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Privacy Policy

LPA Administrative Scrivener Office is dedicated to safeguarding personal data and applies rigorous standards to ensure its proper collection, use, and protection.

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This policy applies to all personal information that we collect through:

  • Our website and online contact forms

  • Email, telephone, and in-person communications

  • Documents provided by clients for administrative procedures

  • Any other means directly related to the services we provide

1.Scope

2. Categories of Personal Information We Collect

We may collect and store the following information where relevant to our services:

  • Name, address, telephone number, and email address

  • Date of birth, nationality, and identification information (passport, residence card, etc.)

  • Corporate information (company name, registration number, representative details)

  • Financial information necessary for filings or payments (e.g., bank account details)

  • Other information necessary to fulfill legal obligations or service requests

3. Purpose of Use

We will use personal information only for the following purposes:

  • Service Delivery: To perform administrative scrivener services (e.g., license applications, visa filings, document procurement)

  • Communication: To respond to inquiries, provide status updates, and share information necessary for procedures

  • Compliance: To meet legal obligations, including reporting and record-keeping requirements

  • Business Operations: For invoicing, payment, internal audits, and record management

  • Security & Improvement: To maintain secure systems and improve service quality

We will not use personal information beyond these purposes without obtaining prior consent, unless required or permitted by law.

4.Third-Party Disclosure

We may disclose personal information to the following parties, strictly limited to the scope necessary for performing our services or fulfilling legal obligations:

  • Other licensed Gyoseishoshi (Administrative Scriveners) engaged in collaborative work

  • Public authorities and government agencies, including but not limited to Immigration Bureau, Legal Affairs Bureau, tax offices, prefectural and municipal offices

  • LPA Foreign Law Corporation, LPA Law Corporation, and LPA Judicial Scrivener Office where specialized legal or judicial support is required

  • Professional service providers, including translators, couriers, IT vendors, and accountants, under strict confidentiality agreements

  • Any third party where disclosure is legally required or expressly authorized by the client

We ensure that all such parties handle personal information under adequate safeguards.

5.Cross-Border Transfers

In the course of providing our services, we may transfer personal information outside of Japan — including, where necessary, to France or other jurisdictions — in order to:

  • Submit applications or requests to French public authorities, banks, or other institutions

  • Coordinate with service providers or professional partners located in France

  • Fulfill any other task reasonably required to perform the requested service

We ensure that such transfers are conducted in compliance with the Act on the Protection of Personal Information (APPI) and, where applicable, relevant foreign data protection laws.
Transfers are carried out using secure methods, and we will obtain consent where legally required.

6. Data Retention & Security

We retain personal data only for as long as necessary to fulfill the purposes stated above, or as required by law.
We take appropriate organizational, technical, and physical measures to prevent unauthorized access, alteration, loss, or leakage, including:

  • Controlled office access and secure document storage

  • Encrypted communication where appropriate

  • Limited access to personal information on a need-to-know basis

  • Regular review of data-handling policies and staff training

7. Rights of Individuals

You have the right to:

  • Request disclosure of the personal information we hold about you

  • Request correction, addition, or deletion of personal data

  • Request suspension of use or deletion where data is no longer necessary

Requests can be made in writing or by email. We will verify your identity before acting on any request and respond in accordance with APPI requirements.

8. Breach Notification

In the event of any data breach, leakage, or unauthorized access, we will:

  • Promptly investigate the incident and take corrective action

  • Notify affected individuals where there is a risk of harm

  • Report to the Personal Information Protection Commission (PPC) if legally required

9. Policy Revisions

This Privacy Policy may be updated to reflect changes in laws, regulations, or operational practices.
The latest version will always be available on our website, with the revision date clearly stated

10. Contact Information

For questions, concerns, or requests regarding this Privacy Policy, please contact:

LPA Administrative Scrivener – Privacy Officer
Mina Ishikawa
📧 mishikawa@lpalaw.com
📍 HAT. Building, 7F, 6-3-20 Akasaka Minato-ku, 107-0052 Tokyo – Japan

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