Privacy policy

1.     Introduction
This Privacy Policy describes how Omakase Helper (“we”, “us”, “our”) handles personal information in the course of providing our services and operating this website. It explains what we collect, the purposes of use, how we share information when necessary to deliver a requested service, and how to contact us.

2.     Data Controller and Contact
• Omakase Helper
• Email: info@omakase-helper.com

3.     Categories of personal information
• Identification and contact details provided by you, such as name, email address, phone number, and the content of your inquiry
• Service details necessary to perform a request, such as documents for translation, interpretation appointment details, or housing search criteria
• Identity confirmation data only when required to perform a specific request, such as residence card or passport information
• Billing and transaction information necessary to issue invoices and reconcile payments
• Communications records related to your request
• Technical logs generated by your device when you visit the website, such as IP address, browser type, and pages visited, collected through necessary cookies or similar technologies

4.     How we obtain personal information
• Directly from you when you contact us or provide documents and instructions
• From parties strictly necessary to fulfill your request, for example an interpreter engaged for your assignment or an organization you authorize us to contact on your behalf
• Automatically through limited technical logs when you access the website

5.     Purposes of use
We use personal information solely for the following purposes:
• To respond to inquiries, provide estimates, and manage service arrangements
• To perform the services you request, including interpretation support, document and forms assistance, and housing search support
• To confirm identity where appropriate and prevent misuse
• To issue invoices, reconcile payments, and keep necessary business records
• To operate, secure, and improve our website and service delivery
• To comply with applicable laws and respond to lawful requests

6.     Confidentiality and access control
• We do not sell personal information
• Access is strictly limited to staff who manage our services on a need to know basis
• We disclose only the minimum information required to the counterparties strictly necessary to fulfill a request, primarily by email, such as interpreters or the organization relevant to your case

7.     Outsourcing to service providers
We may entrust the handling of personal information to carefully selected service providers that support our operations, such as IT hosting, email, or payment processing. In such cases, we supervise these providers as required by the Act on the Protection of Personal Information and ensure they handle the information only for the delegated purposes with appropriate safeguards. Under the APPI, entrustment to processors is treated differently from provision to a third party for their own purposes.

8.     Provision to third parties
We do not disclose personal data to third parties for their own purposes except where necessary to perform a request you have made, where required by law, or where another APPI exception applies. When we provide personal data to a third party in accordance with APPI rules, we keep records of such provision as required.

9.     International handling
We primarily operate in Japan. If we use service providers located outside Japan, we implement appropriate measures in accordance with the APPI and related PPC guidance to ensure protection appropriate to the risks of the processing.

10. Retention
We retain personal information only for as long as necessary to fulfill the purposes stated above and to meet applicable legal and operational requirements. Where record keeping periods are prescribed by law or guidance, we apply those periods and document the criteria used to determine retention.

11. Security measures
We maintain technical and organizational measures designed to protect personal information against unauthorized access, loss, misuse, alteration, or disclosure. Measures include access controls, secure transmission and storage, and staff confidentiality obligations appropriate to the sensitivity of the information.

12. Cookies and logs
• We use necessary cookies and server logs to operate and protect the website
• If in the future we introduce additional cookies or similar technologies, we will update this Policy and provide appropriate information and choices in accordance with the APPI and PPC guidance on transparency
• You can manage cookies through your browser settings

13. Inquiries and requests concerning retained personal data
If you wish to make an inquiry regarding our handling of personal information or request notification of purposes of use, disclosure, correction, addition, deletion, suspension of use, or suspension of provision to third parties, please contact us using the details above. We respond in accordance with the APPI and related guidance after verifying your identity.

14. Updates to this Policy
We may revise this Policy to reflect changes in our practices or legal requirements. Any changes will take effect upon posting on this page.

15. Legal framework and references
This Policy is designed to align with the Act on the Protection of Personal Information and guidance of the Personal Information Protection Commission, including provisions on purpose specification, third party provision, outsourcing supervision, record keeping, and responses to requests concerning retained personal data.