Privacy Policy

1. Introduction

Welcome to Booth Japan. We respect your privacy and are committed to protecting the personal information you share with us when visiting our website, contacting our team, or enquiring about our exhibition support services in Japan.

This Privacy Policy explains how we collect, use, store, disclose, and protect personal information when you access our website, submit an enquiry, request a quotation, or communicate with us about our services.

Our services may include exhibition planning and management, booth design and production, on-site staffing, interpretation and connectivity, freight and import coordination, equipment rental, and other services supporting businesses exhibiting in Japan.

By using our website, you acknowledge that you have read this Privacy Policy. Where applicable law requires consent for a particular processing activity, we will request that consent separately.

2. Who We Are

For the purposes of this Privacy Policy, “Booth Japan,” “we,” “our,” and “us” refer to the business responsible for operating this website and providing the services described on it.

Booth Japan
Email: support@boothjapan.com
Website: boothjapan.com

For privacy-related questions or requests concerning your personal information, please contact us using the details above.

3. Information We Collect

We may collect the following categories of personal and business-related information, depending on how you interact with our website and services.

Information You Provide Directly

When you contact us, submit an enquiry, or request a quotation, we may collect:

• Your name and job title.
• Your company or organisation’s name.
• Your business email address and telephone number.
• Your country or region.
• Information about the exhibition, trade show, or event you plan to attend.
• Your requirements for booth design, construction, staffing, logistics, equipment, or other services.
• Your budget, preferred dates, venue details, and project specifications, where provided.
• Information included in messages, uploaded files, attachments, or other communications you send us.

Please avoid submitting sensitive personal information unless it is necessary for a specific service and we have an appropriate basis to process it.

Information Collected Automatically

When you visit our website, certain technical information may be collected automatically, including:

• IP address and general location derived from it.
• Browser type, operating system, and device information.
• Pages visited, referral sources, and interactions with website content.
• Date, time, and duration of visits.
• Cookie identifiers and similar online tracking information, where applicable.

We use this information to operate our website, understand how visitors use it, maintain security, and improve our services.

Information Received From Other Sources

Where permitted by applicable law, we may receive business contact information from publicly available sources, exhibition organisers, business partners, referrals, or service providers when it is relevant to a potential or existing business relationship.

We handle such information in accordance with applicable privacy requirements.

4. How We Use Your Information

We may use personal information for the following purposes:

• Responding to enquiries: To answer questions, discuss your exhibition requirements, and provide requested information.
• Preparing quotations: To assess your project requirements and prepare relevant proposals, estimates, and service recommendations.
• Delivering services: To plan and coordinate exhibition participation, booth production, staffing, equipment, logistics, freight, and related arrangements.
• Managing business relationships: To communicate with clients, suppliers, exhibition organisers, contractors, and other relevant parties.
• Improving our website: To understand visitor behaviour, identify technical issues, and improve website content, navigation, and performance.
• Maintaining security: To detect suspicious activity, prevent misuse, and protect our website, systems, and business.
• Meeting legal obligations: To maintain appropriate records and comply with applicable legal, regulatory, accounting, and contractual requirements.
• Business communications: To send relevant service updates or business information where permitted by law and, when required, with your consent.

We do not use personal information for purposes that are incompatible with the reasons for which it was collected, unless permitted by applicable law or otherwise appropriately authorised.

5. Legal Basis for Processing

Where applicable data protection laws require a legal basis for processing, we rely on one or more of the following:

• Contractual necessity: To take steps at your request before entering into a contract or to perform a contract with you.
• Legitimate interests: To manage business enquiries, maintain client relationships, improve our website, protect our services, and conduct ordinary business activities, provided those interests do not override your rights.
• Consent: Where you have given consent for a specific purpose, such as certain cookies or marketing communications where consent is required.
• Legal obligations: To comply with laws, regulations, and lawful requests from competent authorities.

The appropriate legal basis depends on the specific information and processing activity involved.

6. Cookies and Similar Technologies

Our website may use cookies and similar technologies to support website functionality, security, analytics, and user experience.

These technologies may include:

• Essential cookies: Necessary for core website functionality, security, or features you request.
• Analytics cookies: Used to understand how visitors interact with the website and identify opportunities for improvement.
• Preference cookies: Used to remember settings or preferences, where available.
• Marketing cookies: Used to measure or support advertising and marketing activities, if these technologies are implemented.

Where required by law, we will obtain consent before placing non-essential cookies or activating similar tracking technologies.

You may be able to manage cookies through our website’s cookie settings and your browser settings. Blocking certain cookies may affect some website features.

If we use third-party analytics or embedded services, those providers may collect information through their own technologies in accordance with their respective privacy policies.

7. How We Share Information

We do not sell your personal information to third parties.

We may share relevant information with the following categories of recipients when necessary for the purposes described in this policy:

• Service providers: Companies that provide website hosting, email, analytics, security, IT support, or other business services.
• Exhibition and production partners: Booth designers, builders, equipment suppliers, rental providers, and technical contractors involved in delivering requested services.
• Logistics providers: Freight companies, customs brokers, transport providers, and other logistics partners when required for an exhibition project.
• Exhibition organisers and venues: Where information is needed to coordinate participation, access, delivery, installation, or other event arrangements.
• Professional advisers: Lawyers, accountants, auditors, and other professional advisers where appropriate.
• Authorities and other parties: Where disclosure is required by law, necessary to protect legal rights, or appropriate to address security or fraud concerns.
• Business transaction participants: Relevant parties involved in a merger, restructuring, acquisition, or transfer of business assets, subject to applicable legal requirements.

We seek to limit shared information to what is reasonably necessary and, where appropriate, require service providers to protect the information they handle.

Some third parties may process personal information independently under their own privacy policies. Where this applies, their processing is governed by their respective terms and legal obligations.

8. International Data Transfers

Booth Japan may work with clients, suppliers, and service providers located in different countries. As a result, personal information may be transferred to or accessed from countries other than the country in which it was originally collected.

Where applicable law restricts international transfers, we will take appropriate steps to ensure that transfers comply with the relevant requirements. Depending on the circumstances, these measures may include adequacy decisions, contractual safeguards, consent, or another legally permitted transfer mechanism.

If you would like further information about relevant international transfers or safeguards, you may contact us using the details provided in this policy.

9. Data Retention

We retain personal information only for as long as reasonably necessary to fulfil the purposes for which it was collected, including providing services, managing business relationships, resolving disputes, maintaining appropriate records, and meeting legal obligations.

Retention periods may vary depending on the type of information and the circumstances. For example:

• Enquiry information may be retained while we respond to your request and manage any resulting business opportunity.
• Client and project records may be retained for the duration of the business relationship and any additional period required for legitimate business or legal purposes.
• Financial and transaction records may be retained for the period required by applicable accounting and tax laws.
• Technical logs and analytics information may be retained according to our operational, security, and analytics requirements.

When personal information is no longer required, we will take reasonable steps to delete it, anonymise it, or securely dispose of it, subject to applicable legal requirements.

10. Data Security

We take reasonable technical and organisational measures to protect personal information against unauthorised access, disclosure, alteration, loss, or destruction.

Depending on the circumstances, these measures may include access controls, secure hosting, appropriate account permissions, software updates, security monitoring, and secure communication practices.

However, no website, electronic transmission, or data storage system can be guaranteed to be completely secure. While we work to protect your information, we cannot guarantee absolute security.

If you believe your information has been compromised while interacting with our website or services, please contact us promptly.

11. Your Privacy Rights

Depending on your location and the laws that apply to our processing, you may have certain rights concerning your personal information.

These rights may include:

• Access: Request information about the personal information we hold about you.
• Correction: Request correction of inaccurate or incomplete information.
• Deletion: Request deletion of your personal information in circumstances where the law permits.
• Restriction: Request that we restrict certain processing activities where applicable.
• Objection: Object to processing carried out on certain legal grounds, including direct marketing where applicable.
• Data portability: Request a copy of certain information in a commonly used, machine-readable format where the relevant right applies.
• Withdrawal of consent: Withdraw consent at any time where processing is based on consent. This does not affect the lawfulness of processing carried out before withdrawal.
• Complaint: Lodge a complaint with the relevant data protection authority where you believe your rights have been infringed.

These rights are not absolute and may be subject to legal exceptions.

To exercise a right, contact us using the details in the “Who We Are” section. We may need to verify your identity before responding. We will handle requests in accordance with applicable legal requirements.

12. Marketing Communications

We may send business-related communications about our services where permitted by applicable law.

Where consent is required, we will obtain it before sending relevant marketing communications. You may opt out of marketing emails at any time by using the unsubscribe mechanism provided or contacting us directly.

Even if you opt out of marketing, we may continue to send necessary non-marketing communications relating to an enquiry, quotation, existing contract, or service you have requested.

13. Third-Party Websites and Services

Our website may contain links to third-party websites, exhibition organisers, service providers, or other external resources.

We do not control the privacy practices, content, or security of third-party websites. If you follow an external link, we encourage you to review the relevant website’s privacy policy before submitting personal information.

This Privacy Policy applies to Booth Japan’s website and our handling of information within the scope described here. It does not automatically apply to third-party websites or services.

14. Children’s Privacy

Our website and services are intended primarily for businesses, professionals, and organisations involved in exhibitions and trade events.

We do not knowingly seek to collect personal information from children in connection with our business services. If you believe a child has provided personal information to us inappropriately, please contact us so we can assess the situation and take appropriate action.

15. Privacy in Japan and Other Applicable Laws

We aim to handle personal information responsibly and in accordance with applicable privacy and data protection laws.

Where applicable, this may include Japan’s Act on the Protection of Personal Information (APPI) and other relevant privacy legislation. If the General Data Protection Regulation (GDPR) or another regional data protection law applies to particular processing activities, we will comply with the requirements applicable to those activities.

Additional rights, notices, or procedures may apply depending on your location and our relationship with you.

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our business, website functionality, service providers, or legal requirements.

When we make changes, we will update the “Last Updated” date at the beginning of this page. Where required by applicable law, we will provide additional notice or seek consent for material changes.

We encourage you to review this page periodically to remain informed about how we handle personal information.

17. Contact Us

If you have any questions about this Privacy Policy, our data handling practices, or your privacy rights, please contact us:

Booth Japan
Email: support@boothjapan.com
Website: boothjapan.com

We will review and respond to privacy-related enquiries in accordance with applicable legal requirements.