Privacy Policy

Who is responsible

Japan Access Desk is operated by Koki Hagiuda in Japan. For privacy questions, email koki@japanaccessdesk.com.

Information collected or received

When you contact Japan Access Desk by form or email, I may receive your name, email address, company or organization, request details, links, documents, invoices and other information you choose to send. The contact form is processed through Formspree.

For a specific project, a client or project contact may provide information about other people, such as names, companies, job titles, professional contact details, business roles and public profiles. I may also review publicly available information where this is necessary for the agreed work.

Basic technical information may be processed by the hosting provider to deliver and protect the website.

How information is used

• To reply to your inquiry and discuss the requested work
• To carry out, report on and administer an agreed project
• To manage quotes, invoices, payments and necessary service communications
• To verify, contact or coordinate with relevant people or organizations for the agreed project
• To comply with legal obligations and protect the site, the service and the people using them

Third party information supplied by clients

If you provide personal information about another person, you are responsible for ensuring that you have the authority and lawful basis to provide it for the stated project. Japan Access Desk uses that information only for the agreed work and does not use it for unrelated purposes.

Service providers and sharing

I do not sell personal information. Depending on the service used for a project, I may use providers such as Formspree, Stripe, Google, email, hosting, storage or communication providers to receive inquiries, process payments, store or share project materials, or provide the service. Information is shared only to the extent needed for that purpose, when required by law, or to protect rights and safety. These providers process information under their own terms and privacy policies.

International projects and overseas sharing

Japan Access Desk works with overseas clients and project contacts. Information may be shared with an overseas client or project participant only when it is necessary for the agreed project and permitted by applicable law. Where consent, notice about the recipient or country, contractual safeguards or another legal step is required before a transfer, the appropriate step will be taken before the information is shared. Candidate or respondent information will be shared with a client only with the relevant person's consent or where otherwise permitted by applicable law.

Security and retention

I use reasonable administrative, technical and organizational measures to protect information from unauthorized access, loss, alteration or disclosure. Information is kept only for as long as needed for the purposes above, an ongoing project, business records or legal obligations, then deleted or securely disposed of when no longer needed.

Access, correction and deletion

You may contact me at koki@japanaccessdesk.com to ask about personal information held about you or to request access, correction, deletion or restriction of use where applicable. I may need to verify your identity and retain information where required by law.

Changes to this policy

This policy may be updated when the site, service or the way information is handled changes. The updated version and its last updated date will be posted on this page.