WHAT INFORMATION DO WE COLLECT AND HOW IS IT USED?
Japanese Food Guide (the “Office” or “We/Our”) and our trusted partners acting on our behalf, use your personal data:
- to provide services to you
- to help us verify your identity
- for crime and fraud protection, detection and related purposes
- with your agreement, to contact you electronically about promotional offers and services that we think may interest you
- for market research purposes – to better understand your needs
- to enable us to manage customer service interactions with you; and
- where we have a legal right or duty to use or disclose your information (for example in relation to an investigation by a public authority or in a legal dispute.)
Newsletter and Marketing
On the Website, you may subscribe to our newsletter, which may be used for advertising purposes. All newsletters sent may contain tracking pixels as part of the service provided to us by our email list provider (MailerLite). The pixel is embedded in emails and allows an analysis of the success of online marketing campaigns. Because of these tracking pixels, we may see if and when you open an email and which links within the email you click. This allows us to adapt the Website content of future newsletters to the interests of the user. This behaviour of yours will not be passed on to third parties however your behaviour may be tracked and shared by the email service provider.
Information You Voluntarily Submit to the Website
We may collect personal information from you and may use that personal data for electronic marketing purposes. We may collect the following information about you:
- your name, age/date of birth and identified gender
- your contact details: postal address, telephone number and e-mail address
- services purchased by you and your payment details
- your on-line browsing activities on this Website
- your communication and marketing preferences
- your interests, preferences, feedback and survey responses
- your location
- your correspondence and communications with us; and
- other publicly available data, including as mentioned elsewhere in this Policy or which you have shared via a public forum such as a Twitter feed, LinkedIn Page, or public-Facebook Page or other social media.
For example, you may voluntarily submit information to the Website by leaving a comment, subscribing to our newsletter, or submitting a contact form.
Your email address will never be shared or displayed publicly. Email addresses are only stored for the purposes of responding to comments, email inquiries, or for sending an email newsletter, to which you have voluntarily and affirmatively opted-in to receive. If you respond to or send us an email directly, we may also see your name, profile picture, email signature, and any other information you have attached to your email account, in the same way as any other email correspondence.
You may opt-out of receiving promotional communications from us at any time by changing your marketing preferences via email to [email protected], or making use of the simple “unsubscribe” link in the emails sent to you.
We automatically collect certain information about you and the device with which you access the Website. For example, when you use the Website, we may log your IP address, operating system type, browser type, referring website, pages you viewed, and the dates/times when you accessed the Website. We may also collect information about actions you take when using the Website, such as links clicked.
HOW YOUR INFORMATION MAY BE USED
We may use the information collected in the following ways:
- To operate and maintain the Website
- To send you promotional information, such as newsletters. Each email promotion will provide information on how to opt-out of future mailings
- To send you administrative communications, such as administrative emails, confirmation emails, technical notices, updates on policies, or security alerts
- To respond to your comments or inquiries
- To provide you with user support
- To track and measure advertising on the Website
- To protect, investigate, and deter against unauthorized or illegal activity.
SHARING DATA WITH THIRD-PARTIES
A. General service providers and suppliers
In order to make certain services available to you we may need to share your personal data with some of our service partners. These include administration or back office support personnel, IT support personnel, accountants or our other trusted partners. We only allow our service providers to handle your personal information when we have confirmed that they apply appropriate data protection and security controls. We also impose contractual obligations on service providers relating to data protection and security, which means they can only use our data to provide services to us and to you, and for no other purposes.
B. Other third parties
Aside from our service providers, we will not disclose your personal data to any third party EXCEPT as set out below.
We may share your information with third parties when you explicitly authorize us to share your information. We may share your data with:
- Our carefully selected partners who provide our company’s branded services
- Credit reference agencies where necessary for payments
- Governmental bodies, regulators, law enforcement agencies, courts/tribunals where we are required to do so in order to:
- comply with our legal obligations
- exercise our legal rights (for example in a court case)
- prevent, detect, investigate crime or prosecution of offenders; and
- protect our employees and customers.
C. Specific Third Party Service Providers
WHERE WE STORE YOUR DATA
When you contact us by email or through our Website, your data is stored on our email server or in Gmail – a service offered by Google. For those who leave a comment on this Website, please note the additional information pertaining to Cookies and the comment data stored as set out in this Policy. If you are a customer or client of ours, we store your data in our Customer Relationship Management (CRM) software platform, or in our own accounts software on Google Drive.
HOW LONG DO WE KEEP YOUR DATA?
We will not retain your data for longer than is necessary for the purposes set out in this Policy. Different retention periods apply for different types of data, however the longest we will normally hold any personal data is ten (10) years.
HOW DO WE PROTECT YOUR DATA?
We are committed to keeping your personal information safe and secure. Our security measures include:
- Regular cyber security assessments of all service providers who may handle your personal data
- Regular scenario planning and crisis management exercises to ensure we are ready to respond to cyber security attacks and data security incidents
- Security controls which protect our entire IT infrastructure from external attacks and unauthorized access; and
- Internal policies setting out our data security approach and training for third parties as necessary.
WHAT YOU CAN DO TO HELP PROTECT YOUR DATA?
We will never ask you to confirm any bank account or credit card details via email. If you receive an email claiming to be from us asking you to do so, please ignore it and do not respond. If you are using a computing device in a public WIFI location, we recommend that you always log out and close the website browser when you complete an online session.
WHAT ARE YOUR RIGHTS RELATED TO YOUR PERSONAL INFORMATION?
You have the following rights:
- the right to ask for a copy of the personal information that we hold about you (the right to access)
- the right (in certain circumstances) to request that we delete personal data held about you; where we no longer have legal reason to retain it (the right of erasure or to be forgotten)
- the right to ask us to update, amend and correct any out-of-date or incorrect personal data that we hold about you (the right of rectification)
- the right to opt-out of any future marketing communications that we may send you and to object to us using/holding your personal data if we no longer have any legitimate reasons to do so (the right to opt out and the right to object)
- the right (in certain circumstances) to ask us to restrict processing of data, which means that we would need to secure and retain the data for your benefit but not otherwise use it (the right to restrict processing); and
- the right (in certain circumstances) to ask us to supply you with some of the personal data we hold about you in a structured machine-readable format and/or to provide a copy of the data in such a format to another organisation (the right to data portability).
If you wish to exercise any of the above rights please contact us via: [email protected]
Please note that we may need to retain certain information for record-keeping purposes or to complete transactions, or when required by law.
From time to time, we may use anonymous data, which does not identify you alone, or when combined with data from other parties. This type of anonymous data may be provided to other parties for marketing, advertising, or other uses. Examples of this anonymous data may include analytics or information collected from cookies.
PUBLICLY VISIBLE INFORMATION
If you leave a comment on the Website, certain information may be publicly visible. This includes the name you choose to enter. If you have a Gravatar connected to the email address you use to comment on this Website, the Gravatar profile picture (avatar), along with the name you choose to enter, will be publicly displayed. Your email address will never be available publicly. Visitors to this website may see any information you input in the comments, excluding your email address, including your username and avatar.
If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.
Like many Websites, the Office may collect information in the form of “Cookies” to store information about users who visit this Website. We use that data to compile statistics about your preferences, how the Website is used by you, such as what pages you accessed, what documents you downloaded and what tabs are opened. Gathering this information about Website usage helps the Office understand what users find useful and also helps us to update the user experience of the Website. Our Advertisers may also utilize Cookies when collecting information about how users interact with links to their products, or by third-party services, such as Google Analytics.
Users may, at any time, prevent the setting of cookies, by the Website, by using a DNT (Do Not Track) or corresponding setting of your Internet browser and may thus permanently deny the setting of cookies. Furthermore, already set cookies may be deleted at any time via an Internet browser or other software programs. This is possible in all popular Internet browsers. However, if users deactivate the setting of cookies in your Internet browser, not all functions of our Website may be entirely usable.
If you leave a comment on our site, you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.
If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.
When pop-ups are used for subscriptions to our email list (newsletter), MailerLite Pop-ups have the mailerlite:webform:shown cookie. MailerLite uses this cookie to determine if a website visitor has seen our pop-up or not, and when to show the pop-up again regarding your behavior settings.
EMBEDDED CONTENT FROM OTHER WEBSITES
Articles on this Website may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
Affiliate Program Participation
The Website may engage in affiliate marketing, which is done by embedding tracking links into the Website. If you click on a link for an affiliate partnership, a cookie will be placed on your browser to track any sales for purposes of commissions. Japanese Food Guide is a participant in the Amazon Services LLC Associates Program, an affiliate advertising program designed to provide a means for sites to earn advertising fees by advertising and links to Amazon.com. As part of this Amazon Associates program, the Website will post customized links, provided by Amazon, to track the referrals to their website. This program utilizes cookies to track visits for the purposes of assigning commission on these sales.
SENSITIVE PERSONAL INFORMATION
Our Website is not intended for children and we do not knowingly collect any personally identifiable information from children under the age of 16. If a parent or guardian believes that the Website has personally identifiable information of a child under the age of 16 in its database, please contact us immediately at [email protected] and we will use our best efforts to promptly remove such information from our records.
WHO IS RESPONSIBLE FOR YOUR DATA PROTECTION AT OUR COMPANY?
Japanese Food Guide has appointed a Data Protection Officer (DPO) to ensure that we protect the personal data of our customers (and others) and comply with data protection legislation. If you have any questions about how Japanese Food Guide uses your personal data, please contact our DPO by:
e-mail: [email protected]
You have a right to lodge a complaint with the Office of the Australian Information Commissioner. Further information, including contact details, is available at: https://www.oaic.gov.au/
*** Specific Third Party Service Providers
The Website currently uses the following third-party service providers:
Google Analytics – this service tracks Website usage and provides information such as referring websites and user actions on the Website. We have anonymized IP addresses (meaning that the last 3 digits of your IP address will not be captured). This means we are able to understand our audience’s geography generally, without having access to specific location. No personal information is captured by Google Analytics.
WordPress Comments – a commenting system built into the WordPress core (owned by Automattic) used to collect, display and store comments you voluntarily make on the Website. When visitors leave comments on the Website we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection. The comment author’s name and email address are stored in cookies. Learn more about these cookies.
If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.
For users that register on our Website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information. If you request a password reset, your IP address will be included in the reset email.
When Akismet is enabled on the site (outlined below), the IP address and user agent originally submitted with the comment are synced, as well, as they are stored in post meta.
Akismet – an anti-spamming plugin that may flag comments as spam. This means that contact and comment form submission data — IP address, user agent, name, email address, website, and message — is submitted to the Akismet service (also owned by Automattic) for the sole purpose of spam checking. The actual submission data is stored in the database of this Website and is emailed directly to us as the owner of this Website. This email will include the submitter’s IP address, timestamp, name, email address, website, and message.
Except when required by law, we will not sell, distribute, or reveal your email addresses or other personal information without your consent; however, we may disclose or transfer personal information collected through the Website to third parties who acquire all or a portion of our business, which may be the result of a merger, consolidation, or purchase of all or a portion of our assets, or in connection with any bankruptcy or reorganization proceeding brought by or against us.
Changes to this Policy
Last updated: May 31, 2021
Featured image: Photo by Avel Chuklanov via Unsplash.