Privacy Policy

Last Updated: January 15, 2025

1. Introduction

SpeakPro Fukuoka ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website ephemerality.pro and use our professional communication coaching services.

By accessing or using our services, you agree to the terms of this Privacy Policy. If you do not agree with our policies and practices, please do not use our services.

2. Information We Collect

2.1 Personal Information You Provide

We collect personal information that you voluntarily provide to us when you:

• Register for coaching sessions or consultations
• Fill out contact forms or request information
• Subscribe to our newsletter or blog updates
• Participate in surveys or feedback requests
• Communicate with us via email or phone

This information may include:

• Full name
• Email address
• Phone number
• Professional background and goals
• Payment information (processed securely through third-party providers)
• Any other information you choose to provide

2.2 Automatically Collected Information

When you visit our website, we may automatically collect certain information about your device and browsing behavior, including:

• IP address
• Browser type and version
• Operating system
• Pages visited and time spent on pages
• Referring website addresses
• Date and time of visits

2.3 Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience on our website. Cookies are small data files stored on your device. We use:

• Essential Cookies: Necessary for website functionality
• Analytics Cookies: To understand how visitors use our website
• Marketing Cookies: To deliver relevant advertising (with your consent)

You can control cookie preferences through our cookie banner or your browser settings.

3. How We Use Your Information

We use the information we collect for the following purposes:

• Service Delivery: To provide coaching services, schedule sessions, and communicate about your programs
• Customer Support: To respond to inquiries, provide assistance, and resolve issues
• Personalization: To tailor our services and content to your specific needs and interests
• Communication: To send you updates, newsletters, educational content, and promotional materials (with your consent)
• Payment Processing: To process transactions and send billing information
• Analytics: To analyze website usage, improve our services, and enhance user experience
• Legal Compliance: To comply with legal obligations and protect our rights
• Marketing: To conduct marketing activities and measure their effectiveness

4. How We Share Your Information

We do not sell your personal information. We may share your information in the following circumstances:

4.1 Service Providers

We may share information with trusted third-party service providers who assist us in operating our website and delivering services, including:

• Payment processors
• Email service providers
• Analytics platforms (Google Analytics, Facebook Pixel)
• Customer relationship management systems
• Cloud storage providers

These providers are contractually obligated to protect your information and use it only for specified purposes.

4.2 Legal Requirements

We may disclose your information if required to do so by law or in response to:

• Legal processes (subpoenas, court orders)
• Government or regulatory requests
• Protection of our rights, property, or safety
• Investigation of fraud or security issues

4.3 Business Transfers

If we are involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change and choices you may have.

5. Data Security

We implement appropriate technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encryption of data in transit and at rest
• Secure server infrastructure
• Regular security assessments
• Limited access to personal information
• Employee training on data protection

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

6. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. When information is no longer needed, we will securely delete or anonymize it.

Typical retention periods include:

• Active Client Data: Duration of service relationship plus 7 years for legal/tax purposes
• Marketing Data: Until you unsubscribe or request deletion
• Website Analytics: 26 months (Google Analytics default)

7. Your Rights and Choices

Depending on your location, you may have certain rights regarding your personal information:

7.1 Access and Portability

You have the right to request access to the personal information we hold about you and receive a copy in a portable format.

7.2 Correction

You may request correction of inaccurate or incomplete personal information.

7.3 Deletion

You may request deletion of your personal information, subject to certain exceptions (legal obligations, legitimate interests).

7.4 Opt-Out

You may opt out of marketing communications at any time by:

• Clicking "unsubscribe" in email communications
• Contacting us directly at [email protected]
• Adjusting cookie preferences in our cookie banner

7.5 Restriction

You may request restriction of processing of your personal information in certain circumstances.

To exercise any of these rights, please contact us using the information provided below.

8. International Data Transfers

Our services are based in Japan. If you access our services from outside Japan, your information may be transferred to, stored, and processed in Japan or other countries where our service providers operate. We ensure appropriate safeguards are in place for such transfers.

9. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child without parental consent, we will take steps to delete that information.

10. Third-Party Websites

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of these external sites. We encourage you to review the privacy policies of any third-party sites you visit.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of significant changes by:

• Posting the updated policy on our website with a new "Last Updated" date
• Sending email notification to registered users
• Displaying a prominent notice on our website

Your continued use of our services after changes become effective constitutes acceptance of the updated policy.

12. Contact Us

If you have questions, concerns, or complaints about this Privacy Policy or our data practices, please contact us using the information above. We will respond to your inquiry within 30 days.

13. Additional Information for EU Residents

If you are located in the European Union, you have additional rights under the General Data Protection Regulation (GDPR):

• Right to object to processing based on legitimate interests
• Right to withdraw consent at any time
• Right to lodge a complaint with a supervisory authority
• Right to data portability in machine-readable format

Our legal basis for processing your personal information includes:

• Contract: Processing necessary to perform our services
• Consent: Where you have given explicit consent
• Legitimate Interests: For business operations, fraud prevention, and service improvement
• Legal Obligation: To comply with applicable laws