Privacy Policy & Handling of Personal Information

KYOTOBRAND (KYOTOSHOPS) (hereinafter referred to as "the Company") considers the protection of personal information to be a primary social responsibility. To ensure that our clients can browse, shop, and trade with complete peace of mind across both our online boutique and physical retail locations, the Company has established the following guidelines regarding the "Handling of Personal Information" in accordance with our overarching Personal Information Protection Policy.

1. Scope of Application

This Privacy Policy applies whenever customers interact with the Company, including but not limited to:

• Purchasing preloved luxury products, vintage accessories, or archival pieces online or in-store.

• Submitting items for direct buyout, trade-in, or consignment evaluations.

• Requesting professional authentication, repair, or after-care services.

• Visiting or conducting transactions at our physical boutique locations.

• Subscribing to our VIP newsletters, private sale alerts, or digital marketing.

• Communicating with our client concierge team via email, phone, or messaging platforms.

Personal information collected during these interactions will be managed strictly in accordance with this policy.

2. Purpose of Use of Personal Information

In addition to delivering our core retail and secondary-market luxury services, the Company processes personal data, order histories, and item appraisal records for the following specific purposes:

1. Transaction & Order Fulfillment: Processing online and in-store sales, securing payments, arranging shipping and courier services, and providing order confirmations or updates.

2. Appraisal, Buyout & Consignment Services: Evaluating, pricing, and processing trade-ins, direct purchases, or consignment agreements for preloved luxury goods submitted by clients.

3. Identity Verification & Legal Compliance: Fulfilling statutory obligations under applicable Secondhand Articles Dealer Regulations, anti-money laundering (AML) laws, and fraud prevention protocols.

4. Authenticity & Quality Assurance: Maintaining records related to product provenance, serial numbers, and professional authentication inspections.

5. Client Support & Concierge: Responding to inquiries regarding product condition, store appointments, shipping statuses, and after-care services.

6. Tailored Marketing & Privileges: Introducing curated collection drops, VIP private sales, customized recommendations, and exclusive events matching individual client preferences.

7. Service Optimization: Gathering client feedback and analyzing demographic trends (e.g., age, geographic region, purchasing patterns) to continuously refine our boutique and online experiences.

3. Security Management of Personal Information

To safeguard the accuracy, confidentiality, and security of personal information collected online and in-store, the Company enforces robust physical, technical, and administrative safeguards.

• Preventative Security: We employ strict access controls, encrypted data transmission (SSL/TLS), and data-handling limitations to prevent unauthorized access, loss, destruction, alteration, or disclosure.

• Incident Response: In the unlikely event of a data breach or security incident, the Company will immediately execute appropriate emergency protocols, notify affected parties as required by law, and implement strict corrective measures to prevent recurrence.

4. Entrustment of Personal Information

The Company may entrust necessary operational tasks to qualified third-party service providers to fulfill our obligations to you. In all such instances, the Company conducts thorough due diligence and enforces strict contractual supervision over these partners.

Authorized operational partners include courier and logistics providers, payment processing gateways, professional authentication laboratories, IT hosting/infrastructure partners, and authorized debt collection agencies (in cases of outstanding balances).

5. Disclosure of Personal Information to Third Parties

The Company will never sell, rent, or disclose personal information to third parties or independent businesses without prior explicit consent, except under the following circumstances:

1. Explicit Consent: When the individual has provided clear permission to share the data.

2. Legal Requirement: When required or requested by police, government authorities, or regulatory bodies pursuant to applicable laws, court orders, or official investigations under Secondhand Dealer regulations.

3. Business Operations: When necessary to share limited operational data with strategic partners under strict, legally binding confidentiality agreements.

6. Cookies and In-Store Digital Technologies

Our website utilizes cookies and similar tracking technologies to enhance user experience and maintain essential platform functionality.

• Essential Functionality: Cookies are required for features like retaining items in your shopping cart, saving session preferences, and displaying personalized purchase histories.

• Cookie Disabling: Customers may choose to disable cookies via browser settings; however, doing so will prevent the shopping cart and checkout mechanisms from functioning properly.

• No Unnecessary Tracking: Cookies are never used by the Company to harvest personal data without cause.

• In-Store Technologies: Any digital check-in systems, digital appraisal forms, or guest Wi-Fi networks operated within our physical boutiques are governed by explicit consent gathered at the point of use.

7. External Links & Third-Party Platforms

Our website and communications may occasionally contain links to third-party platforms, external authentication providers, or promotional partners. These external entities operate under their own independent privacy policies and data collection rules. The Company assumes no responsibility or liability for the privacy practices, content, or actions of these third parties. We encourage clients to review external policies when leaving our platform.

8. Policy Updates & Modifications

The Company reserves the right to revise or update this Privacy Policy at any time without prior notice to reflect operational adjustments, changes in applicable laws, or enhancements to our preloved services. Any modifications will take effect immediately upon being posted on this page. Clients are advised to review this policy periodically to stay informed of our latest privacy practices.

9. Personal Information Management & Client Rights

Clients have the right to request access to, correction of, or deletion of their personal data maintained by the Company. To request changes or verify your data, please contact our privacy compliance team using the details below. For security purposes, identity verification will be required before processing any requests.

Contact Information:

KYOTOHOLDINGS / KYOTOBRAND (KYOTOSHOPS)

Jingumae Tower Building, 1-5-8 Jingumae, Shibuya-ku, Tokyo 150-0001, Japan

Client Services & Personal Data Protection Office