1. Introduction

Kotake Shokai, Ltd. (“Kotake Shokai,” “we,” “us,” or “our”) is a family-owned wholesale importer and distributor based in Honolulu, Hawaii. We are committed to protecting the privacy of those we do business with. This Privacy Policy (“Policy”) describes what Personal Information we collect, why we collect it, how we use and share it, and your rights with respect to that information.

This Policy applies to our website at https://www.kotakeshokai.com, our business communications, and any other interactions you have with us. “You” or “Your” refers to any individual whose Personal Information we collect, including business contacts, vendors, prospective customers, and website visitors.

Because Kotake Shokai is a business-to-business (B2B) company, most of the Personal Information we collect relates to business representatives and contacts rather than general consumers. We collect only what is necessary to conduct our wholesale import and distribution operations.

2. Who Collects Your Information

Kotake Shokai, Ltd. is the controller for all Personal Information collected through our website, business communications, and other interactions. Our principal place of business is 1810 Kalani Street, Honolulu, Hawaii 96819.

3. Information We Collect

Information You Provide Directly

We collect Personal Information that you choose to share with us in the course of our business relationship, including when you:

• Inquire about our products or services by email, phone, or through our website contact form;

• Enter a wholesale purchasing or distribution agreement with us;

• Apply for employment at Kotake Shokai; or

• Otherwise communicate with us by email, phone, or in person.

The types of Personal Information we may collect include your name, job title, business name, mailing address, email address, and phone number. We do not operate an e-commerce store or collect payment card information directly through our website.

Information Collected Automatically

When you visit our website, we or our hosting provider may automatically collect certain technical information, including:

• IP address and general geographic location;

• Browser type and operating system;

• Pages visited, links clicked, and referring URLs; and

• Date and time of your visit.

This information is used to maintain and improve the website and is not linked to individual identities unless required for security or legal purposes.

Information from Third Parties

We may receive business contact information about prospective customers or vendors from publicly available sources, trade directories, referrals, or industry events, solely for the purpose of conducting our wholesale business.

4. Cookies and Tracking Technologies

Our website may use basic cookies or similar technologies provided by our website platform (Squarespace) to enable site functionality and collect aggregate usage data. We do not use advertising cookies or cross-site tracking technologies.

You may configure your browser to block or delete cookies. Doing so may affect certain website features. For more information on how Squarespace handles data, please refer to Squarespace’s privacy policy at https://www.squarespace.com/privacy.

5. How We Use Your Information

We use the Personal Information we collect for the following business purposes:

• To respond to inquiries and communicate with you about our products and services;

• To establish and manage wholesale accounts and distribution relationships;

• To process orders, manage logistics, and fulfill our contractual obligations;

• To maintain accurate business records and financial accounts;

• To process employment applications;

• To maintain and improve our website; and

• To comply with applicable legal obligations.

We do not use your Personal Information for consumer marketing, advertising profiling, or sale to third parties.

6. How We Share Your Information

We do not sell your Personal Information. We share Personal Information only in the following limited circumstances:

Service Providers

We may share Personal Information with trusted third-party service providers who assist us with website hosting, accounting, logistics, and other business functions. These providers are permitted to use your information only as necessary to perform services on our behalf and are required to maintain appropriate security standards.

Suppliers and Business Partners

In the ordinary course of our import and distribution business, we may share relevant business contact information with our overseas suppliers (including those based in Japan) for the purpose of fulfilling orders and managing supply relationships. Where information is shared with parties in Japan, we take reasonable steps to ensure it is handled in accordance with applicable privacy standards, including those under Japan’s Act on the Protection of Personal Information (APPI).

Legal Requirements

We may disclose Personal Information to comply with applicable law, court orders, regulatory requirements, or legal process (e.g., in response to a subpoena or government request).

Protection of Rights

We may disclose Personal Information where necessary to protect the rights, property, or safety of Kotake Shokai, our business partners, or others, or to investigate suspected fraud or illegal activity.

Business Transfers

In the event of a merger, acquisition, or sale of all or substantially all our business assets, Personal Information we hold may be transferred to the relevant successor entity. We will provide reasonable notice of any such transfer that materially affects your information.

7. Japan APPI Considerations

Kotake Shokai maintains ongoing supplier relationships with companies in Japan, including Hashikatsu Honten, Kamaki Company, and Birdland Co. While managing these relationships, we may handle Personal Information of individuals located in Japan.

Japan’s Act on the Protection of Personal Information (APPI) applies to organizations that handle the personal data of individuals in Japan in connection with providing goods or services, regardless of where the organization is based. To the extent the APPI applies to our supplier relationship activities, we are committed to:

• Specifying the purpose for which Personal Information is collected and used;

• Limiting use of Personal Information to stated purposes;

• Implementing appropriate security safeguards;

• Responding to data subject requests for access, correction, or deletion in accordance with APPI requirements; and

• Ensuring that any cross-border transfers of Personal Information from Japan comply with applicable APPI transfer requirements, including obtaining required consents or implementing adequate safeguards.

[LEGAL NOTE: If Kotake Shokai handles personal data of individuals in Japan on any ongoing basis, a formal APPI compliance review is recommended, including assessment of cross-border transfer mechanisms and whether APPI data subject rights procedures need to be established.]

8. Hawaii Law and Data Breach Notification

Kotake Shokai is based in Honolulu, Hawaii, and is subject to applicable Hawaii state law, including:

Hawaii Data Breach Notification Law (HRS Chapter 487N)

Hawaii law requires businesses to notify affected individuals and the Hawaii Office of Consumer Protection if a security breach involving unencrypted Personal Information occurs and is reasonably believed to have caused or may cause harm. Personal Information protected under this law includes:

• Full name combined with Social Security number;

• Driver’s license or Hawaii ID number; and

• Financial account or payment card numbers in combination with any required access codes or passwords.

In the event of a qualifying breach, we will notify affected individuals without unreasonable delay and will comply with all applicable notification requirements under HRS Chapter 487N.

Hawaii Personal Information Protection (HRS Chapter 487J)

Hawaii law also restricts the collection, use, and display of Social Security numbers. We do not collect Social Security numbers except where specifically required for employment, tax reporting, or other legally mandated purposes, and we handle any such information with strict confidentiality.

Unfair or Deceptive Acts and Practices (HRS §480-2)

Hawaii’s consumer protection law prohibits unfair or deceptive acts or practices in trade or commerce, including misleading privacy representations. We are committed to providing accurate and transparent descriptions of our privacy practices in this Policy.

Pending Hawaii Privacy Legislation

Hawaii has not yet enacted a comprehensive consumer data privacy law, though legislation has been introduced in recent sessions. We will monitor legislative developments and update this Policy as required if new laws are enacted.

9. Applicable Federal Law

As a U.S.-based business, we are also subject to applicable federal privacy and data security requirements, including:

• The Federal Trade Commission Act (FTC Act), which prohibits unfair or deceptive practices including inaccurate privacy representations;

• The Gramm-Leach-Bliley Act (GLBA), to the extent applicable to any financial information we handle; and

• The Children’s Online Privacy Protection Act (COPPA). Our website is directed at business professionals, and we do not knowingly collect Personal Information from children under 13.

10. Retention of Personal Information

We retain Personal Information for as long as necessary to maintain our business relationships, fulfill our legal and contractual obligations, and comply with applicable law. Business contact information is typically retained for the duration of our business relationship and for a reasonable period thereafter. Employment application records are retained in accordance with applicable employment law requirements.

11. Security

We implement physical, technical, and administrative measures appropriate to the nature and sensitivity of the Personal Information we hold, including access controls, secure email practices, and secure document storage. However, no method of data transmission or storage can be guaranteed to be completely secure. We encourage you to use caution when communicating sensitive information electronically.

12. Links to Third-Party Websites

Our website contains links to the websites of our retail and supply partners. We do not control those websites and are not responsible for their privacy practices. We encourage you to review the privacy policies of any third-party websites you visit.

13. Managing Your Information

You may request to review, correct, update, or delete the Personal Information we hold about you by contacting us using the details in Section 14. We will respond to reasonable requests within 30 days, subject to any applicable legal or contractual limitations.

Please note that as a B2B business, some Personal Information may be necessary to maintain our business relationship or comply with legal obligations, and we may not be able to delete all information upon request.

14. How to Contact Us

For privacy-related questions, requests, or concerns, please contact us at:

Kotake Shokai, Ltd.

1810 Kalani Street, Honolulu, Hawaii 96819
Phone: 808-847-3926
Email: Kotakeshokai@aol.com

Please include your name, contact details, and a clear description of your request. We will acknowledge and respond to your inquiry as promptly as practicable.

15. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will post the revised Policy on our website with an updated effective date. We encourage you to review this Policy periodically. Your continued use of our website or continued business relationship with us following any update constitutes your acknowledgment of the revised Policy.