Privacy Policy
Last Updated: March 2, 2026
1. INTRODUCTION
CAR IN JAPAN CO., LTD. (“Company,” “we,” “us,” or “our”) is committed to protecting the privacy and security of your personal information. As a global leader in the export of Japanese vehicles and automotive solutions, we understand that trust is the foundation of our international business relationships. This Privacy Policy outlines our practices regarding the collection, use, disclosure, retention, and protection of personal information obtained through our website located at carinjapan.com (the “Website”) and through our direct business communications.
We recognize that our users, including individual buyers, authorized dealers, fleet operators, government entities, and logistics partners, operate across diverse legal jurisdictions with varying data protection standards. Consequently, this policy has been drafted to align with rigorous international data protection principles, including but not limited to the General Data Protection Regulation (GDPR) of the European Union, the Act on the Protection of Personal Information (APPI) of Japan, and other applicable global frameworks.
By accessing this Website, submitting inquiries, engaging in transactions, or otherwise providing us with your personal information, you acknowledge that you have read, understood, and agree to the practices described in this Privacy Policy. If you do not agree with the terms set forth herein, please do not access the Website or provide us with any personal information.
Our commitment extends beyond mere compliance; we strive to maintain the highest standards of data stewardship to ensure that your information is handled with the utmost care, transparency, and integrity. This document serves as a comprehensive guide to how we manage your data throughout our business operations.
2. SCOPE OF THIS PRIVACY POLICY
This Privacy Policy applies to all individuals whose personal information is collected, processed, or stored by CAR IN JAPAN CO., LTD. in connection with our business activities. Specifically, this policy governs the data processing activities related to:
- Website Visitors: Individuals who browse, navigate, or interact with the features and content of carinjapan.com.
- Prospective Customers: Individuals or representatives of entities who submit inquiries, request quotations, or express interest in our vehicle inventory or export services.
- Registered Customers and Buyers: Individuals or corporate representatives who have entered into purchase agreements, secured financing, or completed transactions with the Company.
- Business Partners and Dealers: Representatives of authorized dealerships, fleet management companies, logistics providers, and other B2B partners within our global network.
- Job Applicants: Individuals who submit applications or resumes for employment opportunities with CAR IN JAPAN CO., LTD.
- Service Providers and Contractors: Individuals representing third-party vendors who interact with our systems for the purpose of delivering services to the Company.
This policy covers personal information collected through online channels (including the Website, email communications, and web forms) as well as offline interactions such as telephone conversations, physical meetings at our Tokyo headquarters, trade show engagements, and written correspondence.
It is important to note that this Privacy Policy does not apply to information collected by third parties through links embedded on our Website, nor does it apply to information processed by our business partners independently of our instructions. We encourage users to review the privacy policies of any third-party websites they visit via links from our platform.
3. INFORMATION WE COLLECT
To facilitate our global export operations, provide accurate quotations, ensure regulatory compliance, and deliver superior customer service, CAR IN JAPAN CO., LTD. collects various categories of personal information. The specific types of data collected depend on the nature of your interaction with us.
3.1 Personal Identification and Contact Information
When you register on our Website, submit an inquiry form, request a quotation, or communicate with our sales team, we may collect:
- Full legal name (individual or corporate representative).
- Job title and position within your organization.
- Email address (business and/or personal).
- Telephone and mobile numbers, including country codes.
- Physical mailing addresses (billing, shipping, and corporate headquarters).
- Country of residence and primary location of business operations.
- Fax numbers (where still utilized for official documentation).
3.2 Corporate and Business Entity Information
For B2B transactions and dealer partnerships, we collect information necessary to verify business legitimacy and creditworthiness:
- Company name and legal registration number.
- Tax identification numbers (e.g., VAT number, EIN, or local equivalent).
- Business license details and import/export codes.
- Bank account details and financial institution information for transaction processing.
- Details of authorized signatories and beneficial owners.
3.3 Transactional and Commercial Data
To execute vehicle exports and manage logistics, we process:
- Vehicle Identification Numbers (VINs) of purchased or interested vehicles.
- Purchase orders, invoices, pro-forma invoices, and contracts.
- Payment history and transaction records.
- Shipping instructions, port of discharge details, and consignee information.
- Insurance policy details and claims history.
- Correspondence related to order fulfillment, delays, or disputes.
3.4 Technical and Device Data
As you navigate the Website, our systems automatically collect certain technical information to ensure security and optimize performance:
- Internet Protocol (IP) address and domain name.
- Browser type, version, and language settings.
- Operating system and device type (desktop, tablet, mobile).
- Referring URL and exit pages.
- Date and time stamps of access.
- Clickstream data and pages viewed.
- Unique device identifiers.
3.5 Sensitive Information
In certain jurisdictions, to comply with anti-money laundering (AML) and Know Your Customer (KYC) regulations, we may require copies of government-issued identification documents (such as passports or national ID cards) or proof of address. We treat such documents with heightened security measures and process them strictly for verification and compliance purposes. We do not intentionally collect sensitive personal data (such as racial origin, political opinions, religious beliefs, or health data) unless explicitly required by law for a specific transaction and provided voluntarily by the user for that sole purpose.
4. HOW INFORMATION IS COLLECTED
CAR IN JAPAN CO., LTD. employs several methods to collect personal information, ensuring that data gathering is transparent and relevant to our business objectives.
4.1 Direct Collection from Users
The majority of personal information is provided directly by you through:
- Online Forms: Submission of data via “Request a Quotation,” “Contact Us,” “Dealer Application,” or newsletter subscription forms on the Website.
- Email Communication: Correspondence sent directly to our sales, support, or compliance email addresses.
- Telephonic Interactions: Information shared during phone calls with our sales representatives or customer support teams, which may be recorded for quality assurance and training purposes where permitted by law.
- Physical Documentation: Submission of hard copy documents, contracts, or identification files via mail, courier, or in-person delivery to our offices.
- Account Registration: Creation of user accounts on our client portal to track orders and access documents.
4.2 Automated Collection Technologies
As you interact with the Website, we utilize automated technologies to collect technical data:
- Cookies: Small text files stored on your device to remember preferences and analyze traffic (see Section 7 for details).
- Web Beacons and Pixels: Electronic images used to track email open rates and website navigation patterns.
- Server Logs: Automatic recording of server requests made by your browser.
4.3 Collection from Third Parties
In limited circumstances, we may receive personal information from trusted third-party sources to verify data accuracy or enhance our service delivery:
- Publicly Available Sources: Business registries, government databases, and public directories to verify corporate entities.
- Logistics and Shipping Partners: Updates on shipment status and consignee details provided by freight forwarders.
- Credit Reference Agencies: Financial data to assess creditworthiness for trade credit applications.
- Referral Partners: Information provided by authorized agents or partners who refer potential clients to us, subject to their confirmation that they have obtained your consent.
5. HOW WE USE PERSONAL INFORMATION
CAR IN JAPAN CO., LTD. processes personal information solely for specified, explicit, and legitimate purposes. We do not sell, rent, or lease your personal information to third parties for their marketing purposes. Our primary uses of your data include:
5.1 Service Delivery and Contract Fulfillment
- To process and fulfill your orders for vehicles and automotive parts.
- To prepare and issue quotations, pro-forma invoices, and final commercial invoices.
- To arrange logistics, shipping, insurance, and customs clearance documentation.
- To facilitate payment processing and verify financial transactions.
- To transfer vehicle ownership titles and registration documents as required.
5.2 Communication and Customer Support
- To respond to your inquiries, requests for information, and complaints.
- To provide updates on order status, shipment tracking, and delivery estimates.
- To notify you of important service announcements, security alerts, or administrative changes.
- To conduct customer satisfaction surveys and gather feedback to improve our services.
5.3 Business Operations and Improvement
- To analyze website usage trends and user behavior to enhance website functionality and user experience.
- To troubleshoot technical issues and maintain the security and integrity of our IT systems.
- To develop new products, services, and market strategies based on aggregated data insights.
- To manage our relationship with dealers and partners, including performance monitoring and contract administration.
5.4 Legal and Regulatory Compliance
- To comply with applicable laws, regulations, court orders, and governmental requests in Japan and international jurisdictions.
- To perform Know Your Customer (KYC), Anti-Money Laundering (AML), and Counter-Terrorism Financing (CTF) checks as required by international trade laws.
- To detect, prevent, and investigate fraud, security breaches, or illegal activities.
- To enforce our Terms of Service and protect the rights, property, and safety of CAR IN JAPAN CO., LTD., our customers, and others.
5.5 Marketing and Promotions (With Consent)
- To send newsletters, industry reports, and updates on new vehicle inventory to subscribers who have opted in.
- To inform you about upcoming trade shows, exhibitions, or promotional campaigns relevant to your region.
- You may opt out of marketing communications at any time by following the unsubscribe instructions included in each communication or by contacting us directly.
6. LEGAL BASIS FOR PROCESSING INFORMATION
For users in jurisdictions requiring a defined legal basis for data processing (such as the European Economic Area under the GDPR), CAR IN JAPAN CO., LTD. relies on the following legal grounds:
6.1 Performance of a Contract
Processing is necessary to perform the contract you have entered into with us (e.g., a vehicle purchase agreement) or to take steps at your request prior to entering into a contract (e.g., providing a quotation). This includes processing your contact details, shipping information, and payment data to fulfill your order.
6.2 Legal Obligation
Processing is necessary for compliance with a legal obligation to which the Company is subject. This includes retaining financial records for tax purposes, conducting KYC/AML checks mandated by international trade regulations, and responding to lawful requests from public authorities.
6.3 Legitimate Interests
Processing is necessary for the purposes of the legitimate interests pursued by CAR IN JAPAN CO., LTD. or a third party, provided these interests are not overridden by your fundamental rights and freedoms. Our legitimate interests include:
- Ensuring the security of our network and information systems.
- Preventing fraud and enhancing cybersecurity.
- Improving our products, services, and website functionality.
- Managing our business relationships and conducting internal administrative tasks.
- Marketing our services to existing customers where permissible under local law.
6.4 Consent
Processing is based on your explicit consent. This typically applies to:
- Sending direct marketing communications (newsletters, promotional offers).
- Collecting certain types of non-essential cookies.
- Processing sensitive personal data where no other legal basis applies. You have the right to withdraw your consent at any time. Withdrawal of consent does not affect the lawfulness of processing based on consent before its withdrawal.
7. COOKIES AND TRACKING TECHNOLOGIES
CAR IN JAPAN CO., LTD. uses cookies and similar tracking technologies to enhance your browsing experience, analyze site traffic, and personalize content.
7.1 Types of Cookies We Use
- Strictly Necessary Cookies: These are essential for the Website to function properly. They enable basic functions like page navigation, secure access to protected areas, and shopping cart functionality. Without these cookies, the Website cannot operate correctly.
- Performance and Analytics Cookies: These collect anonymous information about how visitors use the Website (e.g., which pages are visited most often). This data helps us improve the way our Website works.
- Functionality Cookies: These allow the Website to remember choices you make (such as your language preference or region) to provide enhanced, more personalized features.
- Targeting and Advertising Cookies: These may be used to deliver advertisements relevant to you and your interests. They are also used to limit the number of times you see an advertisement and help measure the effectiveness of advertising campaigns.
7.2 Management of Cookies
Most web browsers allow you to control cookies through their settings. You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. Please note that if you disable or refuse cookies, some parts of the Website may become inaccessible or not function properly.
We do not currently respond to “Do Not Track” signals from browsers, as there is no uniform standard for such signals. However, you can manage your cookie preferences via your browser settings or third-party opt-out tools.
8. THIRD-PARTY SERVICES AND DATA SHARING
CAR IN JAPAN CO., LTD. does not sell your personal information. However, to operate our global business effectively, we may share your personal information with selected third-party service providers who assist us in our operations. These parties are contractually obligated to protect your data and use it only for the specific purposes we define.
8.1 Categories of Third-Party Recipients
- Logistics and Freight Forwarders: To arrange the transportation, loading, and shipping of vehicles to your destination port. This includes sharing consignee details, vehicle VINs, and contact information.
- Customs Brokers and Regulatory Authorities: To facilitate customs clearance, export licensing, and compliance with import/export regulations in Japan and the destination country.
- Payment Processors and Financial Institutions: To process payments, verify funds, and manage letters of credit or bank transfers.
- Insurance Providers: To arrange marine cargo insurance and vehicle coverage during transit.
- IT and Hosting Service Providers: To host our Website, manage our databases, and provide cloud storage solutions.
- Analytics and Marketing Partners: To analyze website traffic and manage digital advertising campaigns (subject to your consent where required).
- Legal and Professional Advisors: To obtain legal advice, audit our practices, or handle dispute resolution.
8.2 Data Sharing Constraints
All third-party service providers are bound by strict confidentiality agreements and data processing agreements that prohibit them from using your personal information for any purpose other than providing the agreed-upon services. They are required to implement appropriate security measures to protect your data.
In the event of a merger, acquisition, reorganization, bankruptcy, or sale of assets, personal information may be transferred to the successor entity as part of the transaction, subject to applicable laws and continued protection under a privacy policy substantially similar to this one.
9. INTERNATIONAL DATA TRANSFERS
CAR IN JAPAN CO., LTD. operates as a global exporter, serving clients in Africa, the Middle East, Asia, Europe, Latin America, North America, and Oceania. Consequently, your personal information may be transferred to, stored, and processed in countries other than your country of residence.
9.1 Cross-Border Transfer Mechanisms
Your data may be transferred to Japan (our headquarters) and to other jurisdictions where our service providers or partners are located. Some of these countries may have data protection laws that differ from those of your country.
To ensure your personal information remains protected during international transfers, we implement appropriate safeguards in accordance with applicable laws:
- Standard Contractual Clauses (SCCs): We utilize EU-approved Standard Contractual Clauses for transfers from the European Economic Area to countries without an adequacy decision.
- Binding Corporate Rules: Where applicable, we adhere to internal global data protection policies.
- Adequacy Decisions: We rely on adequacy decisions issued by relevant regulatory bodies for transfers to countries deemed to provide adequate data protection.
- Contractual Obligations: We include specific data protection clauses in our contracts with third-party recipients to ensure they maintain a level of protection equivalent to that required by applicable laws.
By using our Website and providing your personal information, you expressly consent to the transfer of your data to Japan and other countries as described in this section for the purposes outlined in this Privacy Policy.
10. DATA SECURITY
CAR IN JAPAN CO., LTD. prioritizes the security of your personal information. We have implemented comprehensive administrative, technical, and physical safeguards designed to protect your data against unauthorized access, alteration, disclosure, destruction, or loss.
10.1 Security Measures
- Encryption: We use Secure Socket Layer (SSL) encryption technology to protect data transmitted between your browser and our servers, particularly for sensitive information like login credentials and payment details.
- Access Controls: Access to personal information is restricted to authorized employees, contractors, and agents who need to know that information to perform their job duties. These individuals are bound by strict confidentiality obligations.
- Network Security: We employ firewalls, intrusion detection systems, and regular security audits to protect our network infrastructure from cyber threats.
- Data Minimization: We collect only the data necessary for specific purposes and retain it only for as long as necessary.
- Physical Security: Our physical facilities and servers are secured with controlled access systems and surveillance.
10.2 Limitation of Liability
While we strive to use commercially acceptable means to protect your personal information, please be aware that no method of transmission over the Internet or method of electronic storage is 100% secure. While we cannot guarantee absolute security, we promptly notify affected individuals and relevant authorities in the event of a data breach as required by applicable law.
11. DATA RETENTION
CAR IN JAPAN CO., LTD. retains personal information only for as long as necessary to fulfill the purposes for which it was collected, or as required by applicable laws and regulations.
11.1 Retention Criteria
Our retention periods are determined based on:
- The duration of our business relationship with you.
- Legal and regulatory requirements (e.g., tax laws, accounting standards, export control regulations) which may mandate retaining records for specific periods (typically ranging from 5 to 10 years).
- Statutes of limitations for potential legal claims.
- Historical and archival purposes where anonymized data is used.
11.2 Disposal of Data
Once the retention period expires, or if the data is no longer needed for any legitimate business or legal purpose, we will securely delete or anonymize your personal information. Digital files are permanently erased using secure deletion protocols, and physical documents are shredded or incinerated.
12. USER RIGHTS AND DATA ACCESS
Depending on your jurisdiction, you may have certain rights regarding your personal information. CAR IN JAPAN CO., LTD. is committed to facilitating the exercise of these rights in accordance with applicable laws.
12.1 Your Rights
- Right to Access: You have the right to request a copy of the personal information we hold about you.
- Right to Rectification: You have the right to request correction of inaccurate or incomplete personal information.
- Right to Erasure (“Right to be Forgotten”): Under certain conditions, you may request the deletion of your personal information, subject to legal retention requirements.
- Right to Restrict Processing: You may request that we restrict the processing of your data under specific circumstances (e.g., while accuracy is being verified).
- Right to Data Portability: Where applicable, you have the right to receive your data in a structured, commonly used, and machine-readable format and to transmit it to another controller.
- Right to Object: You have the right to object to the processing of your personal data for direct marketing purposes or based on legitimate interests.
- Right to Withdraw Consent: Where processing is based on consent, you may withdraw it at any time.
12.2 How to Exercise Your Rights
To exercise any of these rights, please submit a written request to our Data Protection Officer or Privacy Team at sales@carinjapan.com. To protect your privacy and security, we may require you to verify your identity before fulfilling your request. We will respond to all legitimate requests within the timeframe prescribed by applicable law (typically within 30 days).
We reserve the right to charge a reasonable fee or refuse a request if it is manifestly unfounded, excessive, or repetitive.
13. THIRD-PARTY LINKS
The CAR IN JAPAN Website may contain links to third-party websites, applications, or services (e.g., shipping line trackers, manufacturer sites, payment gateways, or social media platforms). These links are provided for your convenience and informational purposes only.
CAR IN JAPAN CO., LTD. does not control, endorse, or assume responsibility for the content, privacy policies, or practices of any third-party websites. Once you leave our Website, we encourage you to read the privacy policy of every website you visit. This Privacy Policy applies solely to information collected by CAR IN JAPAN CO., LTD.
14. CHILDREN’S PRIVACY
Our Website and services are intended for a general audience and are not directed at individuals under the age of 18 (or the age of majority in your jurisdiction). CAR IN JAPAN CO., LTD. does not knowingly collect personal information from children.
If we become aware that we have inadvertently collected personal information from a child without parental consent, we will take immediate steps to delete such information from our servers. If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately so we can take appropriate action.
15. CHANGES TO THIS PRIVACY POLICY
CAR IN JAPAN CO., LTD. reserves the right to update, amend, or modify this Privacy Policy at any time to reflect changes in our business practices, legal requirements, or technological developments.
15.1 Notification of Changes
When we make material changes to this Privacy Policy, we will post the updated policy on the Website with a revised “Last Updated” date. For significant changes affecting your rights, we may also provide additional notice via email or a prominent notice on our homepage.
15.2 Continued Use
Your continued use of the Website and our services after the posting of changes constitutes your acceptance of the revised Privacy Policy. We encourage you to review this policy periodically to stay informed about how we are protecting your information.
16. COMPLIANCE WITH INTERNATIONAL REGULATIONS
CAR IN JAPAN CO., LTD. strives to comply with major global data protection frameworks to ensure the highest level of protection for our international clientele.
- General Data Protection Regulation (GDPR): For users in the European Economic Area (EEA), we adhere to the principles of lawfulness, fairness, transparency, purpose limitation, data minimization, accuracy, storage limitation, integrity, and confidentiality.
- Act on the Protection of Personal Information (APPI): As a Japanese entity, we strictly comply with Japan’s APPI, overseen by the Personal Information Protection Commission (PPC).
- California Consumer Privacy Act (CCPA)/CPRA: For California residents, we respect rights regarding knowledge, deletion, and opt-out of the sale/sharing of personal information.
- Other Jurisdictions: We monitor and adapt our practices to comply with emerging data protection laws in other regions where we operate, including Brazil (LGPD), Canada (PIPEDA), and others.
In the event of a conflict between this policy and mandatory local laws, the provisions of the local laws shall prevail to the extent of the conflict.
17. CONTACT INFORMATION
If you have any questions, concerns, comments, or requests regarding this Privacy Policy, our data practices, or if you wish to exercise your data protection rights, please do not hesitate to contact our Privacy Team.
Company Name: CAR IN JAPAN CO., LTD. Headquarters Address: 289-1099, Harumi Ofuisutaway (24-kai), Chuo-ku, Tokyo, Japan Website: https://carinjapan.com Email for Privacy Inquiries: sales@carinjapan.com Subject Line Recommendation: Please use “Privacy Policy Inquiry” or “Data Protection Request” in your email subject line to ensure prompt handling.
We are committed to resolving any complaints about our collection or use of your personal information. If you feel that your concern has not been adequately addressed, you may have the right to lodge a complaint with the relevant data protection authority in your jurisdiction.