1. Introduction
Crystalline Peak Haven ("we", "us", or "our") is committed to protecting and respecting your privacy. This policy sets out how we collect, use, store, and share personal information about you when you visit our website or purchase from our store.
2. Data We Collect
We collect personal information in the following ways:
- Information you provide directly: When you complete a contact form, schedule a boot fitting appointment, or make a purchase online, we collect your name, email address, phone number, postal address, and payment information.
- Transaction data: Details of products you purchase, order dates, delivery addresses, and payment method information (processed securely through third-party payment providers).
- Website usage data: Through cookies and analytics services, we collect information about how you interact with our website, including pages visited, time spent, and device type.
- Communication records: If you contact us via email or telephone, we may retain copies of your communications to respond to your enquiries and improve our service.
- Boot fitting records: Customers who use our fitting service will have their foot measurements, shoe size, and fit notes stored to provide consistent service on future visits.
3. How We Use Your Data
Your personal data is used for the following purposes:
- Order fulfillment: Processing your purchases, arranging payment, and coordinating delivery of products to your address.
- Customer service: Responding to your enquiries, managing appointments, providing boot fitting consultations, and resolving disputes or complaints.
- Marketing communications: Sending promotional emails about new products, seasonal collections, and special offers — only if you have opted in to receive these.
- Website improvement: Analysing website usage patterns to enhance user experience, troubleshoot technical issues, and develop new features.
- Legal compliance: Meeting tax, accounting, and other legal obligations under Japanese law.
- Fraud prevention: Detecting and preventing fraudulent transactions and other illegal activities.
4. Legal Basis for Processing
We process your personal data on the following legal grounds under the Act on Protection of Personal Information (APPI):
- Contract performance: Processing data necessary to fulfill your purchase orders and service agreements with us.
- Consent: When you opt in to receive marketing communications, we process your data based on your explicit consent.
- Legitimate interests: Improving our website, fraud prevention, and customer service enhancement serve our legitimate business interests.
- Legal obligations: Compliance with applicable tax, accounting, and commercial law in Japan.
5. Data Sharing
We do not sell, trade, or rent your personal information to third parties. However, we may share data with trusted partners in the following circumstances:
- Payment processors: Your payment information is shared securely with our payment service provider to process transactions.
- Shipping partners: Delivery address details are shared with courier companies (e.g., Japan Post, Yamato) to deliver your orders.
- Email service providers: If you subscribe to our newsletter, your email address is stored with our email marketing platform.
- Legal requirements: We may disclose personal data if required by law or court order.
6. Data Retention
We retain your personal data only for as long as necessary to fulfill the purposes outlined above:
- Purchase and order data are retained for up to 7 years for accounting and tax compliance.
- Boot fitting records are retained for 5 years to support future fitting appointments — you may request deletion at any time.
- Email newsletter subscriptions are retained until you unsubscribe.
- Website analytics data is retained for 26 months and then automatically deleted.
7. Your Rights
Under the APPI and where applicable, you have the right to:
- Access: Request access to the personal information we hold about you.
- Correction: Request that we correct or update inaccurate or incomplete information.
- Deletion: Request deletion of your personal data, subject to legal retention obligations.
- Opt-out: Unsubscribe from marketing communications at any time using the link in our emails or by contacting us directly.
- Data portability: Request a copy of your data in a portable format.
To exercise any of these rights, please contact us using the details provided at the end of this policy. We will respond to your request within 30 days.
8. Cookies
For information about how we use cookies, please see our Cookie Policy.
9. Contact Us
If you have any questions about this Privacy Policy, please contact us at: Crystalline Peak Haven, 2-11-3 Jingumae, Shibuya City, Tokyo 150-0001, Japan. Tel: +81 3-3735-5511.