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Legal

Privacy Policy

Last updated: 1 January 2026

Introduction

Brook Blend Field (“we”, “us”, “our”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you visit our website or engage our services. We comply with the Act on the Protection of Personal Information (APPI) and all applicable privacy regulations in Japan. If you have any questions about our privacy practices, please contact us immediately using the contact details provided at the end of this policy.

Data We Collect

We collect personal information in the following circumstances:

  • Contact Information: When you request a quotation or book a service, we collect your name, telephone number, email address, and residential or business address. This information is necessary to provide you with an accurate quote and to arrange your plumbing service.
  • Service Information: We record details about the plumbing work you request, the date and time of service, and any special instructions or access requirements. This information is processed to fulfil your service contract and to maintain records for warranty and maintenance purposes.
  • Payment Information: When you pay for our services, payment details are processed through our secure payment provider. We do not store credit card information directly; this is handled by PCI-DSS compliant third-party processors.
  • Technical Data: Our website automatically collects technical information including your IP address, browser type, operating system, pages visited, and duration of stay. This information helps us understand site usage and improve our digital services.
  • Marketing Communications: If you opt in to receive our newsletter or service reminders, we collect and maintain your contact information for this purpose. You may unsubscribe at any time.

The lawful basis for processing your personal information is the performance of our contract with you (provision of plumbing services), your express consent (for marketing communications), or our legitimate interests (improving our services and understanding customer needs).

How We Use Your Data

We process your personal information for the following purposes:

  • Service Delivery: To respond to your enquiries, provide written quotations for plumbing work, schedule appointments, dispatch technicians, and complete the service. We retain service records to honour our 12-month warranty guarantee.
  • Payment Processing: To invoice you for services rendered, process payments, and maintain accounting records as required by Japanese tax regulations (typically for seven years).
  • Communications: To send you appointment confirmations, service updates, warranty information, and follow-up communications related to the services you have requested.
  • Marketing (with Consent): Where you have opted in, we send periodic maintenance reminders, seasonal service notifications, and information about new services. You may withdraw this consent at any time by contacting us.
  • Website Improvement: We analyse website usage through aggregate analytics to identify service issues, improve user experience, and optimise our online booking system.
  • Compliance & Legal Obligations: We process personal data where required by law, court order, or regulatory authority in Japan or internationally.

Data Sharing

Brook Blend Field does not sell or commercially exploit your personal data. We share your information only in the following circumstances:

  • Service Providers: We engage third-party suppliers including payment processors, website hosting providers, and business software platforms. All such parties are bound by Data Processing Agreements and are prohibited from using your data for their own purposes.
  • Professional Advisers: We may disclose necessary information to our accountants, auditors, solicitors, and other professional advisers who assist us in running our business. These parties are bound by professional confidentiality obligations.
  • Regulatory Compliance: We will disclose personal data where required by Japanese law, regulation, court order, or legitimate law enforcement request. We will provide notice of such disclosure unless prohibited by law.
  • Business Transfer: In the event of a merger, acquisition, or sale of assets, your personal data may be transferred as part of that business transaction. We will provide notice and, where required by law, seek your consent.

We never sell, license, or commercially monetise your personal information to marketing companies, data brokers, or other third parties.

Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, or as required by applicable law. The following retention schedule applies:

  • Service Records & Invoices: 7 years (required by Japanese Corporate Tax Act and Bookkeeping Law for business records).
  • Warranty Information: 12 months following service completion (duration of our workmanship guarantee).
  • Marketing Communications Consent: Until you withdraw your consent or request deletion.
  • Website Analytics Data: Aggregated and anonymised after 12 months; individual IP logs deleted after 90 days.
  • Payment Information: Deleted after transaction completion and reconciliation, except where retention is required by law.

Upon expiry of the retention period, we securely delete or anonymise your personal data unless further retention is required by law. You may request earlier deletion of non-essential data by contacting us.

Your Rights

Under the Act on the Protection of Personal Information (APPI), you have the right to:

  • Request disclosure of the personal data we hold about you.
  • Request correction of inaccurate personal data.
  • Request deletion of personal data where we no longer have a lawful basis to hold it.
  • Withdraw consent for direct marketing communications at any time.

To exercise any of these rights, please contact us using the details in the section below.

Security

We implement comprehensive technical and organisational security measures to protect your personal data:

  • Encryption: Data transmitted between your browser and our website is encrypted using TLS 1.2 or higher (HTTPS). Sensitive data stored in our systems is encrypted at rest.
  • Access Controls: Only authorised employees with a legitimate business need have access to personal data. Staff undergo annual privacy and data protection training.
  • ISO 9001 Certification: Our quality management system is independently audited annually to verify compliance with information security best practices.
  • Payment Processing: All payment information is processed through PCI-DSS Level 1 compliant third-party processors. We do not store credit card numbers.
  • Incident Response: We maintain an incident response plan and will notify affected individuals and regulatory authorities within the timeframes required by the APPI in the event of a data breach.

However, no internet transmission or data storage system is 100% secure. While we maintain industry-standard protections, we cannot guarantee absolute security. We encourage you to use strong passwords and to contact us immediately if you suspect any unauthorised access to your account.

Contact Us

If you have any questions about this Privacy Policy or wish to exercise your rights, please contact us: