Privacy policy

Last updated: 30 June 2026

This Privacy Policy explains how JAPAN-ITEMS™ collects, uses, discloses, stores and protects personal information when you visit our website, use our online store, place an order, contact us or otherwise interact with our services.

This Privacy Policy applies to the JAPAN-ITEMS™ online store, website, checkout, customer support communications, marketing communications and related services.

The Store is operated by:

Japan Items Group sp. z o.o.
ul. Wodzisławska 358
44-274 Rybnik
Poland
KRS: 0001228018
NIP: 6423268977
REGON: 544207180
Share capital: 5,000.00 PLN
Registry court: District Court in Gliwice, 10th Commercial Division of the National Court Register
Email: support@japan-items.com

For the purposes of applicable data protection laws, including the General Data Protection Regulation, Japan Items Group sp. z o.o. is the controller of your personal information, unless stated otherwise.

Please read this Privacy Policy carefully. By using our Store, placing an order or contacting us, you acknowledge that your personal information will be handled as described in this Privacy Policy.

1. About JAPAN-ITEMS™

JAPAN-ITEMS™ is a curated international retail store offering selected objects sourced from Japan. Many items are pre-owned, vintage, collectible, discontinued, rare or otherwise previously owned.

Because of this business model, personal information may be processed not only for ordinary online store purposes, but also for international sourcing, order verification, customs documentation, shipping, delivery, returns, refunds, customer support and fraud prevention.

2. Personal Information We Collect

Depending on how you interact with the Store, we may collect or process the following categories of personal information.

2.1 Contact Information

This may include:

full name;
email address;
phone number;
billing address;
shipping address;
country, region, city and postal code;
company name, where applicable.

2.2 Order and Transaction Information

This may include:

products viewed, added to cart or purchased;
order number;
order history;
transaction details;
billing and shipping details;
selected shipping destination;
delivery status;
return or refund information;
customs, import and delivery-related information;
customer service notes related to your order.

2.3 Payment Information

Payments are processed by third-party payment providers.

We may receive limited payment-related information, such as payment confirmation, payment method type, transaction status, billing details, fraud risk indicators or payment provider references.

We do not intentionally store full payment card numbers in our own systems.

2.4 Account Information

If you create a customer account, we may process:

account login details;
account preferences;
saved addresses;
order history;
wishlist or saved items, if available;
communication preferences.

2.5 Communications with Us

When you contact JAPAN-ITEMS™, we may process information included in your communication, including:

email messages;
support requests;
return or refund requests;
complaint details;
photographs, videos or documents you provide;
information related to damaged, missing or incorrect items;
customs, carrier or delivery notices you share with us.

2.6 Device, Usage and Technical Information

When you visit or use the Store, we or our service providers may collect technical information, including:

IP address;
browser type and version;
device type;
operating system;
language settings;
approximate location based on IP address;
pages viewed;
products viewed;
links clicked;
session information;
referring website or campaign;
cookie identifiers and similar technologies.

2.7 Marketing and Advertising Information

If you interact with our marketing, subscribe to communications or consent to advertising cookies where required, we may process:

email marketing preferences;
newsletter subscription status;
consent records;
marketing interaction data;
ad interaction data;
abandoned cart or checkout information;
product interests inferred from browsing or purchase activity.

3. Sources of Personal Information

We may collect personal information from the following sources:

directly from you, when you place an order, create an account, contact us, subscribe to marketing or provide information through the Store;
automatically through the Store, including through cookies and similar technologies;
from Shopify, which hosts and powers our Store;
from payment providers;
from shipping carriers, logistics partners, customs brokers and fulfilment providers;
from marketing, analytics and advertising partners;
from fraud prevention, security and risk assessment providers;
from public authorities, where relevant to legal, customs or regulatory matters;
from other third parties where permitted by law.

4. How We Use Personal Information

We use personal information for the purposes described below.

4.1 To Provide the Store and Fulfil Orders

We process personal information to:

operate the Store;
process orders;
confirm item availability;
arrange sourcing from Japan;
process payments;
prepare invoices or order confirmations;
arrange shipping and delivery;
prepare customs and import documentation;
handle duties, taxes and import charges under our all-inclusive delivery model;
provide tracking information;
manage returns, refunds and complaints;
provide customer support.

4.2 To Communicate with You

We may use your information to:

respond to inquiries;
send order confirmations;
send shipping and delivery updates;
request information needed to complete delivery or customs handling;
respond to complaints or return requests;
notify you about unavailable products, refunds or alternative item options;
provide customer service.

4.3 To Improve and Personalize the Store

We may use information to:

improve website functionality;
understand how customers use the Store;
improve product presentation;
analyze store performance;
improve customer experience;
remember preferences;
recommend products or categories that may be relevant to you.

4.4 For Marketing and Advertising

Where permitted by law, and where required with your consent, we may use personal information to:

send newsletters or promotional emails;
send abandoned cart or checkout reminders;
show relevant advertisements;
measure marketing campaign performance;
build audiences for advertising platforms;
personalize marketing content.

You may unsubscribe from marketing emails at any time by using the unsubscribe link in the email or by contacting us at support@japan-items.com.

Even if you unsubscribe from marketing communications, we may still send non-marketing messages, such as order confirmations, delivery updates, refund notifications or legal notices.

4.5 For Security, Fraud Prevention and Legal Compliance

We may process information to:

detect and prevent fraud;
prevent misuse of the Store;
verify transactions;
secure our systems;
protect customers and our business;
comply with tax, accounting, customs and consumer protection obligations;
respond to lawful requests from authorities;
enforce our Terms & Conditions;
establish, exercise or defend legal claims.

5. Legal Bases for Processing

Where the General Data Protection Regulation or similar laws apply, we rely on one or more legal bases for processing personal information.

5.1 Contract

We process personal information where necessary to enter into or perform a contract with you, including processing orders, payments, shipping, delivery, returns and customer support.

5.2 Legal Obligation

We process personal information where necessary to comply with legal obligations, including tax, accounting, customs, consumer protection, product compliance, fraud prevention and regulatory requirements.

5.3 Legitimate Interests

We may process personal information where necessary for our legitimate interests, provided that those interests are not overridden by your rights and freedoms.

Such legitimate interests may include operating and improving the Store, preventing fraud, securing our systems, handling customer service, managing business records, analyzing store performance and protecting our legal rights.

5.4 Consent

Where required by law, we rely on your consent for certain activities, such as non-essential cookies, email marketing or certain advertising technologies.

You may withdraw consent at any time where processing is based on consent.

6. How We Disclose Personal Information

We may disclose personal information to third parties where necessary for the purposes described in this Privacy Policy.

This may include disclosure to:

Shopify, which hosts and powers our Store;
payment processors and financial service providers;
fraud prevention and risk assessment providers;
logistics partners, warehouses and fulfilment providers in Japan or other countries;
shipping carriers and delivery providers;
customs brokers and customs authorities;
tax, accounting and legal advisors;
IT, hosting, cloud and security providers;
analytics providers;
marketing and advertising partners;
customer support tools;
email and communication service providers;
public authorities, courts, regulators or law enforcement agencies where required or permitted by law;
business successors in connection with a merger, restructuring, acquisition, sale of assets, insolvency or similar business transaction.

We do not sell your personal information in the ordinary meaning of selling customer lists for money. However, some privacy laws may define certain advertising or analytics disclosures as a “sale”, “sharing” or “targeted advertising”. Where such laws apply, you may have the right to opt out of such processing.

7. Relationship with Shopify

The Store is powered by Shopify.

Shopify provides the platform that enables us to operate the Store, process orders, manage checkout, handle store data and provide related ecommerce functionality.

Personal information you submit through the Store may be transmitted to and processed by Shopify and its service providers. Shopify may process personal information on our behalf to provide the Store and related services.

In some cases, Shopify may also process information for its own purposes, including platform security, fraud prevention, service improvement, analytics or enhanced Shopify features, in accordance with Shopify’s own privacy terms and policies.

You may learn more about Shopify’s privacy practices through Shopify’s privacy resources and privacy portal.

8. International Transfers

Because JAPAN-ITEMS™ operates an international store and uses service providers in different countries, your personal information may be transferred to, stored in or processed in countries other than the country where you live.

This may include countries in the European Economic Area, Japan, the United States, Canada, the United Kingdom or other locations where our service providers, logistics partners, payment providers, Shopify, carriers or technology providers operate.

Where personal information is transferred outside the European Economic Area or another jurisdiction that requires transfer safeguards, we will rely on appropriate legal mechanisms where required, such as adequacy decisions, Standard Contractual Clauses, contractual safeguards or other transfer mechanisms recognized by applicable law.

9. Cookies and Similar Technologies

The Store uses cookies and similar technologies to operate the website, provide checkout functionality, remember preferences, analyze traffic, improve the Store and support marketing or advertising activities.

Some cookies are necessary for the Store to function. Others may be used for analytics, personalization or advertising, where permitted by law and, where required, based on your consent.

Further information is provided in our Cookie Policy.

You may be able to manage cookie preferences through our cookie banner, browser settings or privacy controls available on the Store.

10. Data Retention

We keep personal information only for as long as necessary for the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by law.

Retention periods may depend on:

whether you have an active customer account;
whether we need the information to fulfil an order;
tax, accounting and customs obligations;
legal limitation periods;
fraud prevention and security needs;
dispute, complaint or chargeback handling;
customer support needs;
marketing consent status.

Order, payment, tax and accounting records may need to be retained for the period required by applicable law.

When personal information is no longer needed, we will delete, anonymize or otherwise securely handle it in accordance with applicable requirements.

11. Security

We use reasonable technical and organizational measures designed to protect personal information against unauthorized access, loss, misuse, alteration, disclosure or destruction.

However, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security.

Customers should also take care to protect account login details and should not share passwords or sensitive information through insecure channels.

12. Your Rights

Depending on where you live and subject to applicable law, you may have rights regarding your personal information.

These rights may include:

the right to access personal information we hold about you;
the right to receive a copy of your personal information;
the right to correct inaccurate or incomplete information;
the right to request deletion of personal information;
the right to object to certain processing;
the right to restrict certain processing;
the right to data portability;
the right to withdraw consent where processing is based on consent;
the right to object to direct marketing;
the right to lodge a complaint with a data protection authority.

These rights are not absolute and may be subject to legal exceptions, verification requirements or competing legal obligations.

To exercise your rights, please contact us at:

support@japan-items.com

We may need to verify your identity before responding to your request.

13. Rights for Customers in the European Economic Area and United Kingdom

If you are located in the European Economic Area or the United Kingdom, you may have additional rights under applicable data protection laws, including the right to:

request access to your personal information;
request correction of inaccurate personal information;
request deletion of your personal information;
request restriction of processing;
object to processing based on legitimate interests;
object to direct marketing;
request data portability;
withdraw consent where processing is based on consent;
lodge a complaint with your local data protection authority.

The data protection authority in Poland is the President of the Personal Data Protection Office.

14. Marketing Communications

If you subscribe to marketing communications, we may send you emails about products, collections, brand updates, offers, editorial content or other JAPAN-ITEMS™ news.

You may unsubscribe at any time by using the unsubscribe link in the email or by contacting support@japan-items.com.

Unsubscribing from marketing emails does not prevent us from sending transactional or service-related messages about your orders, account, delivery, returns, refunds or legal notices.

15. Targeted Advertising and Analytics

We may use analytics and advertising tools to understand how customers interact with the Store and to show relevant marketing content.

Depending on your location and applicable law, you may have the right to opt out of certain targeted advertising, tracking, sharing or profiling activities.

Where required by law, we will obtain consent before using non-essential cookies or similar technologies.

You may manage your choices through the Store’s cookie banner, privacy settings, browser settings or by contacting us.

16. Children’s Privacy

The Store is not intended for children.

We do not knowingly collect personal information from children under the age required by applicable law.

If you believe that a child has provided personal information to us, please contact us at support@japan-items.com so that we can review and, where appropriate, delete the information.

17. Third-Party Websites and Links

The Store may contain links to third-party websites, platforms, social media pages, payment services, carrier pages or other external services.

We are not responsible for the privacy practices, security or content of third-party websites or services that we do not control.

You should review the privacy policies and terms of any third-party services you use.

18. Automated Decision-Making

We may use automated tools provided by Shopify, payment providers, fraud prevention providers or other service providers to help detect fraud, assess transaction risk, secure the Store and protect customers.

Such tools may analyze transaction details, device information, IP address, order behavior, payment information or other risk indicators.

Where applicable law gives you rights related to automated decision-making, you may contact us to request further information.

19. Business Transfers

If JAPAN-ITEMS™ is involved in a merger, acquisition, restructuring, sale of assets, financing, insolvency or similar business transaction, personal information may be disclosed or transferred as part of that transaction, subject to applicable law.

20. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, service providers, legal requirements or business operations.

When we update this Privacy Policy, we will revise the “Last updated” date.

Where required by law, we may provide additional notice or request renewed consent.

21. Contact

If you have questions about this Privacy Policy, how we process personal information or how to exercise your privacy rights, please contact:

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