Privacy Policy

Eigo Pro LLC ("we," "our," or "us") respects your privacy and is committed to protecting your personal information. This Privacy Policy describes how we collect, use, disclose, and safeguard information when you visit our website eigopro.solutions or use our services. This policy complies with Japan's Act on the Protection of Personal Information (APPI), the EU General Data Protection Regulation (GDPR), and the California Consumer Privacy Act (CCPA).

1. Information We Collect

1.1 Information You Provide

We collect information you voluntarily provide when you:

• Submit forms on our website (name, email address, company name)
• Schedule consultation calls (name, email, calendar preferences)
• Interact with our AI chatbot (conversation content)
• Contact us via email (name, email, message content)

1.2 Information Collected Automatically

When you visit our website, we automatically collect:

• IP address and general location data
• Browser type and version
• Device information
• Pages visited and time spent on pages
• Referring website

2. How We Use Your Information

We use collected information for the following purposes:

• To deliver requested resources (e.g., AI prompts guide)
• To schedule and conduct consultation calls
• To respond to chatbot inquiries and provide assistance
• To communicate about our services
• To improve our website and services
• To analyze website usage and trends
• To comply with legal obligations

3. Third-Party Services

We use the following third-party services that may collect, process, or store your data:

4. Data Retention

We retain personal information for as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required by law:

• Lead form data: Retained until you request deletion or 5 years of inactivity
• Chatbot conversations: May be retained by OpenAI for up to 30 days for abuse monitoring. We do not permanently store conversation history
• Calendar bookings: Retained per Google Workspace data retention policies (typically lifetime of Google Workspace account or until manually deleted)
• Email communications: Retained for 5 years or as required by Japanese business record-keeping laws, whichever is longer

5. Your Rights

Under APPI, GDPR, and CCPA, you have the following rights regarding your personal information:

• Right to Access: Request a copy of your personal data
• Right to Rectification: Request correction of inaccurate data
• Right to Deletion: Request deletion of your data
• Right to Restrict Processing: Request limitation of data processing
• Right to Data Portability: Receive your data in a structured format
• Right to Object: Object to processing of your data
• Right to Withdraw Consent: Withdraw consent for data processing at any time

To exercise these rights, contact us at legal@eigopro.solutions. We will respond within 30 days.

6. Data Security

We implement appropriate technical and organizational measures to protect your personal information from unauthorized access, use, alteration, or disclosure. These measures include SSL/TLS encryption for data transmission, access controls, and regular security assessments. However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.

7. International Data Transfers

Your information may be transferred to and processed in countries other than Japan, including the United States and European Union, where our service providers operate. We ensure appropriate safeguards are in place for such transfers, including Standard Contractual Clauses approved by the European Commission and compliance with APPI cross-border data transfer requirements.

8. Cookies and Tracking

Our website uses only essential cookies required for basic functionality (e.g., session management and security). These are necessary for the website to operate and cannot be disabled.

We do not currently use analytics or advertising cookies. If we implement tracking technologies such as Google Analytics in the future, we will update this policy and obtain your consent where required by law.

9. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, contact us immediately at legal@eigopro.solutions.

10. Future Analytics Implementation

We plan to implement Google Analytics 4 to analyze website traffic and improve user experience. When implemented, Google Analytics will collect:

• Page views and navigation patterns
• Device and browser information
• Geographic location (country/city level)
• Referral sources
• Time spent on pages

Current Status: Not yet active as of November 5, 2025.

Before activation, we will update this policy and implement appropriate consent mechanisms where required by law. You will be able to opt out through browser settings or cookie management tools.

11. GDPR Representative

As a small business based in Japan, we do not currently meet the threshold requiring appointment of an EU representative under GDPR Article 27. However, EU residents retain all rights under GDPR and may contact us directly at legal@eigopro.solutions for data protection inquiries. We will respond within the timeframes required by GDPR (typically 30 days).

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Material changes will be indicated by updating the "Last Updated" date at the top of this policy. For significant changes, we will provide notice via email or prominent website notice. Your continued use of our services after changes become effective constitutes acceptance of the revised policy.

13. Contact Information

If you have questions about this Privacy Policy or wish to exercise your rights, contact us: