We comply with applicable laws and regulations relating to the protection of personal information, guidelines established by the government, and other relevant standards, and handle customers’ personal information appropriately in terms of collection, use, storage, and management.

We fully recognise that, by the nature of our repair and data recovery services, we may handle information relating to customers’ devices, storage media, business information, and privacy, and we handle such information with care, limited to the minimum extent necessary.

We will properly manage customers’ business and operational secrets, privacy, and personal information that come to our knowledge in the course of our work, and will not disclose or leak them to third parties.

However, where all or part of our work is outsourced to a partner company selected by us in accordance with our Terms of Use or this Policy, we may disclose customer information to that partner company to the extent necessary. Even in such cases, the information will not be used for any purpose other than the relevant work.

We collect personal information by proper and fair means, without resorting to deception or other improper methods.

Information we collect may include the customer’s name, company name, address, phone number, email address, device information, details of the repair or data recovery request, information required for identity verification, and information relating to delivery, billing, and payment.

We use collected personal information only to the extent necessary to achieve the purposes set out below. Where personal information is to be used for a purpose not listed below, we will obtain the individual’s consent in advance.

• To respond to quote requests, consultations, and enquiries, and to send relevant materials
• To conduct diagnosis, carry out work, perform checks, and deliver PC repair, electronic device repair, data recovery, and related services
• To send and return completed devices, recovered data, and related documents
• To provide information about repair, data recovery, and other products and services
• For identity verification, ownership verification, reception management, work history management, and quality control
• To issue invoices, receipts, quotes, and work reports, and to confirm billing and payment
• To handle warranty responses, re-repairs, additional confirmations, and the prevention of accidents, disputes, and fraudulent use
• To respond to legitimate requests from legal authorities or public bodies

We implement necessary and appropriate measures to prevent the leakage, loss, or damage of personal information we handle, and to otherwise ensure its secure management.

To prevent unauthorised access to, loss of, falsification of, or leakage of personal information, we manage access rights, maintain work records, store storage media appropriately, alert relevant personnel, and carry out necessary supervision.

We may outsource all or part of the handling of personal information to third parties. In such cases, we will conduct the necessary checks on the relevant third party and exercise necessary and appropriate supervision to ensure the secure management of the outsourced personal information.

We may outsource the handling of personal information to the extent necessary for operations including repair, data recovery, parts procurement, delivery, payment processing, accounting, system maintenance, and website operation.

Except as provided by the Act on the Protection of Personal Information or other applicable laws and regulations, we will not provide personal information to third parties without obtaining the individual’s prior consent.

However, we may disclose information to the extent necessary where all or part of our work is outsourced to a partner company selected by us, or where disclosure is required for delivery, payment processing, parts procurement, or legal compliance. Even in such cases, the information will not be used for any purpose other than the relevant work or required purpose.

In the course of repair and data recovery work, we may access information stored on the device, file names, folder structures, configuration settings, account information, and other related information to the minimum extent necessary for purposes such as confirming the fault condition, performing operation checks, assessing recoverability, and verifying delivered data.

We will not access, use, copy, retain, or provide to third parties any customer data beyond the scope required for the work. However, due to the nature of the work, temporary copying or retention may be necessary for diagnosis, recovery, verification, delivery preparation, or incident prevention purposes.

Where customers provide passwords, authentication information, or ownership verification information, such information will be used solely to the extent necessary for carrying out the work and verifying identity, and will be appropriately managed or deleted once it is no longer required.

Our website may use cookies, access logs, analytics tools, and similar technologies to improve usability, understand browsing behaviour, improve our services, ensure security, and prevent fraudulent use.

Information collected via cookies does not normally include information that directly identifies a specific individual. Customers may disable cookies through their browser settings; however, please note that some website features may not function correctly if cookies are disabled.

Where an individual requests disclosure, correction, addition, deletion, suspension of use, erasure, or cessation of third-party provision of their own personal information, we will respond promptly and to a reasonable extent in accordance with applicable laws and regulations.

In such cases, if we are unable to confirm the identity of the requester, we may be unable to comply with the request.

If there is an error in personal information and the individual requests correction, addition, or deletion, we will carry out the necessary investigation and respond promptly.

We comply with applicable Japanese laws, guidelines, and other standards relating to the handling of personal information.

We will review our personal information protection management structure and the content of this Policy as necessary, and strive for continuous improvement. Any changes to this Policy will be published on our website.

For enquiries regarding this Policy and the handling of personal information, or to submit requests for disclosure, correction, deletion, or suspension of use, please contact us at the details below.

Machinecity Inc.
PC Repair & Data Recovery Services
Eastern Cross Akiba 5F, Room 501, 1-29-3 Taito, Taito-ku, Tokyo 110-0016
Phone: 03-5829-5829
Website: machinecityjp.com