How we handle personal information

Kaneko Hidetaka Administrative Scrivener Office（金子英隆行政書士事務所） ("we" or "the Office") handles the personal information of everyone who consults or instructs us appropriately, in accordance with Japan's Act on the Protection of Personal Information (APPI) and related laws, and our duty of confidentiality as administrative scriveners (Article 12 of the Administrative Scriveners Act). The Japanese version of this policy prevails; this is a translation.

1. Business operator

Name: Kaneko Hidetaka Administrative Scrivener Office（金子英隆行政書士事務所）
Address: Dai-8 Higashi Bldg. 308, 18-12 Shinmachi, Chuo-ku, Chiba-shi, Chiba 260-0028 JAPAN
Representative: Hidetaka Kaneko, Administrative Scrivener

2. Information we collect

Your name, nationality, contact details, the content of your enquiry and similar information you send us through the contact form, phone, email, LINE or WeChat
Documents you entrust to us when instructing us (residence card, passport, certificate of residence, company registration certificate, financial statements, etc.) and the information in them
Information about your use of this website (collected by cookie-based analytics; see "6. Analytics" below)

3. Purposes of use

Answering your enquiry, arranging meetings and other communication
Carrying out the work you instruct us to do (preparing documents for public authorities, filing applications on your behalf, acting as your agent, etc.)
Working with partner professionals (labour and social security attorneys, tax accountants, lawyers, etc.) to the extent the work requires
Invoicing fees and expenses and confirming payment
Notices related to the procedures you instructed us on (for example, reminders of when your period of stay needs renewing)
Improving this website and analysing how it is used

If we need to use personal information beyond these purposes, we will ask for your consent first.

4. Provision to third parties

Except where the law allows, we do not provide personal data to third parties without your consent (APPI Article 27(1)).

Submitting documents to the Immigration Services Agency, prefectural governments, the Ministry of Land, Infrastructure, Transport and Tourism and other authorities is the very work you instruct us to do, and we do it with your knowledge.
When we work with a partner professional, we ask for your consent beforehand.

We also have an office in Shenyang, China. Depending on the matter, in very rare cases we may pass your information to our Shenyang office. Before providing personal data to an office or business outside Japan, we will tell you about the personal information protection system of that country and ask for your consent (APPI Article 28).

5. Outsourcing

We may outsource part of our work, such as data storage. In that case we choose contractors who handle personal data appropriately and supervise them as required (APPI Article 25). We use cloud services such as Microsoft 365 to store documents and data.

6. Analytics (Google Analytics)

This website uses Google Analytics, provided by Google LLC. Google Analytics uses cookies to collect information such as the pages you view, when you view them, and the type of device and browser you use. This information does not include your name or other information that identifies you personally.

The information collected is managed under Google's privacy policy. For details, see "How Google uses information from sites or apps that use our services". You can disable cookies in your browser settings, or stop collection with the "Google Analytics Opt-out Browser Add-on".

7. Contact form

Our contact form uses Microsoft Forms. What you enter is stored in our Microsoft 365 environment and is seen only by our staff.

8. Security measures

To prevent leaks, loss or damage of personal data, we take the following measures (APPI Article 23; Article 10(1) of the Enforcement Order).

Organisational: the Representative is responsible for managing personal information, and only designated staff handle personal data.
Human: staff are bound by confidentiality and instructed on how to handle personal data.
Physical: documents entrusted to us are kept inside the office, which only our staff may enter.
Technical: work devices and cloud services are protected by passwords and other access controls.

9. Requests for disclosure and other actions

If you ask us to notify you of the purposes of use of retained personal data, or to disclose, correct, add to, delete, stop using, erase, or stop providing to third parties your retained personal data, we will confirm your identity and respond without delay in accordance with the law (APPI Articles 32–35). Please contact us at the address below. There is no fee.

10. Contact

For questions, consultations or complaints about how we handle personal information, please contact:

Contact: Kaneko Hidetaka Administrative Scrivener Office（金子英隆行政書士事務所）, Personal Information Enquiries
Address: Dai-8 Higashi Bldg. 308, 18-12 Shinmachi, Chuo-ku, Chiba-shi, Chiba 260-0028 JAPAN
Phone: 043-400-3399 (10:00–19:00 JST)
Email: office@kaneko-office.biz

11. Changes

We may revise this policy, for example when laws change. A revised policy applies from the time it is posted on this page.

Established: October 11, 2026