Privacy Policy

2) Scope

This Privacy Policy explains how we handle personal data when you use our Website, send messages via forms, or communicate with us by email/phone. It does not cover third-party websites that you may reach through external links. If you follow a link to a third party, their policies apply.

3) What data we collect

We collect only what is reasonably required to respond to inquiries, provide services, and keep the Website functional.

3.1 Data you provide directly

• Contact form fields: full name, email, optional phone, subject, message, and your consent checkbox status.
• Direct communication: when you email or call us, we may receive your email address/phone number and the content you share.
• Project context: if you choose to share documents, screenshots, or technical notes, we process them for your request.

3.2 Data collected automatically

• Basic technical data: device type, browser version, approximate timestamps, and basic logs necessary for security and diagnostics.
• Cookie preferences: stored to remember your settings (see Cookies section).

4) Purposes of processing

• Responding to your requests (e.g., answering questions, scheduling discussions, clarifying requirements).
• Service delivery (e.g., preparing proposals, implementing agreed deliverables, providing documentation).
• Operational communications (e.g., updates about your inquiry, clarifications, support-related messages).
• Security & reliability (e.g., protecting our Website from abuse, troubleshooting technical issues).
• Compliance (e.g., legal obligations when they apply).

5) Cookies and similar technologies

We use locally served scripts only. The Website may store a small set of cookies to maintain basic functionality and remember preferences. We do not require third-party analytics scripts for the Website to work.

5.1 Types of cookies we may use

• Strictly necessary: essential for core features such as saving consent settings.
• Performance (local): used to improve basic performance and understand broad usage patterns without relying on third-party services.

5.2 Managing cookies

You can control cookies via your browser settings. If you disable cookies, some preference features may not work as expected. For opt-out guidance, see Opt-out.

6) Legal bases (general approach)

Depending on your location and the nature of your request, we rely on one or more of the following bases:

• Consent (e.g., when you submit a form with a required consent checkbox).
• Legitimate interests (e.g., responding to inquiries, ensuring security and preventing abuse).
• Contractual necessity (e.g., providing services under an agreement).
• Legal obligations (when a specific rule applies).

7) Data sharing

We do not sell your personal data. We share data only when necessary for operations and only to the extent required.

• Service providers (e.g., hosting or email infrastructure) may process limited data to operate the service.
• Professional advisors when needed for compliance or contractual matters.
• Authorities when required by applicable law.

8) International transfers

AxenMax is based in Japan. If you contact us from another country, your data may be processed in Japan or other locations where our providers operate. When relevant, we aim to use reasonable safeguards consistent with the sensitivity of the data.

9) Retention

We keep personal data only as long as necessary for the purposes described in this Policy:

• Inquiry messages: typically retained for a limited period to handle follow-ups and record decisions.
• Client project communications: retained for the duration of the engagement and a reasonable period thereafter for continuity and accountability.
• Security logs: retained for a limited period for incident response and abuse prevention.

10) Security

We use practical measures to reduce risk, including access limitation, role-based handling of project data, and secure operational practices. No system is risk-free; however, we aim to apply safeguards proportional to the context and sensitivity.

• Access control for operational accounts
• Reasonable logging for diagnostics and security
• Minimization of collected data fields where feasible

11) Your rights

Depending on applicable law, you may have rights to access, correct, delete, or restrict processing of your personal data. You may also object to certain uses and request data portability where applicable.

To make a request, contact us using the details below. We may need to verify your identity before responding.

12) Children

Our services are intended for business use and are not designed for children. If you believe a child has provided personal data to us, please contact us so we can address the situation appropriately.

13) Changes to this Policy

We may update this Privacy Policy to reflect operational changes or legal requirements. When we do, we will update the “Effective date” above. Continued use of the Website indicates you have read the updated version.

14) Contact details

If you have questions or requests about privacy, contact:

• Legal name: AxenMax K.K.
• Address: 2-11-3 Shibuya, Shibuya-ku, Tokyo 150-0002, Japan
• Phone: +81 3-1234-5678
• Email: hello@axenmax.club
• Hours: Mon–Fri 09:30–18:30 (JST)
• Business ID: JP-AXM-2026-0214