Privacy Policy

1. Who handles your information

WARMGLOW Co., Ltd. (株式会社WARMGLOW) operates warmglow.io from Japan and is responsible for the personal information it handles through this website and related enquiries. Our representative is Joe Tachikawa. Our address and contact details appear below.

This policy covers the public website and follow-up communications about your enquiry. If a transaction requires additional documents or a different use of your information, we will explain that when arranging the transaction.

2. Information we receive

When you submit an enquiry, we receive the information you enter: your name, email address, company if provided, telephone or WhatsApp number if provided, preferred contact method, destination, buying plans, budget, vehicle preferences and message. We also keep correspondence needed to handle your request.

We record the vehicle or article associated with an enquiry, the page and referring address from which it was submitted, available campaign tags, language, submission time, enquiry reference, and the time and version of the enquiry consent notice you accepted.

Our systems process connection information, including IP addresses and browser details, to serve pages, prevent abuse and diagnose errors. Enquiry records use hashed IP and browser identifiers for security and duplicate checks; operational security and error logs may contain connection information.

3. How we use the information

We use enquiry information to respond to you, check vehicle availability and specifications, discuss suitable alternatives, prepare buying or export arrangements you request, and keep a record of our communications. We also use relevant information to maintain the website, prevent duplicate or abusive submissions, investigate problems and meet applicable legal obligations.

Submitting a vehicle enquiry is not a subscription to an advertising mailing list. The vehicle-copy translation service receives public vehicle descriptions and equipment information, not your enquiry, contact details or transaction records.

4. Service providers and other recipients

Authorised WARMGLOW staff may access information needed to handle your enquiry. Hosting, email delivery and technical service providers may process information on our behalf for those services. We limit access according to the task and use appropriate access controls and security measures.

Where responding to your request or arranging a transaction requires information to be shared with a dealer, seller, carrier or another business partner, we will explain the relevant arrangement and obtain consent where required. We may also disclose information where required or otherwise permitted by applicable law.

5. Japan and international communications

WARMGLOW operates from Japan, and our principal website and business-data hosting is in Japan. Your location, your email provider and any communication service you choose may involve processing in other countries. A hosting location does not mean that every message or internet connection remains within Japan.

If our handling of your personal data involves a transfer to a recipient outside Japan, we will provide the information and use the consent or other safeguards required by applicable law. Choosing to contact us does not give us unrestricted permission to transfer your information anywhere.

6. Website statistics and browser storage

We use self-hosted Umami analytics to understand visits, popular pages, traffic sources, device and browser types, language and approximate geographic areas. The analytics request uses the page path and referring site, excluding URL query strings and fragments. It does not include your enquiry message or form fields.

The analytics service uses connection information to derive approximate location and visitor identifiers; full IP addresses are not stored in the analytics database. Detailed visitor analytics are subject to a 90-day retention policy, with visitor identifiers rotated monthly. We do not use this analytics setup for advertising profiles, session replay or recording what you type.

Our current public website does not set an analytics cookie or save your enquiry draft in local or session storage. Form entries remain in the page while it is open and may be lost if you leave or reload it. If you use an external service, that service may use its own cookies or storage.

7. Keeping and protecting information

The 90-day analytics policy does not apply to enquiry or transaction records. Retention of those records depends on the purpose of the enquiry, continuing communications, any resulting transaction, applicable record-keeping obligations and the need to resolve disputes or prevent abuse. We assess requests to delete information in light of those purposes and obligations; the website does not promise automatic deletion after a fixed number of days.

We use access controls and technical safeguards appropriate to the information and limit access to authorised people and service providers. Please avoid entering passwords, full identity-document numbers, payment-card details or unrelated sensitive information in the public enquiry form.

8. Your privacy requests

You can contact us to ask about information we hold about you or request access, correction, deletion, restriction of use or cessation of disclosure, as provided by applicable law. Where processing depends on your consent, you may ask to withdraw it for future processing.

We may need proportionate information to confirm your identity and identify the relevant records. If a request cannot be fully met because of a legal obligation or an applicable exception, we will explain the reason. You may also raise a concern with the relevant data-protection authority.

9. Email, WhatsApp and external links

Opening a WhatsApp link sends you to an external service and may prefill a vehicle title or page address for your message. Your use of email, WhatsApp or another external website is also subject to that provider’s privacy practices. Review them before sending information. We do not control those providers’ independent handling of your data.

10. Changes to this policy

We may update this policy to reflect changes in the website, our handling of information or applicable requirements. The date above identifies the latest revision of this page. Where a change requires notice or fresh consent, we will take those steps rather than treating the update alone as your consent.