Valentine Co., Ltd. ( “VJ”) is committed to protecting our customers’ personal information. This Privacy Policy (“Policy”) explains how VJ collect, use, disclose, and protect the personal information of our customers (each, a “Customer”) in connection with VJ‘ｓ Concierge Services.
Article 1 (Personal Information)
“Personal Information” in this Policy means “Personal Information” as defined in the Act on the Protection of Personal Information of Japan (Act No. 57 of 2003; “Personal Information Protection Act”); and therefore, means information which can identify a specific living individual by name, date of birth or other description contained in such information; or which includes a code that can identify a specific individual.
Article 2 (Purpose of Use of Personal Information)
VJ may collect and use Personal Information of Customers who use our Concierge Services for the following purposes. If VJ intend to use such Personal Information for any purpose other than those set our below, VJ will obtain the Customer’s prior consent, unless otherwise permitted or required by applicable law:
(a) to secure reservation slots at Partnered Salons and Clinics;
(b) to confirm reservation;
(c) to communicate with Partnered Salons and Clinics regarding reservation cancellations;
(d) to respond to Customer inquiries and consultations relating to beauty services and treatments;
(e) to arrange interpreter services;
(f) to coordinate schedules on the day of treatment;
(g) to respond to inquiries and communicate with the Customers regarding the Concierge Services;
(h) to compile statistical information, conduct analyses, and improve the quality of VJ’s services;
Article 3 (Management and Protection of Personal Information)
VJ will appropriately protect Customer’s Personal Information and will not disclose or provide it to any third party without the Customer’s prior consent, except where disclosure is permitted or required by applicable law, including the following circumstances:
(a) where disclosure is necessary to protect the life, body, or property of any person and obtaining the Customer’s consent would be difficult;
(b) where disclosure is particularly necessary to improve public health or promote the sound development of children and obtaining the Customer’s consent would be difficult;
(c) where disclosure is necessary to cooperate with a national or local government authority or a person or entity acting on its behalf, in carrying out duties prescribed by applicable laws or regulations, and obtaining the Customer’s consent is likely to impede the performance of those duties; or
(d) where disclosure is otherwise permitted or required by applicable law.
Article 4 (Disclosure of Personal Information to Third Parties)
Notwithstanding Article 3, when Customer submit a reservation request through the reservation form on VJ’s website, VJ may disclose the Customer’s Personal Information to the relevant Partnered Salon or Clinic providing the beauty service or medical aesthetic treatment the Customer have requested for the purpose of securing an appointment slot on the Customer’s behalf, as described in Article2.
Article 5 (Disclosure of Personal Information)
Customers may request that VJ disclose the Personal Information it holds about them in accordance with the procedures set out in Article 10. Upon receiving such a request, VJ will disclose the requested Personal Information without undue delay. However, VJ may decide not to disclose all or part of the requested information if;
(a) disclosure is likely to harm the life, body, property, or other rights or interests of the Customer or any other third party;
(b) disclosure is likely to seriously interfere with the proper conduct of VJ’s business; or
(c) disclosure would violate any applicable law or regulation.
If VJ decides not to disclose all or part of the requested information, it will notify the Customer of its decision without undue delay.
Article 6 (Correction of Retained Personal Data)
1. If the Personal Information held by VJ about a Customer is inaccurate, Customers may request that VJ correct, add to, or delete such Personal Information (collectively, the “Correction”) in accordance with the procedures set out in Article 8.
2. Upon receiving such a request, VJ will promptly conduct the necessary review. If VJ determines that the request is justified, it will make the requested Correction without undue delay.
3. VJ will notify the Customers without undue delay of its decision as to whether the requested Correction will be made.
Article 7 (Discontinuation of Personal Information Use)
- In accordance with the procedures set out in Article 8, Customer may request that VJ:
- suspend the use of the Personal Information it holds about the Customer;
- erase such Personal Information; or
- cease disclosing such personal information to third parties (collectively, the “Cessation Request”).
- Upon receiving a Cessation Request, VJ will promptly conduct the necessary investigation. If VJ determines that the request is justified, it will take the requested action without undue delay.
However, where compliance with the request would involve disproportionate cost or would otherwise be impracticable, and an alternative measure is available that adequately protects the Customer’s rights and interests, VJ may implement such alternative measure instead.
- VJ will notify the Customer without undue delay of its decision regarding the Cessation Request.
However, where compliance with the request would involve disproportionate cost or would otherwise be impracticable, and an alternative measure is available that adequately protects the Customer’s rights and interests, VJ may implement such alternative measure instead.
Article 8 (Procedures for Disclosure of Personal Information)
To exercise any of the rights described in Articles 5 through 7, please contact the Customer Support Desk specified in Article 14.
To protect Customer’s Personal Information, VJ may require Customer to provide a copy of Customer’s passport or other government-issued identification to verify Customer’s identity before processing Customer’s request.
If Customer’s request is submitted by an authorized representative, VJ may require documentation verifying the identity of both Customer and Customer’s representative, as well as documentary evidence of the representative’s authority to act on Customer’s behalf, such as a power of attorney.
Article 9 (Procedures for Amending Privacy Policy)
VJ may review and update this Policy from time to time to reflect changes in applicable laws, our services, or our business operations. Unless otherwise required by applicable law, VJ may amend this policy from time to time. Any amendments to this Policy will become effective when revised Policy is posted on VJ’s website or otherwise notified to Customers.
Article 10 (Compliance with Laws, Regulations and Norms)
VJ will comply with all applicable Japanese laws, regulations, and other requirements governing the handling of Personal Information.
Article 11 (Response to Complaints and Consultations)
VJ will respond appropriately and promptly to customer complaints and inquiries regarding the handling of Personal Information.
VJ will also respond appropriately and without undue delay to requests for disclosure, correction, addition, deletion, suspension of use, or cessation of disclosure to third parties, in accordance with applicable laws and our prescribed procedures.
Article 12 (Security Measures)
VJ implement appropriate organizational, physical, personnel, and technical security measures to protect the personal information VJ hold against unauthorized access, loss, destruction, alteration, leakage, and other security incidents.
Such measures include, among other things, restricting access to personal information, maintaining access logs, and implementing safeguards to prevent unauthorized access from external sources.
In the event of a Personal Information breach or other security incident, VJ will report the incident to the relevant authorities where required by the Act on the Protection of Personal Information and other applicable laws or guidelines. VJ will also take appropriate corrective and preventive measures to mitigate the impact of the incident and prevent similar incidents from recurring.
Article 13 (Address, Name of Representative and Personal Information Protection Officer)
VJ’s Representative and Personal Information Protection Officer’s details are as follows:
Company:
Address:
Representative:
Personal Information Protection Officer:
Article 14 (Customer Support Desk)
For any inquiries regarding this Privacy Policy or VJ’s handling of Personal Information, please contact:
Customer Support Desk
Valentine Co, Ltd.
[Address of the Company]
Official Social Media: Instagram：@valentine.beauty_japan