Privacy Policy – Shoda Office

Overview of Privacy Policy

At Administrative Scrivener & Social Insurance Labor Consultant Shoda Office (your legal practitioner) (“Shoda Office”, “we”, or “us”), we take the privacy and protection of our clients, potential clients, business partners, website visitors, and other users of our website very seriously. As a certified administrative scrivener & social insurance labor consultant office in Los Angeles, United States, we also understand the importance of protecting your information in a manner that complies with the relevant and applicable laws and regulations as well as industry standards. This privacy policy (the “Privacy Policy”) outlines what information we collect, how we use and protect your information, how you can exercise the rights afforded to you under this Privacy Policy and any applicable data privacy laws, and how you can contact us with questions or concerns about this Privacy Policy.

Shoda Office Description

Shoda Office is a family-managed, dual-qualified administrative scrivener and social insurance labor consultant office situated at 5678 S 83rd Ave, Los Angeles, CA 90043, United States. Our comprehensive business services encompass full support for business initiation, company formation, construction industry procedures, worker dispatch operations, and a wide range of general administrative and labor-related support services. Director Shuzo Shoda personally oversees all cases from the initial consultation through to completion. To enhance revenue protection, Shoda Office minimizes information leaks through its low staff turnover and family-run organizational structure.

Information We Gather

To render some of our services or fulfill legal procedures, Shoda Office may obtain the following information:

Personal identifying data: e.g., name, address, telephone number, e-mail, date of birth, sex, nationality
Company information: e.g., business name, address, registration code, company type and related documents
Labor and Employment Information: e.g., list of employees, payment records, insurance compensation numbers, contracts
Immigration and Visa data: e.g., residency status, visa status and substantiating documents
Communication data: e.g., e-mail correspondence, phone call and consultation recording, and any form of feedback delivered through our website.
Payment data: bank account details, payment schedules, calls and contracts related to payment of services provided.
Internet browsing history: e.g., IP address, browser type, computer specifications, website pages visited via cookies and analytic service tools.

We obtain information through our consultations held in person or over the phone, via orders made through web forms on our website, and through email with you directly and/or in collaboration with authorized third parties that have your consent.

Purpose of Processing Information

Your data is used only in the course of a legitimate business purpose and delivery of services. In that specific context, these are the purposes for which your information is collected and maintained:

Processing of company formation applications, social insurance enrollment, subsidies, grants, and other government or agency administered procedures
Preparation of official documents on your behalf and submission to government or relevant authority
Calculation of payroll obligations and labor procedures for your company
Communication to you involving consultation, service updates, estimated level of fees, following consults
Referral, with your consent, of other services and trusted business partners such as tax accountants, lawyers, and other professionals
Legal, regulatory compliance and other compliance obligations, including obligations under US law and California State law
Site security and network integrity, optimization of our website, enhancement of your experience, and ability to analyze service data trends
Issuance of bills for our service, invoices, receipt, and processing of payments in relation to our services

Your personal information is not used directly to market to you unless we have your prior explicit consent.

Legal Grounds for Processing

Shoda Office processes your information in a manner consistent with applicable laws, and only on a legitimate basis as follows:

Performance of a contract: When we provide you our services, we will process your information for the purpose of fulfilling our contractual obligations.
Legal obligation: By law, we have the obligation to collect, process, and maintain certain information, such as documentation of social insurance, labor, and tax matters.
Consent: As required by law, we will ask for your specific permission to process certain types of information, such as sending your information to professionals for consulting purposes.
Legitimate interests: We process your information for the purposes of improving services, ensuring security, or sending you information about services provided by us. However, this will only be done when we feel that these interests in no way outweigh your rights, interests, and freedoms.

Information Security

Shoda Office places great importance on the protection of your information and data. We have a number of physical, technical, and organizational safeguards in place, including:

Secure filing and storage systems (physical files are stored in a secure cabinet with key access only; electronic files are stored on encrypted password-protected network drives)
Access restrictions (only our director, Shodo Shoda, and selected family members working for us can access client confidential files)
A secure online system for transmitting sensitive information (including encrypted emails and a secure system for file exchanges and document transfers)
Training for all staff on data protection requirements and privacy best practices
Regular reviews of our monitoring processes, risk profiling, security measures, and access restrictions to identify and prevent unauthorized access

Should we suffer a data breach or other information technology incident, we have appropriate procedures in place for the detection, containment, assessment, and notification of incidents to fulfill our legal obligations.

Retention and Destruction of Information

We keep information about you only as long as necessary to fulfill the purposes set out in this policy, satisfy legal and regulatory requirements, or to settle disputes. In most cases, this means:

Client files will be maintained for a minimum of seven years following completion of services in accordance with legal retention requirements for administrative and labor records.
Records of communications and consultation notes are maintained for up to five years to ensure quality of services and for reference.
Documents related to payment, invoicing, and tax are maintained for at least seven years.

Such information is securely disposed of when it is no longer needed. Paper files are shredded, and electronic data is obliterated using methods generally accepted in the industry to prevent recovery.

Other Uses and Disclosures of Information

Shoda Office hereby promises not to sell, trade, or rent your personal information to others. Disclosure of your personal information will be permitted only in the following specific instances:

To government authorities or other authorities when the disclosures are reasonably necessary for the application process or other legal procedures
To our professional service providers (tax accountants, attorneys, etc.) to the extent we have your explicit permission and for purposes for which we do not have the capability
Our trusted professional service providers (e.g., IT support companies, cloud data servers) subject to strict confidentiality agreements, but only to the extent necessary in order to carry out our business
To legal and regulatory authorities in response to lawful requests (e.g., subpoenas, court orders) to the extent permissible under relevant laws when we believe that disclosure is necessary to protect our rights and/or the rights or safety of others

In all cases, we take reasonable measures to ensure that recipients of your information handle the information in compliance with this Privacy Policy and all applicable laws.

Cross-Border Data Transfers

While Shoda Office services clients based in Los Angeles and surrounding areas, there may be times when your information is received, processed, or stored outside the United States (for example, when we use online cloud-based service providers or when we work with foreign-based attorneys, paralegals, or other professionals for specific legal or administrative tasks). When sending information overseas, we will take appropriate steps to safeguard your information (including through contractual protections, encryption, and working within required parameters of applicable data protection laws). We will not send your data outside the U.S. unless it is strictly necessary in order to deliver services or to comply with applicable requirements.

Your Rights and Choices

Depending on where you are located and what law applies, you may have the following rights regarding your personal information:

Right of access: the right to ask for information about the personal data we hold about you and to receive a copy.
Right of rectification: the right to request that we correct or update your personal information if inaccurate or incomplete.
Right to erasure: subject to certain exceptions, the right to request deletion of data, except where we are required by law to continue storing such information.
Right to restriction: the right to request restriction of business purposes related to your data in certain circumstances.
Right to data portability: the right to ask us to provide your information in electronic form in a structured, commonly used, and machine-readable format so you can transmit it to another service provider.
Right to object: the right to object in certain cases, including on grounds relating to direct marketing (though we do not perform such activity without having obtained your consent).
Right to withdraw consent: in all cases, where any processing of your data is based on your consent, you have the right to withdraw your consent at any time, with no impact on processing before you withdraw consent.

If you wish to exercise any of the aforementioned rights, please contact us at the details specified in the “Contact Us” section below. We aim to respond within a reasonable period and in compliance with legal requirements.

Cookies and Web Analytics

Our website https://osaka-gyosei.net/ leverages cookies and other tracking technologies to optimize the user experience, examine site traffic, and enhance our services. Cookies are small files that are stored on your device by your web browser. We use the following categories of cookies:

Essential cookies: Mandatory for basic site functionality (e.g., navigation, security)
Analytics cookies: Help us understand how visitors utilize our site, what pages are most visited, and discover opportunities for improving the user experience

You can set your browser to manage cookie settings for your device. Please be informed that altering these settings may disrupt the functionalities of our site. We do not deploy cookies for marketing or cross-site tracking purposes. For more details, please see our Cookie Policy.

Third Party Sites and Services

Our site may provide links to other sites, such as to counterpart professionals, government agencies, or information sites. This Privacy Policy covers only Shoda Office and our website. We are not responsible for the privacy practices or content of external sites. Please review the privacy policy of any third-party site before providing any information. If you receive service from a referred third-party professional (such as an accounting or tax advisor or attorney), your information provided in communicating with them will be subject to their published privacy policy, and we recommend that you inquire, as needed, regarding their handling of data.

Children’s Privacy

Shoda Office does not knowingly collect personal information from or market our services to children under the age of 16. Shoda Office’s services and products are intended for business owners, company managers, business professionals, and employers. If we learn that we have inadvertently collected personal information from a child under age 16 without verified parental consent, we will promptly delete such information upon request. If you have reason to believe that a child under age 16 has provided us with personal information, contact us immediately so that we may take appropriate action.

Modifications to Privacy Policy

We may update this Privacy Policy from time to time to respond to changes in our practices, services, or applicable law. We will post a conspicuous notice on our website if there are any significant changes to this Privacy Policy and we will revise the effective date at the top of this Privacy Policy. We encourage you to periodically review this Privacy Policy to stay informed about how we protect your information. Your continued use of our Services or website following the posting of changes to this Privacy Policy will mean that you accept those changes.

Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or the use of your provided information, please contact us at the following address:

Administrative Scrivener & Social Insurance Labor Consultant Shoda Office

Address: 5678 S 83rd Ave, Los Angeles CA 90043 USA
Phone number: (213)350-1928
E-mail: [email protected]
Homepage: https://osaka-gyosei.net/
Business hours: Weekdays 9:00-20:00, on Saturdays, Sundays and holidays 9:00-19:00

We will respond to your questions accordingly. We do value your privacy and trust. For more ways to reach us, please visit our Contact Us page.

Applicable Law and Forum

This Privacy Policy is governed by and any disputes hereunder shall be construed in accordance with the laws of the State of California and applicable federal laws of the United States. Any dispute between you and us arising out of or relating to this Privacy Policy, our data practices, or your use of our services shall be conducted in an amicable forum. If no such amicable forum can be identified, disputes may be submitted to mediation and as a last resort, to a court located in Los Angeles County, California. We are dedicated to complying with applicable local, state, and federal laws related to data privacy matters and we will cooperate fully with any government agency that has jurisdiction over such matters.

California Privacy Rights (CCPA Notice)

If you are a California resident, you may have additional rights under the California Consumer Privacy Act (CCPA), as follows:

The right to know the categories of personal information we collect, use, disclose, or sell. (We do not sell your personal information.)
The right to request we delete your personal information, subject to certain exceptions.
The right to request disclosure of the categories and specific pieces of personal information we have collected about you.
The right to opt out of the sale of personal information. (Does not apply, because we do not sell our data)
The right not to be discriminated against for exercising your privacy rights.

To exercise your rights, please email [email protected] or call (213) 350-1928. Before we can process your request, we have to verify your identity, and we will respond as required by law.

Data Security Incident Management

In the event of any (very unlikely) data breach or security incident involving your personal information, Shoda Office will immediately act to contain and investigate the extent of the breach. We will report the matter to affected individuals as well as regulatory authorities as required by law and regulation, including outlining the scope of the event, data involved, and actions taken to mitigate identified risks. We review and update our security protocols to avoid future recurrence and ensure the continued safety and security of your information to the maximum extent possible.

Your Consent

By consulting with us, providing us with your information through our website or otherwise, or communicating with us via telephone or email – in addition to any express consent you might provide elsewhere – you expressly consent to our collection, use, and other processing of your personal information as set out in this Privacy Policy. If you do not agree with anything contained in this Privacy Policy, please do not consult with us, do not submit any information through our website, and please contact us to discuss your concerns. You may withdraw your consent concerning these matters at any time, as more formally described in the section labelled ‘Your Rights and Choices.’

Confidentiality and Privacy

At Shoda Office, we consider the safeguarding of your personal and business information to be part of our mission in assisting entrepreneurs and business owners. Our family-owned and operated, director-led, and team-oriented structure is designed to reduce risks and allow us to maximize confidentiality. We are committed to earning and maintaining your trust through responsible and transparent use of your information at all stages of our relationship.