Privacy

How we handle your data

Quiet Cloud Rise is a small consultancy in Saga. This policy keeps to what actually happens on this site and in our work: which personal information we receive, why we need it, how long we keep it and what you can ask of us. We have written it to match the Act on the Protection of Personal Information (APPI), and we have tried to write it in the same plain language we use when we write for clients.

The site is deliberately simple. It has no user accounts, no shop, no tracking tools and no advertising. Almost everything we learn about a visitor comes from something the visitor chooses to send us.

Who is responsible

The business handling your personal information is Quiet Cloud Rise, 〒840-0801 佐賀県佐賀市駅前中央2丁目6-15. The person in charge of personal information is the practice lead, whose name we give without delay to anyone who asks in writing. You can reach us at hello@quietcloudrise.com or on 0952-46-8010 during Monday to Friday 9:00-18:00, Saturday by appointment.

Information we receive

Through the contact form and by email we receive what you write: usually your name, your email address, sometimes a phone number, and a description of the organisation you work in and the problem you want to look at. By phone we receive whatever you tell us during the call, and we may make notes.

Once an engagement starts we also receive material from the client organisation. For a diagnostic that can mean organisation charts, meeting minutes, internal documents and notes from conversations with staff. For a facilitation day it is usually the brief and the names of participants. For invoicing we need the billing name, address and contact person of the client.

We do not ask for information we do not need. In particular we do not ask for special care-required personal information such as health records or criminal history, and we ask clients not to send it.

How your enquiry reaches us

The enquiry form on this site does not send your message to a server. When you press the send button, the form opens a new message in your own email application, addressed to hello@quietcloudrise.com and filled in with what you typed. Nothing leaves your computer until you press send in that application, and the message then travels through your own email provider.

That means we see your enquiry only when it arrives in our mailbox, and the site itself keeps no copy of it. If you would rather not use the form, write or call us directly.

Purposes of use

We use personal information to answer your enquiry, to prepare a written scope proposal, to carry out the engagement we agreed, to send invoices and keep the accounting records the law requires, and to meet legal obligations. That is the whole list.

We do not build mailing lists, we do not profile visitors, we make no automated decisions about anyone, and we do not use what you send us for a purpose you would not expect. If we ever want to use information for a new purpose, we will ask you first.

Cookies and browser storage

This site sets no cookies for analytics, advertising or tracking, and it loads no scripts from analytics or advertising companies. Fonts, scripts and images are all served from this site itself.

There is one small exception that is entirely on your side. When you press the button on the cookie notice, your browser stores a single value in its local storage that says you dismissed the notice, so that we do not show it again. It contains no identifier and is not sent to us. If you clear your browser data, the notice simply returns.

Documents shared during an engagement

Client documents are used only for the engagement they were sent for. We ask clients to share them through a channel they already trust, and to remove names where the names are not needed for the work. Only the people working on the engagement open them.

When the engagement ends we delete or return the documents, unless the client asks us to keep them for a follow-on retainer or a legal obligation requires us to keep something. A written confidentiality agreement is available on request before any documents are exchanged.

Third parties and outsourcing

Personal information collected here is not sold, rented or traded. We disclose it to others only in four situations: when you give your consent, when the law requires it, when it is necessary to protect a person's life or property and you cannot be asked in time, and when we use a service provider for a task we cannot do ourselves, such as email, file transfer, banking or bookkeeping.

Where we use such a provider we choose carefully and share only what the task needs. Some email and file services process data on servers outside Japan; if that applies to something you have sent us, we will tell you which country when you ask.

How long we keep information

Messages from people who have not become clients are deleted when the conversation is over. Documents from an engagement are handled as described above. Invoices, contracts and the bank records that go with them are kept for as long as Japanese tax and commercial law require, and are then deleted.

Security measures

Our devices are protected by passwords and screen locks, the mailbox and file storage are accessible only to the people working at Quiet Cloud Rise, and paper notes are kept in a locked cabinet at the office in Saga. Documents are not copied to personal accounts or to devices that are not ours.

No system is perfectly secure. If we ever find that personal information has been leaked or lost, we will tell the people affected and, where the law requires, the Personal Information Protection Commission.

Your rights

Under the APPI you may ask us to disclose the personal data we hold about you, to correct it when it is wrong, to stop using it, or to delete it. You may also ask us to stop providing it to a third party. These requests are free of charge.

Send the request to hello@quietcloudrise.com or by post to our address above. To make sure we do not hand your information to someone else, we may ask you to confirm who you are. We answer without delay, and if we have to refuse a request we will tell you why.

Links to other sites

This site links to very little outside itself. If a link takes you elsewhere, that site has its own policy and we are not responsible for how it handles information.

Changes to this policy

If our practice changes, we change this page and update the date at the top. The version published here is the one in force. A change that affects how we use information you already gave us will not be applied without telling you first.

Contact desk for personal information

Quiet Cloud Rise, 〒840-0801 佐賀県佐賀市駅前中央2丁目6-15. Email hello@quietcloudrise.com. Phone 0952-46-8010 (Monday to Friday 9:00-18:00, Saturday by appointment).