How we handle personal information
This Privacy Policy explains what information ZyraOne collects, how it is used, how cookies are handled, and what choices you have. It applies to this website and our communications related to inquiries and service delivery.
1) Definitions
“ZyraOne”, “we”, “us” refers to ZyraOne Support GK (Japan) and the team operating this website.
“You” refers to the visitor, inquiry sender, or customer of our services.
“Personal information” means information that can identify you directly or indirectly, such as your name, email, phone number, and any details you include in a message.
“Processing” means collecting, using, storing, and otherwise handling personal information.
“Services” means scope-based assistance such as document mapping, checklists, summaries, and drafting templates.
2) Scope
This policy applies to information collected via:
- This website (pages under ZyraOne.info)
- Contact forms and direct emails to our addresses
- Service communications and deliverables related to your request
Third-party websites linked from our pages have their own privacy practices. We are not responsible for their policies.
3) Data we collect
Information you provide
- Full name, email, and (optionally) phone number
- Subject and message content, including any details you choose to share
- If you contact us on behalf of someone else, your relationship and the context you share
Information collected automatically
- Basic device and browser information (e.g., user agent), approximate technical logs
- Performance measurements (e.g., page load timing) when performance cookies are enabled
- IP address may be processed in server logs for security and abuse prevention
We do not intentionally collect
- Payment card details via this website (if payment is required, it is handled through separate arrangements)
- Unnecessary sensitive identifiers in the initial inquiry (we recommend minimizing them)
4) Purposes of processing
We use your information to:
- Respond to inquiries and communicate about your request
- Prepare and deliver agreed service materials (checklists, summaries, drafting templates)
- Confirm scope, keep records of deliverables, and handle revisions
- Maintain website security, prevent abuse, and troubleshoot technical issues
- Measure basic site performance (only via performance cookies as configured)
We do not use your messages to create public marketing content without your explicit permission.
5) Legal basis (where applicable)
Depending on context and applicable law, processing may be based on:
- Contract necessity (to provide requested services and deliverables)
- Legitimate interests (to operate and secure the website, prevent fraud/abuse)
- Consent (for processing through the contact form and for non-essential cookies)
6) Cookies and similar technologies
We use a cookie banner/loader that can enable cookie handling based on your preferences. This website does not include Google Analytics, Google Fonts, or Google Maps scripts.
Cookie categories
- Required: essential for core site functions (if used, they cannot be switched off).
- Performance: helps us understand page performance and basic usability in aggregate.
How to change preferences
- Use the cookie controls provided by the site (if shown)
- Use your browser settings to block or delete cookies
- Visit Opt-out for additional instructions
7) Data retention
We keep personal information only as long as reasonably necessary for the purposes described in this policy:
- Inquiry messages: typically retained up to 24 months to support follow-ups and continuity
- Service records: retained for the service period and a reasonable period afterward for clarifications
- Security logs: retained for shorter periods unless needed for investigation
Retention may differ when required to comply with legal obligations or to resolve disputes.
8) Sharing and disclosures
We may share information in limited cases:
- Service providers (e.g., hosting) strictly for operating this website and communications
- Legal compliance when we must respond to lawful requests
- Business communications with your instruction (e.g., sending a drafted message to a recipient you specify)
We do not sell personal information.
9) Security
We use reasonable administrative and technical measures appropriate for a small service site: access controls, minimal data collection, and careful handling of inquiry content.
No method of transmission or storage is completely secure. We recommend not sending unnecessary sensitive data in your first message.
10) Your rights and requests
Depending on applicable law and your relationship with ZyraOne, you may request:
- Access to personal information we hold about you
- Correction of inaccurate information
- Deletion of information, where applicable
- Restriction or objection to certain processing, where applicable
- Opt-out of marketing communications (see Opt-out)
To submit a request, email us at [email protected]. We may ask for additional information to verify your identity.
11) Children’s privacy
This website is intended for adults. If you believe a child has submitted personal information, please contact us so we can review and address it.
12) International transfers
ZyraOne is based in Japan. If service providers or communication tools involve processing outside Japan, we take reasonable steps to use reputable providers and limit data to what is necessary.
13) Changes to this policy
We may update this policy from time to time. The effective date at the top will reflect the latest version. For material changes, we may provide an additional notice on the website.
14) Contact
ZyraOne Support GK
〒160-0022 Tokyo-to, Shinjuku-ku, Shinjuku 3-1-24, Japan
Email: [email protected]
Phone: +81 3-6712-8406
- Start with document titles, not full scans.
- Keep a list of names and dates in one note.
- Save versioned files with dates in the filename.