Privacy Policy

1. Information We Collect

Information You Provide: When you create an account, place an order, or contact us, we collect personal information such as your name, email address, phone number, postal address, payment information, and any messages or feedback you send us. Automatic Information: When you visit our website, we automatically collect information about your device (including browser type, IP address, and operating system) and your browsing behavior (including pages visited, products viewed, time spent on the site, and referral sources). Third-Party Information: We may receive information from payment processors (such as payment status and transaction details) and shipping carriers (such as delivery confirmations and tracking updates).

2. How We Use Your Information

Order Fulfillment: We use your personal information to process, fulfill, and deliver your orders, calculate taxes and shipping costs, and send you order confirmations and tracking information. Communication: We use your email and phone number to respond to your inquiries, provide customer support, and notify you of important changes to our website or terms. Improvement and Analytics: We analyze aggregated and anonymized data to understand user behavior, improve our website's functionality and user experience, optimize our product offerings, and conduct market research. Marketing: With your consent, we send you promotional emails about new products, special offers, and company updates. You may opt out of marketing communications at any time. Legal Compliance: We may use your information to comply with applicable laws, regulations, legal processes, and government requests.

3. Legal Basis for Processing

We process your personal information based on the following legal grounds under the Act on the Protection of Personal Information (APPI): Contract Performance: Processing is necessary to fulfill our contractual obligations to you, such as delivering orders and providing services. Legitimate Business Interests: We process information to pursue our legitimate business interests, including fraud prevention, website security, and customer service improvement. Consent: Where required, we obtain your explicit consent before processing certain types of information, such as marketing communications. Legal Obligation: We process information when required by Japanese and international laws, tax regulations, and compliance requirements.

4. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this policy. Account Data: If you create an account with us, we retain your account information for the duration of your account and for up to 3 years following account closure. Order Data: We retain order and transaction records for 7 years to comply with tax and accounting regulations. Marketing Data: If you have consented to marketing communications, we retain your contact information until you unsubscribe or for 2 years of inactivity, whichever comes first. Right to Deletion: You may request deletion of your personal information at any time by contacting us at hello@velvetskyrealm.com, subject to legal retention obligations.

5. Your Rights Under APPI and Other Laws

You have the following rights regarding your personal information: Right to Access: You may request access to the personal information we hold about you and receive a copy of that data in a portable format. Right to Correction: You may request correction or updating of inaccurate, incomplete, or outdated personal information. Right to Deletion (Right to Be Forgotten): You may request deletion of your personal information, subject to legal and contractual retention obligations. Right to Object: You may object to processing of your information for direct marketing purposes or other legitimate reasons. Right to Data Portability: You may request that we transfer your personal information to another service provider in a structured, commonly used, and machine-readable format. Right to Withdraw Consent: If processing is based on your consent, you may withdraw that consent at any time. To exercise any of these rights, please contact us at hello@velvetskyrealm.com or by phone at +81 6-6782-0005.

6. Cookies and Tracking Technologies

Our website uses cookies, web beacons, pixels, and similar tracking technologies to enhance your browsing experience, remember your preferences, and understand how visitors interact with our site. Essential Cookies: These are necessary for site functionality, security, and payment processing. Performance Cookies: These help us measure website performance, user engagement, and traffic patterns. Preference Cookies: These remember your settings and choices to personalize your experience. Marketing Cookies: These are used for targeted advertising and remarketing. You can control cookie preferences through your browser settings or our cookie consent banner. For details on our use of cookies, please see our Cookie Policy.

7. Third-Party Services and Data Sharing

Service Providers: We may share your personal information with carefully selected third-party service providers who assist us in operating our website, processing payments, fulfilling orders, sending communications, and analyzing data. These service providers are contractually obligated to maintain the confidentiality and security of your information. Payment Processors: We share payment information with our payment processors to process your transactions securely. Shipping Partners: We share delivery addresses with shipping carriers to fulfill your orders. Legal Requirements: We may disclose your information if required by law, court order, or government request. No Sale of Data: We do not sell, rent, or lease your personal information to third parties for marketing purposes.

8. International Data Transfers

Our website is hosted in Japan, and your personal information is primarily processed and stored within Japanese jurisdictions. If we transfer your information to other countries or regions, we ensure that appropriate legal mechanisms and safeguards are in place, such as standard contractual clauses or adequacy decisions, to protect your data in accordance with APPI and applicable international data protection laws. By using our website and providing your information, you consent to the processing and transfer of your data as described in this policy.

9. Children's Privacy

Our website and services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children under 18. If we become aware that we have collected personal information from a child under 18, we will promptly delete such information and take appropriate measures to prevent further collection. Parents or guardians who believe their child has provided information to us should contact us immediately at hello@velvetskyrealm.com.

10. Security Measures

We implement comprehensive technical, administrative, and physical security measures to protect your personal information from unauthorized access, alteration, disclosure, and destruction. Encryption: We use industry-standard SSL/TLS encryption to protect data transmitted between your browser and our servers. Access Controls: We restrict access to personal information to authorized employees and service providers on a need-to-know basis. Security Training: Our staff receive regular training on data protection and privacy practices. Incident Response: We maintain incident response procedures to detect, investigate, and respond to security breaches. However, no method of transmission over the Internet or electronic storage is completely secure, and we cannot guarantee absolute security. You are responsible for maintaining the confidentiality of your account credentials.

11. Policy Updates and Notification

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. Any material changes will be posted on this page with an updated “Last Updated” date. We encourage you to review this policy periodically to stay informed of how we protect your information. If we make significant changes that materially affect how we use your personal information, we will notify you via email at the address provided in your account or through a prominent notice on our website.

12. Contact Us and Data Protection Officer

Privacy Inquiries: If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us at: Email: hello@velvetskyrealm.com | Phone: +81 6-6782-0005 | Address: Takaida 22-18, Higashiosaka City, Tokyo 577-0053, Japan | Business Hours: Monday to Friday, 10:00 AM – 6:00 PM JST. Data Protection Inquiries: For data protection-related inquiries under the APPI, you may also contact our designated data protection officer. We will respond to all privacy requests within 30 days, or longer if permitted by applicable law.