Privacy Policy
What we collect, why we collect it, who else sees it, and how to get it deleted.
1. Summary
In plain terms:
- We collect what you type into our forms and what you tell us on the phone. Nothing more.
- We use it to answer you, quote for work, and fulfil orders.
- Form submissions pass through Web3Forms, which relays them to our inbox.
- We set no advertising cookies and run no analytics or tracking pixels on this site.
- We never sell your information. Ever.
- You can ask us to show you, correct or delete what we hold, at any time.
2. Who is responsible
Beppu Global Garden, of , is responsible for the personal information described in this policy. Contact details are in section 15.
3. What we collect
Information you give us
- Contact details — name, telephone number, email address.
- Location details — the town or address of the site you want work at.
- Enquiry content — the area of your garden, its aspect, hours of sun, tenure, what you want from it, and anything else you write in the message field.
- Plant health information — the plant, symptoms, duration, how you water, what you have already tried, and any photo link you provide.
- Order details — the items, quantities and delivery address you give us by phone.
- Contact preference — how you would rather we get back to you.
Information collected automatically
- Standard server logs — IP address, browser type, pages requested and timestamps, recorded by our web host for security and diagnostics.
- Anti-spam signals — Web3Forms records technical metadata with each submission to filter automated spam.
We do not collect payment card details through this website. Payment is taken on delivery, on collection, or by bank transfer.
4. Why we use it
| Purpose | What we use | Basis |
|---|---|---|
| Replying to your enquiry | Contact details, enquiry content | Your request / consent |
| Preparing a quotation | Location, area, aspect, tenure, goals | Steps toward a contract |
| Fulfilling a telephone order | Name, phone, delivery address, items | Performance of a contract |
| Plant diagnosis | Plant details, symptoms, photos | Your request / consent |
| Guarantee & aftercare records | Site address, what was planted and when | Legitimate interest / contract |
| Treatment logs | Product, rate, date, site | Legal and regulatory obligation |
| Accounting records | Name, address, invoice details | Legal obligation |
| Spam prevention | Technical metadata | Legitimate interest |
We do not use your information for automated decision-making or profiling, and we do not send marketing email unless you have explicitly asked to receive it.
5. Web3Forms & our forms
Every form on this site is submitted through Web3Forms, a third-party form-relay service. Here is exactly what happens when you press send:
- Your browser sends the form fields directly to Web3Forms over an encrypted HTTPS connection.
- Web3Forms validates the submission, applies spam filtering, and relays the content to our email inbox.
- We read it and reply to you.
Web3Forms therefore processes your submission on our behalf. Their handling of that data is governed by their own privacy policy, which you should read at web3forms.com/privacy. Their servers may be located outside Japan, which means your submission may be transferred across borders in transit.
Each form includes a hidden honeypot field used solely to detect automated submissions. It collects nothing about you.
If you would rather not use a third-party relay, call us or email us directly — the details are in section 15.
6. Third-party services
| Service | What it does here | What it may receive |
|---|---|---|
| Web3Forms | Relays enquiry forms to our inbox | Everything you type into a form, plus technical anti-spam metadata |
| Google Maps (embed) | Shows the map on the contact and services pages | Your IP address and browser details, plus Google cookies, when the map loads |
| Google Fonts | Loads the typefaces used across the site | Your IP address and browser details when fonts are requested |
| Our web host | Serves the website | Standard server log data |
| Email provider | Delivers and stores our correspondence with you | The content of your enquiry and our replies |
We run no analytics platform, no advertising network and no social tracking pixels on this site.
7. Cookies & tracking
This website sets no cookies of its own. There is no cookie banner because there is nothing to consent to on our side.
However, the embedded Google Map is loaded from Google's servers and Google may set its own cookies when it loads. If you would rather avoid that entirely, use the "Open in Google Maps" text link instead of the embedded map, or block third-party cookies in your browser.
Google Fonts are requested from Google's servers when a page loads, which discloses your IP address to Google. If this concerns you, most browsers and privacy extensions can block it; the site remains fully usable with system fonts.
8. How long we keep it
| Record | Kept for | Why |
|---|---|---|
| Enquiries that do not become work | 12 months | So we recognise you if you come back |
| Quotations issued | 3 years | Reference and dispute resolution |
| Client and project records | 7 years after the last work | Guarantees, aftercare and accounting |
| Pesticide treatment logs | As required by law, minimum 3 years | Regulatory obligation |
| Invoices and accounts | 7 years | Tax law |
| Plant diagnosis submissions | 24 months | Tracking recurring problems at a site |
| Server logs | Typically 30–90 days | Security and diagnostics |
9. Who we share it with
We share personal information only where it is necessary:
- Suppliers and nurseries — a delivery name and address when an item ships direct.
- Delivery carriers — name, address and phone number to make a delivery.
- Specialist subcontractors — where a job needs a specialist (arborist, electrician), limited to what they need to attend and work.
- Our accountant — invoice records.
- Authorities — where we are legally required to disclose, for example a pesticide treatment log requested by a regulator.
Everyone we share information with is required to keep it confidential and use it only for the purpose we shared it for. We do not sell personal information, and we do not share it for advertising.
10. Photographs
- We photograph completed work for our portfolio and social media. Tell us in writing at any point if you would prefer your garden not to appear, and it will not.
- Project photographs do not carry your name or full address unless you have agreed to that.
- We may photograph community sessions. Tell any session lead if you would rather not be photographed, and we will respect it — including asking you not to appear in group shots.
- Photographs of identifiable children are only published with a parent or guardian's written agreement.
11. Security
- Form submissions travel over encrypted HTTPS connections.
- Access to our inbox and client records is limited to team members who need it, and protected by strong authentication.
- Paper records — site notes, treatment logs — are stored securely and destroyed at the end of their retention period.
- We do not store payment card details at all.
No system is perfectly secure. If a breach affecting your information occurs, we will notify you and the relevant authority as required by law.
12. Your rights
You may ask us at any time to:
- Show you what personal information we hold about you.
- Correct anything inaccurate or out of date.
- Delete your information, where we are not legally required to keep it.
- Stop using it for a particular purpose, such as portfolio photography.
- Provide a copy in a portable format.
- Withdraw consent you previously gave, without affecting anything done before you withdrew it.
Email or call us using the details in section 15. We respond within 30 days and there is no charge. We may need to confirm your identity first, to make sure we are not disclosing your information to someone else.
If you are unhappy with how we have handled your information, you may complain to Japan's Personal Information Protection Commission (PPC).
13. Children
This site is not directed at children, and we do not knowingly collect personal information from anyone under 16 through it. Children attending sessions or school programmes are registered through a parent, guardian or school, not through this website. If you believe a child has submitted personal information here, contact us and we will delete it.
14. Changes
We may update this policy as our services or the services we rely on change. The current version is always the one on this page, with the "last updated" date at the top. Material changes will be highlighted here.