1. Introduction and Scope
Wagashi Journal ("we," "our," or "us") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, use our services, or interact with us in any capacity. This policy applies to all users of our website and services, regardless of location.
We understand the importance of privacy in Japanese culture and business practices, and we have designed our privacy practices to reflect the highest standards of data protection and respect for personal information. By accessing or using our services, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy.
2. Information We Collect
We collect various types of information to provide and improve our services:
Personal Information
- Contact Information: When you contact us via phone (+81 3-7469-2058) or email (info@mavendora.com), we collect your name, phone number, email address, and any other information you voluntarily provide.
- Order Information: When placing orders through phone calls, we collect delivery addresses, payment preferences, dietary restrictions, special requests, and order history.
- Communication Records: We may record phone conversations for quality assurance and training purposes, with your consent where required by law.
- Identity Verification: For certain transactions, we may collect identification information to verify your identity and prevent fraud.
Technical Information
- Website Usage Data: IP addresses, browser type and version, operating system, referring URLs, pages visited, time spent on pages, and click-through data.
- Device Information: Device type, screen resolution, language preferences, and time zone settings.
- Cookies and Tracking: Information collected through cookies, web beacons, and similar technologies as detailed in our Cookie Policy.
Behavioral Information
- Preferences: Your preferences regarding wagashi types, seasonal selections, and communication preferences.
- Feedback: Reviews, comments, suggestions, and other feedback you provide about our products or services.
3. How We Use Your Information
We use the collected information for various legitimate business purposes:
Service Provision
- Processing and fulfilling your orders and requests
- Providing customer service and support
- Communicating with you about your orders, inquiries, and account
- Customizing your experience based on your preferences
Business Operations
- Improving our website, products, and services
- Conducting market research and analysis
- Managing our business operations and administration
- Training our staff and improving customer service quality
Legal and Security
- Complying with legal obligations and regulatory requirements
- Protecting against fraud, unauthorized access, and security threats
- Enforcing our terms of service and other agreements
- Resolving disputes and investigating complaints
Marketing and Communication
- Sending you information about seasonal offerings and new products (with your consent)
- Providing educational content about wagashi culture and traditions
- Notifying you about changes to our services or policies
4. Legal Basis for Processing
We process your personal information based on the following legal grounds:
- Contractual Necessity: Processing necessary to perform our contract with you or to take steps at your request before entering into a contract
- Legitimate Interests: Processing necessary for our legitimate business interests, such as improving our services, fraud prevention, and direct marketing
- Legal Compliance: Processing necessary to comply with legal obligations under Japanese law or other applicable regulations
- Consent: Processing based on your explicit consent, which you may withdraw at any time
- Vital Interests: Processing necessary to protect your vital interests or those of another person
5. Information Sharing and Disclosure
We do not sell, trade, or rent your personal information to third parties. However, we may share your information in the following circumstances:
Service Providers
- Delivery and logistics companies for order fulfillment
- Payment processing services (when applicable)
- IT service providers for website maintenance and hosting
- Customer service platforms and communication tools
Legal Requirements
- When required by law, regulation, or court order
- To protect our rights, property, or safety, or that of others
- In connection with legal proceedings or investigations
- To prevent fraud or other illegal activities
Business Transfers
- In connection with a merger, acquisition, or sale of assets
- During business restructuring or reorganization
- As part of bankruptcy or insolvency proceedings
6. Data Security Measures
We implement comprehensive security measures to protect your personal information:
Technical Safeguards
- Encryption of data in transit and at rest using industry-standard protocols
- Secure server infrastructure with regular security updates
- Multi-factor authentication for administrative access
- Regular security audits and vulnerability assessments
Organizational Measures
- Access controls limiting data access to authorized personnel only
- Regular staff training on data protection and privacy practices
- Confidentiality agreements with all employees and contractors
- Incident response procedures for potential data breaches
While we strive to protect your personal information, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security but will notify you of any material breaches as required by law.
7. Your Rights and Choices
You have various rights regarding your personal information:
Access and Portability
- Right to access the personal information we hold about you
- Right to receive a copy of your data in a structured, machine-readable format
- Right to transfer your data to another service provider
Correction and Deletion
- Right to correct inaccurate or incomplete information
- Right to request deletion of your personal information
- Right to restrict processing in certain circumstances
Consent and Objection
- Right to withdraw consent for processing based on consent
- Right to object to processing for direct marketing purposes
- Right to object to processing based on legitimate interests
To exercise these rights, please contact us using the information provided in Section 12. We will respond to your request within 30 days or as required by applicable law.
8. International Data Transfers
As we are based in Japan, your information is primarily processed and stored in Japan. If we transfer your information to other countries, we ensure appropriate safeguards are in place:
- Adequacy decisions by relevant data protection authorities
- Standard contractual clauses approved by data protection authorities
- Binding corporate rules for intra-group transfers
- Certification schemes and codes of conduct
- Your explicit consent for specific transfers
9. Data Retention
We retain your personal information for as long as necessary to fulfill the purposes outlined in this policy:
- Order Information: Retained for 7 years for accounting and tax purposes
- Customer Communications: Retained for 3 years for customer service purposes
- Website Usage Data: Retained for 2 years for analytics and improvement purposes
- Marketing Preferences: Retained until you withdraw consent or request deletion
- Legal Claims: Retained for the duration of applicable limitation periods
After the retention period expires, we will securely delete or anonymize your information unless longer retention is required by law.
10. Children's Privacy
Our services are not directed to children under the age of 16, and we do not knowingly collect personal information from children under 16. If we become aware that we have collected personal information from a child under 16 without parental consent, we will take steps to delete such information promptly. Parents or guardians who believe their child has provided personal information to us should contact us immediately.
11. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of material changes by:
- Posting the updated policy on our website with a new "Last Updated" date
- Sending email notifications to registered users (where applicable)
- Providing prominent notice on our website
- Other appropriate communication methods as required by law
Your continued use of our services after the effective date of the updated policy constitutes acceptance of the changes.
12. Contact Information
If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
- Phone: +81 3-7469-2058
- Email: info@mavendora.com
- Postal Address: 〒153‑0042 東京都目黒区青葉台1丁目9‑12, Tokyo, Japan
- Business Hours: Monday to Friday, 9:00 AM to 6:00 PM (JST)
- Data Protection Officer: Available upon request for data protection inquiries
We are committed to resolving any privacy concerns promptly and transparently. If you are not satisfied with our response, you may have the right to lodge a complaint with the relevant data protection authority in your jurisdiction.
