1. Introduction and Scope

Nippon Pro Clean ("we," "our," or "us") is committed to protecting the privacy and confidentiality of all information entrusted to us by our business clients and website visitors. This Privacy Policy outlines our practices regarding the collection, use, storage, and protection of personal and business information in connection with our premium B2B cleaning services for hotels, restaurants, and corporate venues throughout Japan.

This policy applies to all information collected through our website, service agreements, client interactions, and business operations. We recognize that the hospitality industry requires the highest levels of discretion and confidentiality, and our privacy practices reflect these professional standards.

By engaging our services, visiting our website, or providing information to us in any capacity, you acknowledge that you have read, understood, and agree to the practices described in this Privacy Policy. We encourage you to review this policy periodically as we may update it to reflect changes in our practices or applicable regulations.

2. Information We Collect

In the course of providing professional cleaning services to our B2B clients, we collect various types of information necessary for service delivery, quality assurance, and business operations. The information we collect falls into several categories:

Business Contact Information

• Company name, business registration details, and corporate structure information
• Business addresses, including primary locations and multiple facility addresses
• Contact person names, job titles, and departmental responsibilities
• Business phone numbers, email addresses, and preferred communication methods
• Facility access requirements, security protocols, and emergency contact procedures
• Billing information, payment preferences, and accounting contact details
• Insurance information and liability coverage details

Service-Related Information

• Detailed cleaning schedules, service frequencies, and timing requirements
• Facility layouts, floor plans, and specific area designations
• Special cleaning requirements, including HACCP compliance needs
• Quality audit reports, inspection results, and compliance documentation
• Service completion reports with time-stamped verification
• Client feedback, service evaluations, and improvement recommendations
• Equipment usage logs and maintenance schedules
• Safety incident reports and corrective action documentation

Technical and Monitoring Information

• Website usage data, including page views, session duration, and navigation patterns
• IP addresses, browser information, and device characteristics
• Sensor-based hygiene monitoring data from installed equipment
• Digital access logs for secure facility entry systems
• Communication records, including email correspondence and phone call logs
• Performance metrics and service quality measurements

Financial and Commercial Information

• Contract terms, pricing agreements, and service level commitments
• Invoice details, payment history, and account status information
• Credit references and financial stability assessments
• Budget allocations and cost center assignments

3. How We Use Your Information

We use the collected information exclusively for legitimate business purposes related to providing professional cleaning services and maintaining our business relationship with clients. Our use of information is guided by principles of necessity, proportionality, and professional discretion.

Primary Service Delivery

• Coordinating and executing professional cleaning services according to agreed schedules
• Managing cleaning teams, equipment deployment, and resource allocation
• Conducting quality audits, inspections, and performance assessments
• Maintaining HACCP compliance records and food safety documentation
• Providing real-time service updates and completion notifications
• Generating detailed service reports and performance analytics
• Ensuring compliance with health, safety, and regulatory requirements

Client Communication and Support

• Responding to service inquiries, consultation requests, and technical questions
• Providing regular service updates, progress reports, and performance summaries
• Sending scheduled service notifications and appointment confirmations
• Managing emergency communications regarding urgent service issues
• Facilitating feedback collection and service improvement discussions
• Coordinating special projects, additional services, and seasonal requirements

Quality Assurance and Improvement

• Analyzing service performance data to identify improvement opportunities
• Implementing kaizen continuous improvement processes based on collected data
• Training staff based on service feedback and performance metrics
• Developing new service offerings based on client needs and industry trends
• Benchmarking performance against industry standards and best practices
• Conducting root cause analysis for service issues and implementing corrective actions

Business Operations and Administration

• Processing invoices, managing accounts receivable, and maintaining financial records
• Managing contracts, renewals, and service agreement modifications
• Conducting business planning, resource allocation, and capacity management
• Ensuring regulatory compliance and maintaining required documentation
• Managing insurance claims and liability assessments when necessary

4. Information Sharing and Disclosure

We maintain strict confidentiality standards and limit information sharing to circumstances that are necessary for service delivery or required by law. Our approach to information sharing is governed by professional discretion and contractual obligations.

Authorized Service Providers

• Trusted third-party vendors who assist in specialized service delivery (e.g., equipment maintenance, specialized cleaning supplies)
• Quality assurance and audit partners who help maintain our service standards
• Technology providers for scheduling systems, reporting platforms, and communication tools
• Professional consultants for regulatory compliance and industry best practices
• Training organizations for staff development and certification programs

Legal and Regulatory Requirements

• Compliance with Japanese privacy laws, data protection regulations, and industry-specific requirements
• Cooperation with health and safety investigations and regulatory inspections
• Response to valid legal proceedings, court orders, and government requests
• Reporting requirements for workplace safety incidents and regulatory compliance
• Tax reporting and financial disclosure obligations

Business Operations and Protection

• Insurance providers for coverage assessment, claims processing, and risk management
• Legal counsel for contract review, dispute resolution, and regulatory guidance
• Financial institutions for payment processing and account management
• Business partners in cases of joint service delivery or collaborative projects
• Potential acquirers during business transfers or restructuring (with advance notice to clients)

Emergency Situations

• Emergency responders in cases of workplace accidents or safety incidents
• Healthcare providers when medical assistance is required during service delivery
• Security personnel for facility protection and access control
• Utility companies for emergency repairs or service interruptions

5. Data Security and Protection Measures

We implement comprehensive security measures designed to protect your information from unauthorized access, disclosure, alteration, or destruction. Our security program encompasses physical, technical, and administrative safeguards appropriate for the sensitivity of the information we handle.

Physical Security Measures

• Secure facilities with controlled access, surveillance systems, and alarm monitoring
• Locked storage for physical documents and secure disposal of confidential materials
• Background checks and security clearances for personnel with access to sensitive information
• Visitor access controls and escort requirements for non-employees
• Secure transportation protocols for documents and equipment

Technical Security Controls

• Encrypted data storage systems with advanced encryption standards
• Secure transmission protocols for all electronic communications
• Multi-factor authentication for system access and user verification
• Regular security updates and patch management for all systems
• Network security monitoring and intrusion detection systems
• Secure backup systems with offsite storage and recovery capabilities
• Access logging and audit trails for all system interactions

Administrative Safeguards

• Comprehensive staff training on confidentiality requirements and data protection
• Regular security awareness programs and updates on emerging threats
• Incident response procedures for security breaches and data protection issues
• Regular security assessments and vulnerability testing
• Clear policies and procedures for information handling and access control
• Disciplinary measures for security policy violations

Ongoing Security Management

• Quarterly security reviews and system assessments
• Regular updates to security policies based on evolving threats and regulations
• Continuous monitoring of security systems and threat detection
• Coordination with cybersecurity experts and industry security organizations
• Regular testing of backup and recovery procedures

6. Data Retention and Disposal

We retain your information for different periods based on the type of data, business requirements, legal obligations, and the nature of our ongoing relationship. Our retention practices balance business needs with privacy principles and regulatory requirements.

Service and Operational Records

• Service completion reports and quality documentation: Retained for 7 years for quality assurance and legal compliance
• HACCP compliance documentation: Maintained according to food safety regulations and industry standards
• Safety incident reports and corrective actions: Kept for 10 years as required by occupational safety regulations
• Contract documents and service agreements: Retained for the duration of the relationship plus 7 years
• Financial records and invoicing information: Maintained for 7 years for tax and accounting purposes

Communication and Correspondence

• Email communications and service correspondence: Retained for 3 years or duration of active relationship
• Phone call logs and communication records: Kept for 2 years for service quality purposes
• Meeting notes and consultation records: Maintained for 5 years for continuity of service
• Feedback and evaluation records: Retained for 3 years for service improvement analysis

Technical and Monitoring Data

• Website analytics and usage data: Retained for 2 years for website optimization
• Sensor-based monitoring data: Kept for 1 year unless required for compliance reporting
• Access logs and security records: Maintained for 3 years for security analysis
• System backup data: Retained according to technical requirements and recovery needs

Secure Disposal Procedures

• Physical documents are shredded using cross-cut shredders and disposed of through certified destruction services
• Electronic data is securely deleted using industry-standard data wiping techniques
• Storage media is physically destroyed when it cannot be securely wiped
• Disposal activities are documented and verified through certificates of destruction
• Regular audits ensure compliance with disposal procedures and schedules

7. Your Rights and Choices

As our client or website visitor, you have specific rights regarding your personal information. We are committed to facilitating the exercise of these rights while maintaining the security and integrity of our systems and the confidentiality of other clients' information.

Access and Information Rights

• Right to request information about what personal data we hold about you and your organization
• Right to receive copies of your personal information in a structured, commonly used format
• Right to understand how your information is being used and who it is shared with
• Right to receive information about our data protection practices and security measures
• Right to be informed about any data breaches that may affect your information

Correction and Update Rights

• Right to request correction of any inaccurate or incomplete information
• Right to update contact information and communication preferences
• Right to modify service-related information and requirements
• Right to update security and access information for your facilities

Control and Restriction Rights

• Right to request deletion of your information (subject to legal and contractual requirements)
• Right to request restriction of processing in certain circumstances
• Right to object to certain types of data processing
• Right to withdraw consent where processing is based on consent
• Right to request transfer of your data to another service provider (data portability)

Communication Preferences

• Right to choose your preferred methods of communication
• Right to opt out of non-essential communications
• Right to specify frequency and timing of communications
• Right to designate authorized contacts for different types of communications

Exercising Your Rights

To exercise any of these rights, please contact us using the information provided in the Contact section of this policy. We will respond to your request within 30 days and may require verification of your identity to protect against unauthorized access to your information.

8. International Data Transfers

While our primary operations are based in Japan, we may occasionally transfer information internationally in connection with our business operations, technology services, or client requirements. Any international transfers are conducted with appropriate safeguards to protect your information.

Transfer Safeguards

• Contractual agreements with international service providers that include data protection clauses
• Verification that recipient countries have adequate data protection laws
• Implementation of additional security measures for international transfers
• Regular monitoring of international service providers' data protection practices
• Client notification when international transfers are necessary for service delivery

Technology and Cloud Services

• Use of cloud services with data residency controls and encryption
• Selection of technology providers with strong international data protection commitments
• Regular assessment of data location and transfer practices
• Implementation of data localization where required by client agreements

9. Website Privacy and Cookies

Our website uses various technologies to enhance user experience and gather information about website usage. For detailed information about our use of cookies and similar technologies, please refer to our separate Cookie Policy.

Website Information Collection

• Automatic collection of technical information such as IP addresses and browser types
• Usage analytics to understand how visitors interact with our website
• Contact form information submitted by potential clients
• Communication preferences and inquiry details

Third-Party Services

• Analytics services to measure website performance and user engagement
• Communication tools for processing contact forms and inquiries
• Security services to protect against spam and fraudulent activity
• Content delivery networks to optimize website performance

10. Children's Privacy

Our services are designed exclusively for business clients and are not intended for individuals under the age of 18. We do not knowingly collect personal information from children, and our website and services are not directed toward children.

If we become aware that we have inadvertently collected information from a child under 18, we will take immediate steps to delete such information from our systems. Parents or guardians who believe we may have collected information from a child should contact us immediately.

11. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices, services, legal requirements, or industry standards. We are committed to maintaining transparency about our privacy practices and will communicate material changes appropriately.

Types of Changes

• Updates to reflect new services or changes in service delivery methods
• Modifications based on changes in applicable privacy laws and regulations
• Enhancements to security measures and data protection practices
• Clarifications based on client questions or regulatory guidance
• Updates to contact information or organizational changes

Notification Methods

• Email notification to registered business contacts for material changes
• Website notice with effective date and summary of changes
• Direct communication during service interactions for significant updates
• Updated "last modified" date on this policy page
• Annual privacy policy review communications to active clients

We encourage you to review this Privacy Policy periodically to stay informed about our privacy practices. Continued use of our services after policy updates constitutes acceptance of the revised terms.

12. Contact Information

If you have questions about this Privacy Policy, need to exercise your privacy rights, or have concerns about how we handle your information, please contact us using the information below. We are committed to addressing your privacy concerns promptly and professionally.