Privacy Policy

1. Collection of Personal Information

OEM JAPAN (hereinafter referred to as "the Service") collects personal information through the following forms.

Quote Consultation Form / Free Consultation Form

• Name (required)
• Email address (required)
• Phone number (optional)
• Company name (optional)
• Product category / consultation purpose (required)
• Product overview / consultation details (required)
• Desired quantity, budget, delivery date (some optional)
• Remarks (optional)

Manufacturer Listing Inquiry Form

• Company name (required)
• Contact person name (required)
• Email address (required)
• Phone number (optional)
• Inquiry details (required)

2. Purpose of Use of Personal Information

Collected personal information will be used only for the following purposes.

• Confirming and responding to consultation details
• Reference information when the operator mediates with manufacturers (you will be contacted in advance when mediation is conducted)
• Operation and improvement of the Service
• Responding to inquiries

If personal information is to be used for purposes other than the above, prior consent of the individual will be obtained.

3. Disclosure of Personal Information to Third Parties

As a general rule, personal information will not be provided to third parties without the user's consent. However, when the operator mediates with manufacturers, necessary information may be provided to manufacturers within the scope of consent obtained after contacting the user in advance.

In addition, personal information may be provided without the user's consent in the following cases.

• When required by law
• When necessary for the protection of life, body, or property of a person

Use of External Services

In accordance with Article 27-12 of Japan's Revised Telecommunications Business Act (External Transmission Rule), the Service transmits certain information from the user's device to the external services listed below.

List of External Transmission Recipients (Telecommunications Business Act Art. 27-12)

Database Storage Location

The Service's database is operated as a self-managed SQLite file on Xserver (XSERVER Inc., Japan). No third-party database hosting service is used.

4. Management of Personal Information

The operator takes appropriate security management measures to prevent leakage, loss, alteration, etc. of collected personal information.

Data Retention Period

• Quote consultation / free consultation information: Retained for 2 years from the date of receipt, then deleted
• Manufacturer listing inquiries: Retained for 1 year from the date of inquiry, then deleted
• Project posting information: Retained for 2 years from the date of posting, then deleted

5. Disclosure, Correction, and Deletion of Personal Information

When a request is made by the individual for disclosure, correction, deletion, or suspension of use of personal information, we will respond within 30 days after verifying the identity of the requester.

Please contact us by email at the following address to make a request.

Contact: info@oemjp.com

6. Cookies

The cookies used on the Service are classified into two categories according to their purpose: strictly necessary cookies and analytics cookies.

• Strictly necessary cookies (technical, session management) — no consent required
• Analytics cookies (GA4) — consent-based, opt-out available

You can change your cookie preferences via the consent banner at the bottom of the site or through your browser settings. Cookies can also be disabled in your browser, though some features may become unavailable as a result.

Strictly Necessary Cookies

These cookies are essential for the basic functionality of the Service, including authentication sessions, CSRF protection, and language preferences. They are used without consent, but can be disabled through browser settings (some features will become unavailable).

Analytics Cookies

These cookies enable traffic analysis via Google Analytics 4. They are transmitted only when the user has given consent. You can change your settings at any time through the cookie consent banner at the bottom of the site.

How to Withdraw Consent

You may withdraw cookie consent at any time via the cookie consent banner displayed at the bottom of the site. You may also delete or disable cookies through your browser settings. For Google Analytics, the official opt-out browser add-on (https://tools.google.com/dlpage/gaoptout) is also available.

7. About Listed Manufacturer Information

Manufacturer information listed on the Service is independently created by the operator based on publicly available information such as each manufacturer's official website. If a listed manufacturer requests correction or deletion of information, we will respond promptly.

8. Changes to This Policy

This policy may be changed in accordance with amendments to laws or changes to the Service. If there are significant changes, we will provide advance notice on the Service. The revised policy shall take effect upon being posted on the Service.

10. Personal Information Protection Manager and Complaint Contact

The person responsible for managing personal information and the contact for complaints and inquiries regarding this service are as follows.

If the matter cannot be resolved through the above contact, you may also consult an authorized personal information protection organization or the Personal Information Protection Commission (https://www.ppc.go.jp/).

11. For Residents of the EU/EEA (GDPR)

If you reside in the European Union (EU), the European Economic Area (EEA), or the United Kingdom, the following provisions apply to you under the General Data Protection Regulation (GDPR). The Service processes personal data of users in these regions as a "Controller."

Legal Basis (GDPR Art. 6)

• Consent (Art. 6(1)(a)): use of cookies and marketing communications
• Performance of a contract (Art. 6(1)(b)): responding to quote requests and free consultations, and mediation with manufacturers
• Legitimate interests (Art. 6(1)(f)): traffic analytics, service improvement, and security measures

Rights of the Data Subject (GDPR Arts. 15–22)

• Right of access (Art. 15) — the right to obtain disclosure of personal data being processed
• Right to rectification (Art. 16) — the right to have inaccurate personal data corrected
• Right to erasure ("right to be forgotten") (Art. 17) — the right to request deletion of personal data
• Right to restriction of processing (Art. 18) — the right to request that processing be restricted
• Right to data portability (Art. 20) — the right to receive data in a machine-readable format
• Right to object (Art. 21) — the right to object to processing
• Right not to be subject to automated decision-making (Art. 22) — the Service does not engage in automated decision-making or profiling

To exercise these rights, please send a request by email to info@oemjp.com. After verifying your identity, we will respond within one month as a general rule.

EU Representative (GDPR Art. 27)

OEM JAPAN does not currently maintain a permanent establishment within the EU and has not designated an EU representative under Article 27 of the GDPR. For individual inquiries, please contact info@oemjp.com.

International Data Transfers (GDPR Chapter V)

Data handled by the Service is stored and processed on servers located in Japan. Transfers of data from the EU/EEA to Japan are carried out lawfully on the basis of the European Commission's adequacy decision (GDPR Art. 45, effective January 2019).

Right to Lodge a Complaint with a Supervisory Authority

You have the right to lodge a complaint regarding the processing of your personal data by the Service with the data protection supervisory authority (DPA) in your country of residence.

12. For Residents of California (CCPA / CPRA)

If you reside in the State of California, USA, you have the following rights under the California Consumer Privacy Act (CCPA) and its amendment, the California Privacy Rights Act (CPRA).

• The right to know what categories of personal information are collected, used, and disclosed, and for what purposes
• The right to request deletion of personal information
• The right to request correction of inaccurate personal information
• The right to opt out of the sale or sharing of personal information (the Service does not sell personal information)
• The right to limit the use of sensitive personal information
• The right not to be discriminated against for exercising these rights

To exercise these rights, please contact info@oemjp.com. After verifying your identity, we will respond within 45 days as a general rule.