Privacy Policy

1. Data controller

Link Building Japan ("we", "us", or "our") is the data controller for personal information collected through this website and our contact forms. Our registered office is in Tokyo, Japan. For data protection enquiries, contact us at fabi@site-media.co.uk.

2. Information we collect

We collect personal information that you provide directly:

• Name and email address submitted through our contact form
• Company name and website URL if you choose to provide them
• Message content and any other information you include in enquiries
• Consent records for data processing

We also collect technical information automatically when you visit this website, including IP address, browser type, device type, pages viewed, and referring URL. This data is collected through server logs and, where enabled, analytics tools.

3. How we use your information

We use personal information for the following purposes:

• Responding to enquiries and providing requested information about our services
• Managing client relationships and delivering contracted services
• Improving our website and understanding how visitors use it
• Complying with legal obligations

We do not sell personal information to third parties. We do not use your contact details for unsolicited marketing without explicit consent.

4. Form processing provider

Contact form submissions are processed by Formspree, Inc., which acts as a data processor on our behalf. Formspree receives the data you submit through our contact form and transmits it to us. Formspree processes data in accordance with its own privacy policy and applicable data protection requirements. We have assessed Formspree as an appropriate processor for contact form handling.

Data submitted through the contact form is transmitted over HTTPS and stored by Formspree for delivery purposes. We retain enquiry records in our own systems after receipt.

5. Cookies and analytics

This website may use cookies and similar technologies to maintain session state and, if analytics are enabled, to understand visitor behaviour in aggregate. Analytics data, if collected, is used to improve website performance and content rather than to identify individual visitors.

You can control cookie preferences through your browser settings. Disabling cookies may affect certain website functionality.

6. Legal basis for processing

Under the APPI and applicable regulations, we process personal information based on: your consent (contact form submissions), performance of a contract or pre-contractual steps at your request, and our legitimate interests in operating and improving our business, provided those interests do not override your rights.

7. Data retention

Contact form enquiries are retained for up to three years from the date of submission unless a business relationship develops, in which case data is retained for the duration of the relationship and for up to seven years thereafter for legal and accounting purposes.

Server log data is retained for up to twelve months. Analytics data, if collected, is retained in aggregate form and does not identify individuals beyond that period.

8. Your rights

Under the APPI, you have the right to request disclosure of personal information we hold about you, correction of inaccurate data, suspension of use, and deletion where applicable. You may also withdraw consent for processing that relies on consent, without affecting the lawfulness of processing before withdrawal.

To exercise these rights, contact us at fabi@site-media.co.uk. We will respond within the timeframe required by applicable law. If you are dissatisfied with our response, you may contact the Personal Information Protection Commission of Japan.

9. International transfers

Formspree processes data in the United States. Where personal information is transferred outside Japan, we ensure appropriate safeguards are in place consistent with APPI requirements for cross-border transfers.

10. Security

We implement appropriate technical and organisational measures to protect personal information against unauthorised access, alteration, disclosure, or destruction. No transmission over the internet is completely secure; we encourage you to use secure channels when sending sensitive information.

11. Changes to this policy

We may update this privacy policy to reflect changes in our practices or legal requirements. Material changes will be posted on this page with an updated revision date. Continued use of the website after changes constitutes acceptance of the revised policy.

12. Contact

For questions about this privacy policy or to submit a data subject request, contact fabi@site-media.co.uk.