
We may disclose information when required by law, to respond to legal process, protect our rights, prevent fraud, or ensure safety.
With Your Consent
We may share information with third parties when you have provided explicit consent for such sharing.
5. Data Security
We implement appropriate technical and organizational measures to protect your personal data:
- • Encryption of data in transit and at rest
- • Access controls and authentication requirements
- • Regular security assessments and updates
- • Employee training on data protection practices
- • Incident response procedures and breach notification protocols
- • Secure data storage and backup systems
While we employ reasonable security measures, no system is completely secure. We cannot guarantee absolute security of information transmitted to or stored on our systems.
6. Data Retention
We retain personal information for as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required by law. Retention periods vary based on:
- • The nature of our relationship with you
- • Legal and regulatory requirements
- • Legitimate business purposes
- • Dispute resolution needs
When data is no longer needed, we securely delete or anonymize it in accordance with our data retention procedures.
7. Your Privacy Rights
Depending on your location, you may have the following rights regarding your personal data:
Right to Access
Request access to the personal data we hold about you and receive a copy in a structured format.
Right to Rectification
Request correction of inaccurate or incomplete personal data.
Right to Erasure
Request deletion of your personal data under certain circumstances.
Right to Restriction
Request limitation of processing activities in specific situations.
Right to Data Portability
Receive your personal data in a machine-readable format or request transfer to another controller.
Right to Object
Object to processing based on legitimate interests or for direct marketing purposes.
Right to Withdraw Consent
Withdraw consent for processing activities that rely on your consent.
Right to Lodge a Complaint
File a complaint with your local data protection authority if you believe we have violated your privacy rights.
To exercise any of these rights, please contact us using the information provided below. We will respond to your request within the timeframe required by applicable law.
Your Rights and Opt-Out Instructions
You are not required to provide any personal information when using this website. If you prefer not to share your data, you may:
- Avoid filling out contact forms, account registrations, or any data-submitting features
- Disable cookies through your browser settings (see our Cookie Policy for details)
- Contact us directly to request the deletion of any previously shared personal data
We respect your privacy choices. If you would like us to delete your data, please reach out to us at the contact details provided on our Contact page. We will process your request promptly.
8. International Data Transfers
Our services are based in Japan. If you access our website from outside Japan, your information may be transferred to and processed in Japan or other countries where our service providers operate.
When we transfer data internationally, we implement appropriate safeguards to ensure your data receives adequate protection, including standard contractual clauses or other legally approved transfer mechanisms.
9. Children's Privacy
Our services are directed toward businesses and professionals. We do not knowingly collect personal information from individuals under 18 years of age. If we learn we have inadvertently collected such information, we will delete it promptly.
10. Third-Party Links
Our website may contain links to third-party websites or services. We are not responsible for the privacy practices of these external sites. We encourage you to review the privacy policies of any third-party sites you visit.
11. Changes to This Policy
We may update this Privacy Policy periodically to reflect changes in our practices, legal requirements, or business operations. We will notify you of material changes by:
- • Posting the updated policy on our website with a new effective date
- • Sending email notification for significant changes
- • Displaying a prominent notice on our website
Your continued use of our services after policy changes constitutes acceptance of the updated terms.
12. Contact Information
For questions about this Privacy Policy, to exercise your privacy rights, or to raise concerns about our data practices, please contact us:
Shijo-kan
3-11-8 Kita-Aoyama, Minato-ku
Tokyo 107-0061, Japan
Phone: +81 3 3406-7523
Email: info@domain.com
We will respond to your inquiry within a reasonable timeframe, typically within 30 days as required by applicable data protection laws.