Ueda Kyohei Administrative Scrivener Office (the “Office,” “we,” or “our”) recognizes the protection of the personal information handled in our administrative scrivener services as an important social responsibility. In compliance with the Act on the Protection of Personal Information (APPI), related laws and guidelines, and the duty of confidentiality under the Administrative Scriveners Act, we establish this Privacy Policy (the “Policy”) and the Disclaimer as follows.

Article 1 (Definitions)

“Personal information” means personal information as defined in the APPI: information about a living individual that can identify a specific individual by name, date of birth, address, contact details, or other descriptions, as well as individual identification codes (residence card number, passport number, My Number (Individual Number), health insurance information, etc.). “Special care-required personal information” means information such as race, creed, social status, medical history, criminal record, or facts of having been a victim of a crime, as prescribed by law. Terms such as “personal data,” “retained personal data,” “pseudonymously processed information,” and “anonymously processed information” in this Policy follow the APPI.

Article 2 (Information We Collect and How)

We may collect personal information in the following ways:

1. At inquiry or consultation: through our website contact form, email, telephone, online consultation, SNS messages, etc., we collect your name, contact details, information on your status of residence, and the content of your consultation.
2. Upon engagement: to the extent necessary to perform the requested services (status-of-residence applications, permit/license applications, drafting of contracts, etc.), we may receive copies of your passport and residence card, family register, marriage certificate, tax certificate, employment contract, income information, health information, and other detailed information.
3. Through agents or related parties: we may receive information from employers, family members, accepting organizations, or other professionals (labor and social security attorneys, tax accountants, etc.).
4. Automatically collected information: our website may use cookies and similar technologies for access analysis, and may collect your IP address, browser type, access date and time, etc. (see Article 8).

Article 3 (Purposes of Use)

We use the personal information we collect within the scope of the following purposes:

1. Responding to inquiries and verifying identity.
2. Performing administrative scrivener services (status-of-residence procedures, various permit/license applications, drafting and submission of documents on your behalf, liaison and coordination with government offices, etc.).
3. Sending or delivering necessary documents, deliverables, permits, certificates, invoices, etc.
4. Applications, inquiries, and liaison with relevant institutions (government offices, the Immigration Services Agency, local governments, professionals involved in the matter, accepting companies, etc.).
5. Fee billing, accounting and tax processing, and record keeping.
6. Important notices regarding our services and information on legal or system changes (including information provision only to those who wish to receive it).
7. Improving service quality and statistical analysis (using de-identified information where necessary).
8. Purposes incidental to each of the above. *Marketing emails are sent only to those who have given prior consent.

Article 4 (Changes to Purposes of Use)

We will change the purposes of use only within a scope reasonably related to the purposes before the change, publish the details of the change on our website, and notify you by appropriate means as necessary.

Article 5 (Provision to Third Parties)

We will not provide personal data to third parties without the consent of the individual, except in the following cases:

1. When based on laws and regulations.
2. When necessary to protect the life, body, or property of a person and it is difficult to obtain the individual’s consent.
3. When especially necessary to improve public health or promote the sound development of children, and it is difficult to obtain the individual’s consent.
4. When cooperation with a national or local government body performing statutory duties is required, and obtaining the individual’s consent may impede the performance of those duties.
5. When providing personal data to a specific third party after notifying the individual in advance or making the information readily accessible, following the procedures prescribed by law (opt-out procedures, etc.).

Article 5-2 (Outsourcing)

We may outsource the handling of personal data to IT service providers (cloud storage, business management systems), delivery companies, interpreters/translators, and other experts, to the extent necessary for our operations. In such cases, we select the outsourcing party and provide appropriate supervision through contracts regarding confidentiality, control of re-outsourcing, and security control measures.

Article 5-3 (Joint Use)

When we handle a matter jointly with other professionals, we may jointly use personal data within the following scope:

1. Scope of joint users: administrative scriveners, judicial scriveners, labor and social security attorneys, tax accountants, lawyers, and other professionals.
2. Items jointly used: name, contact details, identity/qualification/employment information necessary for applications, and case materials, etc.
3. Purpose of use: handling of the matter and performance of related professional procedures.
4. Party responsible for management: Ueda Kyohei Administrative Scrivener Office, Representative Ueda Kyohei.

Article 5-4 (Provision to Third Parties Located Overseas)

Where personal data is stored on or accessed from servers located overseas through cloud services, etc., we take the measures required under the APPI. Where there is a specific country of transfer or recipient, we provide such information to the individual by notice or upon request.

Article 6 (Security Control Measures)

We take appropriate organizational, human, physical, and technical measures to prevent leakage, loss, or damage of personal data and otherwise to control its security. If a serious leak or similar incident is discovered, we investigate the scope of impact, implement measures to prevent recurrence, and notify the relevant authorities and the individual as necessary.

Article 7 (Disclosure, Correction, and Suspension of Use of Retained Personal Data)

When we receive a request from the individual (or a duly authorized agent) for disclosure, correction, deletion, suspension of use, etc. of retained personal data, we respond in accordance with law. Please contact us via our contact form or by email.

Article 8 (Use of Cookies and Access Analysis)

Our website uses tools such as Google Analytics to understand usage and improve our services, and collects cookies and similar technologies. You can also disable cookies in your browser settings.

Article 9 (Changes to This Policy)

We may revise this Policy in response to changes in laws, changes in the content of our services, etc. The revised Policy takes effect from the time it is posted on our website.

Article 10 (Disclaimer)

Although we make every effort to ensure the accuracy of the information posted on this website, we do not guarantee its completeness, accuracy, usefulness, or safety. Laws and various systems are frequently amended, and information may cease to be up to date. The information on this website is intended solely for general information purposes and does not constitute legal advice for any specific case. We accept no liability whatsoever for any damage or disadvantage arising to users from the use of the information on this website. Before taking any specific application or action, please be sure to consult a professional or check the latest information from the relevant authorities.

Article 11 (Contact)

For inquiries regarding this Policy, please contact us below.

Office name: Ueda Kyohei Administrative Scrivener Office
Address: 8F-37 Kenso Bldg., 2-13-3 Shimoyamate-dori, Chuo-ku, Kobe-shi, Hyogo 650-0011, Japan
Representative: UEDA Kyohei
Email: ueda.office2026@gmail.com
Phone: 050-6866-4293
Established: March 16, 2026