Privacy Policy

Emilio Administrative Law Office (hereinafter referred to as "the Office") is committed to protecting the personal information of its clients (including representatives of client organisations). This Privacy Policy (hereinafter referred to as "this Policy") outlines how the Office handles personal information.

The definitions of terms used in this Policy follow the Act on the Protection of Personal Information of Japan (the "APPI").

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Article 1: Personal Information Collected

The Office may collect the following types of personal information:

1. Identity verification details: name, email address, phone number, home address, date of birth, age, gender, nationality, employer details, and information from official documents such as passport, residence certificate, or residence card.

2. Bank account details and other information necessary for payments.

3. Information provided through enquiries or communications with the Office.

4. Criminal record information, if relevant to immigration applications.

5. Application-related details such as marital/family status, background, income, housing and dependants, business plans, and financial status.

Article 2: Methods of Collection

Personal information may be collected through the following methods:

1. Directly from clients through forms, our website, verbal communication, etc.

2. Automatically recorded when using our services.

3. Indirectly from third parties.

4. Publicly available sources such as publications or websites.

Article 3: Purpose of Use

The Office will collect and use personal information only for the following purposes:

1. To provide our services and follow-up support.

2. To invoice service fees.

3. To prevent or respond to fraud and misconduct.

4. To respond to client enquiries (including identity verification).

5. To conduct surveys or questionnaires.

6. To send notifications and updates, such as legal changes or seasonal greetings.

7. To prepare and submit documents to government authorities for immigration procedures.

8. To share necessary information with other legal professionals (e.g. solicitors, judicial scriveners, tax accountants, labour and social security attorneys) when collaboration is required.

9. For any other purposes expressly consented to by the client.

Article 4: Provision to Third Parties

1. The Office will not provide personal information to any third party without the prior consent of the client, except in the following cases:
   ・ When required by law.
   ・ When necessary to protect life, body, or property, and obtaining consent is difficult.
   ・When especially necessary to improve public health or promote the sound development of children, and obtaining consent is difficult.
   ・ When cooperation with government agencies or local authorities is required by law and obtaining consent may hinder their work.
   ・ Other cases permitted by law.
    

2. Notwithstanding the above, when collaborating with other legal professionals (e.g. solicitors, judicial scriveners, tax accountants, labour and social security attorneys) for immigration or related matters, the Office may provide the minimum necessary personal information with the client’s prior consent.

Article 5: Joint Use of Personal Information

Personal information collected at co-hosted seminars may be jointly used with third-party co-hosts.

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1. Joint users:
   Companies co-hosting seminars with the Office.

2. Purpose of joint use:
   ・To respond to enquiries and requests jointly with the co-host.
   ・To provide information about the Office’s and co-hosts’ products and services.
   ・To send information about events, seminars, and new offerings.

3. Information jointly used:
   ・Name, email address, company name, and other details provided upon registration.
   ・Responses to seminar feedback questionnaires.

4. Party responsible for management of personal information:
   ・Emilio Administrative Law Office (1-117 Katsuno, Takashima City, Shiga 520-1121)
   ・Representative: Reiko Toyoshima

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Article 6: Use of Cookies

1. Access Analytics:
   ・The Office may collect anonymous statistical data about website usage to improve the quality of our services—not for marketing or advert tracking purposes. This includes:
   - Page views and time spent.
   - Browser and operating system details.
   - Visitor location.
   - Referring websites.
   
   ・We use Wix Analytics, which may use first-party cookies. You may restrict or disable cookies via browser settings, although some features may not function properly.
    

2. Use of Google Maps:
   ・The website uses Google Maps API to help visitors locate our office. When visiting a page with embedded maps, your IP address and cookies may be transmitted to Google.
   ・For more details, refer to Google’s Privacy Policy.
   ​・You can disable Google Maps by turning off JavaScript in your browser settings, but doing so may affect functionality.​​

Article 7: Revisions to This Policy

The Office may revise this Policy as necessary. Where legally required, we will obtain your consent prior to implementing any such changes. Other updates will be posted on our website or communicated through appropriate means.

Article 8: Security Measures

The Office takes appropriate technical and organisational security measures to prevent unauthorised access, loss, or leakage of personal information.

When outsourcing delivery or similar operations, we select contractors that meet our privacy standards, conclude appropriate agreements, and monitor compliance through periodic reviews.

Please contact the Office for details regarding our specific security measures.

Article 9: Requests for Disclosure, etc.

Clients may request notification of the purpose of use, disclosure, correction, addition, deletion, suspension of use, or suspension of third-party provision of retained personal data, in accordance with the APPI.

A handling fee of 500 yen may apply. We will notify clients via our website if the fee changes.

For details on how to make such a request, please contact the Office using the information below.

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Article 10: Contact Information

For questions, concerns, or complaints regarding this Policy or the handling of personal information, please contact:

Address: 1-117 Katsuno, Takashima City, Shiga 520-1121, Japan
Office Name: Emilio Administrative Law Office
Chief Privacy Officer: Reiko Toyoshima, Administrative Lawyer
Phone: +81-740-20-7468