Privacy Policy

Last Updated: January 1, 2025

Agencia Co., Ltd. ("we," "us," or "our") recognizes the importance of protecting and appropriately handling the personal information (as defined by the Act on the Protection of Personal Information and related laws in Japan) of individuals who use our SaaS service "360°Homes" (the "Service"). We therefore establish this Privacy Policy (this "Policy") as follows:

1. Scope of Application

This Policy applies to our handling of personal information in relation to the Service. It applies to all individuals connected to Agencia, including users of the Service ("Users"). In cases not covered by this Policy, the [360°Homes Terms of Service] and other guidelines set forth by us will apply.

2. Personal Information Collected

We may collect the following personal information in the course of providing the Service:

  1. Information provided by Users during registration or use
  • Name, email address, phone number, address, and workplace details
  • For corporations: representative's name, department/position, corporate address, billing information, etc.
  1. Information automatically collected through the Service
  • IP address, cookies, browser information, device information, log data, etc.
  1. Information provided through inquiries or support requests
  • Details voluntarily submitted by the User (questions, attachments, etc.)

3. Purposes of Use

We use the collected personal information for the following purposes:

  1. To provide, operate, and maintain the Service
  2. To authenticate and manage user accounts, and to prevent unauthorized use
  3. To handle billing, payment procedures, and related communications or notifications
  4. To analyze and improve usage of the Service, develop new functions, and enhance quality
  5. To respond to inquiries, requests, or customer support needs
  6. To notify Users about campaigns, new services, or for other marketing activities
  7. To create and share non-personally identifiable statistical data both internally and externally
  8. To address and prevent actions violating this Policy, the Terms of Service, or other rules we set
  9. To fulfill legal obligations or comply with government/administrative requests
  10. To conduct any other activities incidental or related to the purposes above

4. Disclosure to Third Parties

We will not provide personal information to third parties without the User's prior consent, except in the following cases:

  1. Where the User has given consent
  2. Where required by law
  3. Where it is necessary to protect a person's life, body, or property, and obtaining the User's consent is difficult
  4. Where it is particularly necessary to improve public health or promote the healthy development of children, and obtaining the User's consent is difficult
  5. Where it is necessary to cooperate with national or local government authorities in performing legally prescribed duties, and obtaining the User's consent could interfere with those duties
  6. When we commission a third party to handle a portion of our operations for the purpose of providing the Service (see Section 5 below)

5. Commissioned Processing

We may outsource certain operations to external service providers to the extent necessary for providing the Service. In such cases, we will:

  • Enter into appropriate agreements with the service provider
  • Confirm that the provider meets our standards for personal information protection
  • Supervise the provider as necessary and appropriate

Examples of commissioned tasks include:

  • Payment processing with payment service providers
  • Infrastructure management by server hosting providers
  • Email distribution services
  • Certain aspects of customer support and helpdesk services

6. Joint Use

When necessary, we may jointly use personal information with our group companies or affiliates. If we engage in such joint use, we will notify or publicly announce the following details:

  1. The items of personal information used jointly
  2. The scope of persons or entities sharing the information
  3. The purpose of such joint use
  4. The name of the party responsible for the management of personal information

7. Use of Cookies and Similar Technologies

  1. We may use cookies, web beacons, and similar technologies to enhance the convenience of the Service or analyze usage. Information collected through these technologies is not used to directly identify individuals, unless combined with personal data Users provide.
  2. Users can disable cookies via their browser settings. However, doing so may limit certain functions of the Service.

8. Management and Security of Personal Information

  1. We take reasonable security measures to prevent risks such as leakage, loss, or alteration of personal information.
  2. We provide appropriate training and supervision for employees and contractors who handle personal information.
  3. We retain personal information only as long as it is required to achieve the purposes described above, or as mandated by law. When the retention period ends, we will securely delete or anonymize the data without undue delay.

9. Requests for Disclosure, Correction, or Cessation of Use

  1. Users have the right to request disclosure, correction, suspension of use, or deletion of their personal information held by us. Procedures for submitting such requests follow our designated method.
  2. Upon confirming that the request is valid and from the data subject, we will respond to the extent permissible by law and operational feasibility.
  3. We may charge a fee for certain disclosure requests.

10. Transfer of Personal Information Overseas

We may handle personal information not only in Japan but also on servers or in offices located abroad. In such cases, we will protect personal information in accordance with applicable laws and this Policy. If required by EU data protection law (GDPR) or other regional regulations, we will implement necessary measures.

11. Personal Information of Minors

If a minor uses the Service, the consent of a legal guardian (e.g., a parent) is required. If we discover that a minor's data was collected without parental consent, we may take appropriate measures, such as deleting the data.

12. Changes to This Policy

  1. We may revise this Policy as necessary due to changes in laws, regulations, or our business operations.
  2. If we make any changes, we will announce the updated Policy and its effective date on our website or notify Users as needed.
  3. If a User does not agree with the revised Policy, the User should immediately stop using the Service. If the User continues using the Service after the revised Policy's effective date, the User is deemed to have agreed to the new Policy.

13. Contact

For inquiries, complaints, or consultations regarding this Policy or our handling of personal information, please contact:

  • Agencia Co., Ltd.
  • Address: Urban Net Nagoya Nexta Building 4F, 1-1-1 Higashisakura, Higashi-ku, Nagoya, Aichi Prefecture, Japan [ZIP Code: 461-0005]
  • Email: support@agencia.co.jp
  • (Office Hours: Weekdays 10:00-18:00 JST)

We strictly adhere to this Policy to safeguard the personal information of our Users. We will continuously review and improve our practices to ensure robust data protection.