KAZA Co., Ltd. (KAZA株式会社, “KAZA”, “we” or “us”) handles personal information in connection with the sale, wholesale and export of Japanese tea and related products, and related services, in accordance with Japan’s Act on the Protection of Personal Information and other applicable laws.
1. Information we collect
This Policy covers information that identifies an individual and other personal information protected by applicable law, in connection with our website, inquiries, sample requests, business discussions and transactions. It includes information about contacts at corporate customers and business partners.
We lawfully collect the following information, as needed, from you, your organisation or our business partners, through forms, emails, discussions, business cards and similar communications:
- Your name, company, email address, country and city, and any job title, telephone number, address or other contact details provided in business discussions or transactions.
- Business type, products of interest, requirements concerning use, quantities, pricing and timing, inquiry content and correspondence or discussion records.
- Personal information contained in sample delivery, shipping and billing details, quotations, orders, invoices and payment records.
Providing information is voluntary. Without information needed for your request or transaction, we may be unable to respond, send samples or fulfil the transaction. Section 5 explains information handled through our website.
2. How we use information
We use personal information to the extent necessary to:
- Respond to inquiries, conduct business discussions, recommend products or services relevant to your requirements, and arrange and send samples.
- Prepare quotations, enter into and fulfil contracts, manage orders, arrange production and packing, handle imports, exports, customs and delivery, verify invoicing and payments, and manage business communications and relationships.
- Address feedback, product quality issues and complaints, and improve our products and services.
- Provide and secure our website, prevent misuse, maintain legally required records, comply with legal requirements, and handle disputes and legal claims.
Sharing and service arrangements necessary for these purposes are described in Sections 3 and 4. We obtain prior consent before using information beyond these purposes, unless the law permits otherwise.
3. Sharing and service providers
Where necessary for the purposes above, information may be handled by or shared with delivery and customs providers, production and packing partners, financial institutions, business IT service providers, and professional advisers such as accountants and lawyers.
Where we entrust processing to a service provider, we select and supervise it appropriately, including through contractual arrangements. For disclosures to third parties as defined under Japanese law, we obtain prior consent unless a statutory exception applies. Section 4 also applies to overseas disclosures, including outsourced processing.
4. International handling of information
We handle personal information in Japan. Where overseas delivery, customs arrangements or business services involve organisations abroad, we use a lawful transfer basis, such as a recognised destination, contractual safeguards or required consent, as applicable.
If we rely on consent for a transfer to a third party abroad, we first provide the information required by law, including the destination country, its data protection system and the recipient’s safeguards. If we rely on arrangements ensuring continuing protection equivalent to Japanese law, we review their implementation and take necessary measures. Contact us under Section 9 for information about destinations and safeguards.
Information received from the European Economic Area (EEA) or the UK under Japan’s adequacy arrangements is also subject to the Japanese Personal Information Protection Commission’s Supplementary Rules. Transfers subject to the GDPR or UK GDPR must meet the relevant requirements, including an applicable adequacy decision or necessary contractual safeguards. You may contact us for details of safeguards and how to obtain a copy.
5. Cookies, local storage and external services
Our website stores the display language setting in your browser’s local storage. No expiry period is set for this information. You can delete site data or restrict storage through your browser settings.
We use Google Fonts to display text. Loading these fonts sends connection information, including your IP address, to Google. Please see Google’s Privacy Policy and Google Fonts information for details of Google’s handling of this information.
Google Privacy Policy Google Fonts information
Before adding or changing cookies, analytics tools or similar technologies, we will explain the relevant processing and obtain consent or take other steps required by applicable law.
6. Security and retention
We take necessary and appropriate security measures against unauthorised disclosure, loss and damage, and appropriately supervise those handling information and our service providers. On request, we will promptly explain our measures, including our assessment of the external environment when information is handled abroad, except where disclosure would compromise security. We respond to incidents and notify the relevant authorities and affected individuals where required by law.
We retain inquiry and discussion records for as long as needed to respond and manage continuing business relationships. Contract, billing and export records are retained in light of statutory retention requirements and the need to address disputes. Once information is no longer needed, we erase or dispose of it appropriately rather than retaining it unnecessarily.
7. Access, correction and other requests
Subject to the conditions and scope of applicable law, you may request notification of our purposes of use; access to retained personal data or records of third-party disclosures; correction, addition or deletion of inaccurate data; cessation of use or erasure; or cessation of disclosures to third parties.
Please email or write to the contact in Section 9, describing your request, the information concerned and your preferred response method (email or paper). We verify your identity or your representative’s authority only as necessary and respond without delay in accordance with the law. If we cannot fulfil all or part of a request, we explain our decision and reasons. We do not charge a fee.
8. Additional information for the EEA and the UK
Where the GDPR or UK GDPR applies to our processing, KAZA acts as the controller and uses the following legal bases:
- Our legitimate interests in communicating and doing business with corporate contacts, managing transaction records, addressing legal requirements and disputes, and providing and securing our website, unless your rights and interests override those interests.
- Where you are personally a party to a contract, taking steps at your request before entering into it or performing it; compliance with applicable EU, Member State or UK legal obligations; or, where consent is required, your consent for the purpose explained when we seek it.
Subject to applicable conditions, you may request access, rectification, erasure, restriction of processing and data portability. You may withdraw consent at any time by contacting us under Section 9, without affecting the lawfulness of processing before withdrawal.
Right to object: You may object to processing based on legitimate interests on grounds relating to your particular situation.
We respond to rights requests within the applicable statutory period, normally one month. You may complain about our handling of your information through the contact in Section 9. For complaints subject to UK law, we acknowledge receipt within 30 days, investigate appropriately and inform you of progress and the outcome. You may also complain to a supervisory authority in the EEA where you live or work, or where an alleged infringement occurred, or to the UK Information Commissioner’s Office (ICO).
9. Company and privacy contact
KAZA Co., Ltd. (KAZA株式会社)Representative Director: Kazumasa Nakanishi
M&M Building 8F, 5-4-24 Minami-Aoyama, Minato-ku, Tokyo 107-0062, Japan
Privacy inquiries, complaints and requests: contact@kaza.co.jp
10. Changes to this Policy
We review this Policy as laws or our practices change and publish updates with a revised date on our website. We provide appropriate notice of material changes and obtain consent before commencing the changed processing where required by law.