Privacy Policy

Last updated: 1 October 2026 (version 1.0)

This policy explains what personal information Ninja Desk Japan collects, why, who we share it with, how long we keep it, and what you can ask us to do with it. If anything is unclear, email us at hello@ninjadeskjapan.com.

1. Who we are

Ninja Desk Japan is a business run by Yoshiaki Sagara, a sole trader in Kuwana, Mie, Japan. We're responsible for your personal information (the "controller" under UK and EU data protection law).

Email: hello@ninjadeskjapan.com. Our full postal address is available on request.

We handle personal information in line with Japan's Act on the Protection of Personal Information. If you're in the UK or the European Union, the UK GDPR or the EU GDPR may also apply, and this policy explains your rights under them.

2. What we collect

When you contact us: your name, email address, country, the listings you send us, your questions, and anything else you choose to include, such as documents or photos.

When you book: payments are handled by Stripe. We see your name, email address, card brand, the last four digits of your card and whether the payment went through. We never see or store your full card number.

If you're a business customer: your company name, contact names and invoicing details.

During a viewing: we photograph and film the car. We try not to capture people. If people, other cars' number plates, name badges or unrelated documents appear, we hide them in the copies we send you. If a dealer shows us documents that contain someone's personal details, such as a previous owner's name and address, we hide those details before passing the documents on.

Dealer staff: in our reports, we refer to dealer staff by their role (for example, "sales staff"), not by name.

When you visit this website: we use Cloudflare Web Analytics to count visits. It doesn't use cookies and doesn't identify individual visitors. Our web host, Cloudflare, keeps standard server logs, such as IP addresses and browser type, for security.

We don't use cookies for advertising or tracking.

3. How we use it

We use your information to:

reply to your enquiry and give you a quote
arrange and carry out the service you book, including contacting the dealer, visiting and writing the report
take payment and keep our accounts and tax records
deal with questions, complaints or disputes about a report
keep our systems and your information secure
understand, in total rather than individually, how people use our website, so we can improve it

We don't sell your information, we don't use it for advertising, and we won't send you marketing emails.

Legal basis (UK and EU): we rely on our contract with you (to quote for and provide the service), our legal obligations (for example, keeping tax records), and our legitimate interests (running and protecting our business, handling disputes and improving our website).

The dealer. We tell the dealer we're acting for an overseas buyer. We only give the dealer your name or contact details if you ask us to.
Service providers that help us run the business: email (Google), payments (Stripe), website hosting and web analytics (Cloudflare), and file storage for delivering reports. They handle your information to provide their service to us. Stripe also uses payment information for its own purposes, such as preventing fraud, under its own privacy policy.
AI tools. We use AI tools to help translate and draft reports and emails. We don't enter your name or contact details into them, and we only enter what the task needs.
Professional advisers and insurers, such as an accountant, a lawyer or our insurer, if we need their help.
Authorities, if the law requires it.

Transfers outside your country. We're based in Japan, so when you contact us, your information comes to Japan. The European Commission recognises Japan as providing an adequate level of protection for personal data. Some of our service providers store or process data outside Japan, including in the United States. Where the law requires it, we make sure they protect your information to the standard Japanese law requires — for example, through their contract terms — and we'll give you details on request.

5. How long we keep it

Information	How long we keep it
Enquiries that don't lead to a booking	1 year from our last message
Your report, and the photos and videos it relies on	5 years from the date of the report, so we can show what we saw if a question comes up later
Other original photos and videos from a viewing	1 year
Payment and accounting records	As long as Japanese tax law requires (up to 7 years)
Download links we send you	They stop working after 30 days. Ask us if you need the files again.

6. How we protect it

Two-step verification on our email, file storage, website and payment accounts
Only Yoshiaki Sagara can open customer files
Download links expire after 30 days
We hide personal details in photos and documents before we send them
We never see or store full card numbers
We don't enter your name or contact details into AI tools
Where our service providers store data in other countries, such as the United States, we take the data protection rules there into account when choosing and using them

7. Your rights

You can ask us to:

tell you what personal information we hold about you and why, and give you a copy
correct it if it's wrong
delete it, or stop using it
stop sharing it with others
if you're in the UK or EU, give you your data in a portable format, or stop using it on the basis of our legitimate interests

Email us at hello@ninjadeskjapan.com. We may ask you to confirm your identity first. We don't charge for this, and we'll reply within one month.

If you're unhappy with how we've handled your information, please tell us first at hello@ninjadeskjapan.com. You can also complain to Japan's Personal Information Protection Commission, or to the data protection authority where you live — for example, the Information Commissioner's Office (ICO) in the UK or the Data Protection Commission in Ireland.

8. Children

Our services are for adults. We don't knowingly collect information from anyone under 18.

9. Changes to this policy

If we change this policy, we'll update the date at the top. If a change is significant, we'll also tell customers with a booking in progress by email.

10. Contact

hello@ninjadeskjapan.com — Ninja Desk Japan, Kuwana, Mie, Japan