Privacy Policy – Hairmake Matching Inc.

Hairmake Matching Inc. (hereinafter referred to as “the Company”) complies with Japan’s Act on the Protection of Personal Information (hereinafter “the Personal Information Protection Act”) and other related laws, ordinances, and guidelines concerning the handling of personal information of customers who use the website “Hairmake Matching” (https://hairmakematching.jp, hereinafter “this Site”) operated by the Company and the various services provided through this Site (hereinafter “the Service”). The Company hereby establishes this Privacy Policy (hereinafter “this Policy”) and endeavors to protect personal information.

Article 1 (Definition of Personal Information)

In this Policy, “personal information” refers to “personal information” as defined in Article 2, Paragraph 1 of the Personal Information Protection Act, and means information about living individuals that can identify specific individuals by name, date of birth, address, telephone number, contact information, or other descriptions contained in such information, or that contains individual identification codes.

Article 2 (Method of Collecting Personal Information)

The Company collects personal information by appropriate and lawful means. The Company primarily collects personal information through the following methods:

Input into inquiry forms, quote request forms, application forms, and other forms on this Site
Direct contact by telephone, email, LINE, mail, or other means
Submission of registration information, resumes, portfolios, and other materials at the time of hair & makeup artist registration
Provision from business partners, outsourcing partners, group companies, and others (limited to those obtained through lawful procedures)
Automatic collection associated with the use of this Site (cookies, access logs, etc.)

Article 3 (Categories of Personal Information Collected)

The categories of personal information collected by the Company are as follows:

Name, phonetic name, company name, department name, title/position
Address, telephone number, fax number, email address, LINE ID, and other contact information
Gender, date of birth, age (only when necessary)
Information related to billing and payment (invoice delivery address, bank transfer account, etc.)
Inquiries, requests for the Service, and information related to contracts
Career history, qualifications, work experience, portfolios, service areas, and other information of registered hair & makeup artists
Usage history of this Site, access logs, IP addresses, cookie information, device information, browser information
Other information provided by customers to the Company

Article 4 (Purpose of Use of Personal Information)

The Company uses the collected personal information within the scope of the following purposes:

To provide, operate, maintain, and improve the Service
To arrange, match, coordinate on-site operations, and manage quality control of hair & makeup artists
To respond to inquiries, consultations, quote requests, and service requests
To conclude and perform contracts, process billing, and handle payment settlements
To verify identity and review registration qualifications and eligibility
To send important notices regarding the Service and notifications of changes to the Terms of Use, this Policy, and other policies
To provide information about campaigns, new services, and related information (including marketing purposes)
To analyze service usage and conduct research and development of new services and features
To conduct surveys and questionnaires
To detect and prevent unauthorized access, fraudulent use, nuisance behavior, and other threats, and to ensure the safe operation of the Service
To respond to conduct that violates the Terms of Use, laws and regulations, or this Policy
To respond to disclosure requests and other requests based on the Personal Information Protection Act and other laws and regulations
To respond to requests from laws, regulations, or public institutions
For purposes incidental to or related to the above purposes of use

When the Company changes the above purposes of use, it will do so within the scope reasonably recognized as having considerable relevance to the purposes of use before the change, and will publish the changed purposes of use on this Site.

Article 5 (Provision of Personal Information to Third Parties)

The Company will not provide personal information to third parties without obtaining prior consent from the customer, except in the following cases:

When based on laws and regulations
When necessary for the protection of life, body, or property of an individual and it is difficult to obtain the consent of the individual
When particularly necessary for improving public health or promoting the sound growth of children and it is difficult to obtain the consent of the individual
When it is necessary to cooperate with national government agencies, local governments, or persons entrusted by them in executing affairs prescribed by laws and regulations, and obtaining the consent of the individual may impede the execution of such affairs
When providing to academic research institutions and other entities in cases falling under Article 27, Paragraph 1, Items 5 through 7 of the Personal Information Protection Act
When sharing information with hair & makeup artists, on-site personnel, business partners, and others to the extent necessary for the provision of the Service
When providing personal information in connection with business succession due to merger, company split, business transfer, or other reasons
When providing by opt-out method after notifying or publicly announcing the following matters in advance and reporting to the Personal Information Protection Commission (excluding specially-cared-for personal information)

Article 6 (Outsourcing of Personal Information Handling)

The Company may outsource all or part of the handling of personal information to external parties to the extent necessary to achieve the purposes of use. Outsourcing partners may include hair & makeup artists, system development and operation companies, server providers, payment processing companies, delivery companies, certified public tax accountants, attorneys, and other professional service providers. When outsourcing, the Company selects business operators with sufficient levels of personal information protection, stipulates confidentiality obligations, restrictions on re-outsourcing, security control measures, and other necessary matters by contract, and provides appropriate supervision.

Article 7 (Joint Use)

The Company does not currently engage in joint use of personal information. Should the Company engage in joint use in the future, in accordance with the Personal Information Protection Act, the Company will notify the individual in advance or place in a state where the individual can easily know the fact of joint use, the categories of personal information to be jointly used, the scope of joint users, the purposes of use, and the name or title, address, and representative name of the person responsible for the management of the personal information.

Article 8 (Provision to Third Parties in Foreign Countries)

The Company may provide personal information to third parties in foreign countries only when necessary for business purposes and in compliance with laws and regulations. In such cases, in accordance with the provisions of the Personal Information Protection Act and related guidelines, the Company will provide the individual with necessary information such as the personal information protection system in the destination country and the measures taken by such third parties for the protection of personal information, and obtain the individual’s consent.

Article 9 (Security Control Measures)

The Company takes necessary and appropriate measures for security control to prevent leakage, loss, damage, and other security incidents involving personal information. The main security control measures are as follows:

Organizational security control measures: Establishment of internal regulations concerning personal information protection, appointment of responsible persons, inspection and auditing of handling status
Human security control measures: Regular training of employees on personal information protection, thorough enforcement of confidentiality obligations
Physical security control measures: Access control to areas where personal information is handled, theft prevention measures for equipment and recording media, disposal methods that prevent restoration upon disposal
Technical security control measures: Access control to information systems handling personal information, countermeasures against unauthorized access, introduction of antivirus software, encryption of communications using SSL/TLS and other technologies
Understanding of external environment: When handling personal information in foreign countries, security control measures are implemented after understanding the personal information protection systems of such countries

Article 10 (Requests for Disclosure, Correction, Suspension of Use, etc. of Retained Personal Data)

Customers may, in accordance with the provisions of the Personal Information Protection Act, request notification of the purpose of use, disclosure (including disclosure in the form of electromagnetic records), correction, addition or deletion of content, suspension of use, erasure, suspension of provision to third parties, and disclosure of records of provision to third parties of their retained personal data held by the Company. To make a request, please contact the inquiry desk specified in Article 13. After confirming that you are the individual or an authorized representative, the Company will respond within a reasonable period. Please note that if the Company is not obligated to disclose or otherwise respond under the Personal Information Protection Act or other laws and regulations, the Company may not be able to comply with your request. In such cases, the Company will notify you of such fact and the reason without delay. When making a request for disclosure or other actions, you may be required to bear the fees specified by the Company.

Article 11 (Use of Cookies, Access Analysis Tools, etc.)

This Site may use cookies and similar technologies for the purposes of improving customer convenience, understanding usage status, and improving services. Information collected through these technologies does not, as a general rule, include information that identifies individuals. The Company uses the following services:

Google Analytics: An access analysis service provided by Google LLC. Traffic data is collected using cookies. For details, please refer to Google’s Policies and Terms. Customers can disable data collection using the Google Analytics Opt-out Add-on or similar tools.
Google Search Console: A search traffic analysis service provided by Google LLC.

Customers can refuse to accept cookies through browser settings. However, in that case, some functions of this Site may not be available for normal use.

Article 12 (Encryption with SSL/TLS)

This Site has implemented SSL/TLS (encrypted communication) to protect customers’ personal information. As a result, data transmitted and received between your browser and the Company’s server is encrypted, preventing eavesdropping and tampering by third parties.

Article 13 (Inquiry Desk for Personal Information Protection)

For inquiries regarding this Policy, requests for disclosure of personal information, complaints, and consultations, please contact the following desk: Hairmake Matching Inc. Personal Information Protection Desk Inquiry Form: https://hairmakematching.jp/contact/

Article 14 (Amendments to this Policy)

The Company may amend this Policy from time to time due to revisions of laws and regulations, changes in the content of the Service, or other reasons. When this Policy is amended, the Company will post the amended Policy on this Site and specify its effective date. In the case of material changes, the Company will notify customers by posting on this Site or by other appropriate means. The amended Privacy Policy shall take effect from the time it is posted on this Site.

Article 15 (Governing Law and Jurisdiction)

The interpretation and application of this Policy shall be governed by the laws of Japan. Any disputes arising in connection with this Policy shall be subject to the exclusive jurisdiction of the court having jurisdiction over the location of the Company’s head office as the court of first instance.

Established: March 1, 2024 Last Revised: May 24, 2026 Hairmake Matching Inc.