Privacy Policy

1. Collection of personal information

We collect personal information by lawful and proper means, and only to the extent necessary to achieve the purposes set out below.

The information we collect may include your name, contact details (email address and telephone number), nationality, residence status and period of stay, the content of your enquiry, and other matters necessary to carry out the work you engage us for.

Bookings for the free consultation are taken through Microsoft Bookings, a scheduling service provided by Microsoft. The details you enter are processed and stored on Microsoft's services.

We do not collect your residence card number, My Number, passport number, or other identification numbers at the booking stage. Where these are required, we ask for them separately and securely after a formal engagement.

2. Purposes of use

We use the personal information we collect for the following purposes.

(1) Responding to enquiries and requests for consultation.

(2) Scheduling the consultation and contacting you about it.

(3) Carrying out the work you engage us for, including preparing application documents and submitting them to the relevant authorities.

(4) Reporting on the work, corresponding with you, and invoicing.

(5) Preparing and retaining records required by law.

3. Use of personal information

We do not use personal information beyond the purposes stated above. Where those purposes need to change, we obtain your consent in advance.

We do not use your personal information to send advertising or promotional material.

4. Provision to third parties

Except where provided for by law, we do not provide personal information to third parties without your consent.

In carrying out the work you engage us for, we submit documents to the Immigration Services Agency, the Legal Affairs Bureau, and other relevant authorities to the extent necessary. This forms part of performing the engagement.

5. External services and transfer outside Japan

We use Microsoft 365 — including Microsoft Bookings, Exchange Online, and Microsoft Teams — for scheduling, email, document storage, and online consultations. Part of the handling of personal information is therefore entrusted to Microsoft.

The booking page is operated by Microsoft, not by our office. Microsoft's own privacy statement also applies to information handled there.

In the course of Microsoft's operation, maintenance, and support of these services, personal information may be handled outside Japan. For information on the data protection regimes of the countries concerned, please refer to the materials published by Microsoft.

Where a consultation is held on Microsoft Teams, audio and video pass through Microsoft's services. We do not record consultations without your consent.

Please do not enter special care-required personal information (such as race, creed, medical history, or criminal record) into the booking form. Where such information is relevant, we ask for it separately and securely after a formal engagement.

6. Security measures

We take organisational, personnel, physical, and technical measures to prevent the leakage, loss, or damage of personal information.

Access to electronic data is restricted, protected by multi-factor authentication, and encrypted in transit. Paper records are kept in a lockable location.

Booking information relating to enquiries that do not proceed to an engagement is deleted one year after collection. Records of matters we have acted on are retained for the period required by law and then destroyed.

7. Disclosure, correction, and suspension of use

Where you or your representative request the disclosure, correction, addition, deletion, suspension of use, erasure, or suspension of third-party provision of the personal data we hold, we verify your identity and respond without delay in accordance with the law. No fee is charged.

Booking details can also be changed or cancelled by you directly, using the link in your booking confirmation email.

8. Contact point

For enquiries about the handling of personal information, requests for disclosure, and complaints, please contact Transitus行政書士事務所 (email: info@as-transitus.com, phone: 070-2369-6160).

9. Revision of this policy

We may revise this policy in response to changes in the law or in the services we provide. Revised terms apply from the time they are posted on this page.

Effective date: 3 August 2026