Privacy Policy

Excellence Co., Ltd.

Effective date 16 September 2026

Excellence Co., Ltd. (“Excellence”, “we”, “us” or “our”) respects your privacy and handles personal information responsibly. This Privacy Policy explains how we collect, use, disclose, retain and protect personal information when you visit excellencejapan.com, contact us, submit a business or partnership inquiry, provide an attachment, or otherwise communicate with us.

This Policy is intended to comply with Japan’s Act on the Protection of Personal Information (APPI) and other privacy laws that apply to our activities. Additional rights may apply depending on where you live.

1- Company responsible for your information

The business responsible for the handling of personal information covered by this Policy is:

2- Scope of this Policy

This Policy applies to personal information handled through our website and related business communications. It does not govern the independent privacy practices of third-party websites, platforms, certification bodies, logistics providers, distributors or other organizations that may be linked from our website or involved in a separate business relationship with you.

Our website is a business information and inquiry website. It does not currently provide public commenting, customer accounts, online purchasing or online payment processing.

3- Personal information we collect

Information you provide: We may collect information that you choose to provide through the Contact form, Partner With Us form, email, telephone, meetings or other communications, including:

Your name and professional title;
Company, organization or business affiliation;
Email address, telephone number and country or region;
The type and content of your inquiry;
Business type, products of interest, proposed products and partnership information;
Messages, correspondence and records of communications;
Documents, photographs or other files that you voluntarily upload or send; and
Any other information you choose to provide to us.

Information collected automatically

When you use the website, our server, hosting provider and security or analytics tools may automatically collect limited technical information, including:

IP address and approximate location derived from it;
browser type, device type, operating system and language settings;
date and time of access, pages viewed, referring page and links used;
cookie identifiers and similar technical data; and
security, diagnostic and error-log information.

We do not ask you to provide government identification numbers, payment-card details, health information or other sensitive information through the website. Please do not include sensitive or confidential personal information in a message or attachment unless we specifically request it and there is a lawful reason to provide it.

4- How we use personal information

We may use personal information for the following purposes:

to receive, review and respond to inquiries;
to communicate about products, services, certification, production, sourcing, distribution, logistics or partnerships;
to assess potential suppliers, manufacturers, farms, factories, slaughterhouses, products, distributors and other business partners;
to prepare for, enter into and manage business relationships, contracts and transactions;
to coordinate with kosher authorities, regulatory authorities, professional advisers and operational partners where relevant;
to operate, maintain, secure, troubleshoot and improve the website;
to prevent fraud, misuse, security incidents and unlawful activity;
to maintain appropriate business, compliance and communication records;
to comply with applicable laws, regulations, court orders and lawful requests;
to establish, exercise or defend legal claims; and
for another purpose that we explain when collecting the information, or for which you give consent.

We will not use personal information in a manner that is incompatible with the stated purposes unless permitted or required by applicable law.

5- Legal bases for processing

Under the APPI, we handle personal information within identified purposes and in accordance with applicable requirements. Where the laws of the European Economic Area, United Kingdom or another jurisdiction require a specific legal basis, we generally rely on one or more of the following:

your consent, where we request it;
steps requested by you before entering into a contract, or performance of a contract;
our legitimate interests in responding to business inquiries, developing partnerships, operating and protecting the website, and managing our business, provided those interests are not overridden by your rights; and
compliance with a legal obligation or protection of legal rights.

You may withdraw consent at any time where processing is based on consent. Withdrawal does not affect processing that occurred lawfully before withdrawal.

6- Cookies and similar technologies

The website may use cookies and similar technologies that are necessary for basic operation, security, form functionality, user preferences and performance measurement. Cookies are small files stored on or accessed from your device.

We may use the following categories:

Essential cookies, which support security, page delivery, forms and core website functions;
Preference cookies, which remember choices where such features are enabled; and
Analytics cookies, which help us understand aggregated website use and improve performance where such tools are enabled.

Where required by law, non-essential cookies will be used only after you provide consent. You may control cookies through any cookie-preference tool made available on the website and through your browser settings. Blocking some cookies may affect website functionality.

We do not use cookies associated with public comments, user accounts or online shopping because those functions are not currently offered on the website.

7- How we disclose personal information

We do not sell personal information. We may disclose personal information only as reasonably necessary for the purposes described in this Policy, including to:

website hosting, maintenance, security, email, cloud-storage, communications and information-technology providers acting for us;
professional advisers, including lawyers, accountants, auditors and consultants;
kosher certification bodies, rabbinical authorities, regulatory authorities, inspection bodies and other specialists where relevant to an inquiry or project;
producers, manufacturers, farms, factories, slaughterhouses, logistics providers, customs agents, importers, distributors, retailers and other prospective or existing business partners, when necessary to evaluate or perform a requested business activity;
government authorities, courts, law-enforcement bodies or regulators when required or permitted by law;
a purchaser, successor or relevant adviser in connection with a proposed or completed merger, acquisition, reorganization, financing or transfer of all or part of our business or assets; and
another party when you direct us to disclose the information or give consent.

Where required, we use contracts or other safeguards designed to require service providers and recipients to protect personal information and use it only for authorized purposes.

8- International transfers

Excellence is based in Japan and works with international markets. Personal information may therefore be processed in Japan and, where necessary for the relevant inquiry or business activity, transferred to service providers or business partners in other countries.

Privacy laws in a destination country may differ from those in your country. When applicable law requires safeguards for an international transfer, we will use an approved transfer mechanism, contractual protection, consent or another lawful basis. You may contact us for information about safeguards relevant to your personal information, subject to legal and confidentiality limitations.

9- File attachments

If you upload or send a file, you are responsible for ensuring that you have the right to provide its contents and that it does not contain unnecessary personal information. We may scan files for malware, limit access, share them with relevant personnel or professional partners for the purpose of your inquiry, and delete them when they are no longer needed.

Please do not submit passport copies, national identification numbers, financial account details, medical records, criminal-history information or other highly sensitive material unless we specifically request it through an appropriate secure method.

10- Retention of personal information

We retain personal information only for as long as reasonably necessary for the purposes described in this Policy, including to respond to inquiries, manage relationships, satisfy legal and accounting obligations, resolve disputes and enforce agreements. Retention periods vary according to the nature of the information and the relationship.

Category	Typical retention approach
General inquiries	Normally up to three years after the inquiry is closed, unless a longer period is justified.
Unsuccessful partnership proposals	Normally up to three years after the final communication.
Active business relationships	For the relationship and normally up to seven years afterward, or longer where required by law or a contractual or legal claim.
Uploaded attachments	Only as long as required to assess or manage the inquiry, unless incorporated into an ongoing business record.
Security and technical logs	Normally up to twelve months, unless needed longer to investigate an incident or comply with law.
Consent and request records	For as long as needed to demonstrate compliance and address related legal claims.

When information is no longer required, we will delete, anonymize or securely dispose of it, subject to legal and technical limitations.

11- Security safeguards

We implement reasonable organizational, personnel, physical and technical safeguards appropriate to the nature of the personal information and associated risks. These may include access controls, account and password management, limited personnel access, secure hosting and transmission measures, backups, malware protection, service-provider oversight and procedures for responding to security incidents.

No internet transmission or storage method is completely secure. We therefore cannot guarantee absolute security. If we become aware of a personal-data breach, we will investigate and provide notices to affected individuals and authorities when required by applicable law.

12- Your privacy rights

Subject to applicable law and exceptions, you may have the right to request:

confirmation of whether we hold personal information about you and access to that information;
information about the purposes of use and relevant disclosures;
correction, addition or deletion of inaccurate or incomplete information;
cessation of use, deletion or cessation of third-party provision in circumstances provided by law;
withdrawal of consent where processing is based on consent;
restriction of or objection to certain processing;
data portability where applicable; and
information concerning certain records of third-party provision where applicable.

To exercise a right, contact us at info@ex-jp.com and describe your request. We may ask for information reasonably necessary to verify your identity and authority. We will respond within the period and in the manner required by applicable law. Some rights are not absolute, and we may refuse or limit a request where permitted by law, including to protect another person’s rights, confidential information or legal claims.

If you are in the European Economic Area or United Kingdom, you may also lodge a complaint with the data-protection authority in the country where you live or work, or where you believe an infringement occurred. Individuals in Japan may contact Japan’s Personal Information Protection Commission for information about the APPI.

13- Direct marketing

We may send business communications where permitted by law and relevant to an existing or prospective business relationship. You may ask us to stop marketing communications at any time by using an unsubscribe method included in the message, if available, or by contacting info@ex-jp.com. We may continue to send non-marketing communications required to manage an inquiry, relationship or legal obligation.

14- Children

The website is intended for business and professional users and is not directed to children under 16. We do not knowingly collect personal information from children through the website. If you believe a child has provided personal information to us, please contact us so that we can review and, where appropriate, delete it.

15- Third party links and services

The website may contain links to third-party websites or services. Those third parties operate independently and their privacy policies apply to their collection and use of information. We encourage you to review the privacy information of any third party you visit or engage with.

16- Changes to this Policy

We may update this Privacy Policy to reflect changes in our website, business practices, service providers or legal obligations. We will post the revised Policy on this page and change the effective date. If a change materially affects how we use personal information already collected, we will provide additional notice or obtain consent where required by law.

17- Contact and privacy requests

For questions, complaints or requests concerning this Privacy Policy or our handling of personal information, contact:

Please do not send sensitive identification documents with an initial request. If identity verification is necessary, we will explain what is required and how to provide it.