Privacy Policy
1. Introduction
Fern Sapphire (“we”, “us”, or “our”) operates the website fern-sapphire.com and provides premium landscaping and estate garden design. We are committed to protecting your personal information in accordance with Japan’s Act on the Protection of Personal Information (APPI / 個人情報保護法) and the EU General Data Protection Regulation (GDPR) where applicable.
This Privacy Policy explains what data we collect when you browse our website, request a quote, place an order, or contact our team, and how that data is stored, used, and shared.
2. Data Controller
The entity responsible for your personal data is:
Fern Sapphire
2-3-15 Karasuma Sanjo, Kyoto-shi, Nakagyo-ku, Kyoto 604-8161, Japan
Phone: +81 75-231-4087
Email: privacy@fern-sapphire.com
3. Information We Collect
3.1 Information you provide directly
When you enquire about decorative ponds, request a quote for alpine rock gardens, subscribe to our updates, or contact us through our website forms, we may collect:
- Full name
- Email address
- Phone number
- Postal address (for shipping estimates or on-site consultations)
- Project details and specific requirements related to luxury landscaping
3.2 Information collected automatically
Our web server and analytics tools may automatically record:
- IP address along with an approximate location indicator
- Browser type, operating system, and device category
- Pages visited, time on site, and referral source
- Cookie identifiers (see our Cookie Policy)
4. How We Use Your Information
We process personal data for the following purposes:
- Fulfilling orders and requests: preparing quotations, processing orders for decorative ponds and water feature installation, and arranging delivery or service appointments.
- Communication: responding to enquiries about our premium landscaping and estate garden design, sending order-status updates, and providing after-service support.
- Website improvement: analysing browsing patterns so we can improve our product listings and the overall user experience.
- Legal compliance: meeting obligations under Japanese commercial law and tax regulations.
5. Legal Basis for Processing
APPI requires us to define each processing purpose clearly. For individuals in the European Economic Area, we additionally rely on:
- Consent to receive periodic newsletters and permit non-essential cookie storage.
- Contractual necessity — when you request a quote or place an order.
- Legitimate interest — in understanding how visitors browse our website so we can improve the experience.
Residents of California enjoy additional rights under the CCPA: you may ask what personal information we collect, request erasure, and opt out of any data sale. We confirm that no data sales occur.
6. Data Sharing and Third Parties
We do not sell your personal information. We may share data with:
- Shipping and logistics partners for product delivery within Japan and internationally.
- Payment processors that handle transactions securely under PCI-DSS standards.
- Analytics providers that help us understand site usage (data is anonymised where feasible).
- Legal authorities if required by Japanese law or a valid court order.
7. International Transfers
Data is kept on infrastructure within Japan. In the rare event that data must leave the country, we implement APPI Article 28-compliant safeguards to maintain protection.
8. Data Retention
We retain personal data only as long as necessary:
- Correspondence and quotation data: up to 24 months from the most recent contact.
- Order documentation and addresses: 7 years in line with Japanese tax retention obligations.
- Email list subscribers: retained until an unsubscribe request is received.
- Server activity logs: automatically cleared every 12 months.
9. Your Rights
Under APPI and, where applicable, GDPR and CCPA, you have the right to:
- Request a summary of the personal information in our records.
- Correct inaccurate or outdated information.
- Request deletion of data that is no longer necessary.
- Withdraw consent for marketing communications at any time.
- Object to processing based on legitimate interest.
- Request data portability in a machine-readable format (GDPR).
- Opt out of personal data sale (CCPA) — we do not engage in such sales.
To exercise any of these rights, contact us at privacy@fern-sapphire.com or call +81 75-231-4087. We will respond within 30 days.
10. Children’s Privacy
Our website and services related to premium landscaping and estate garden design are not directed at children under 16. We do not knowingly collect personal data from minors. If you believe a child has submitted information to us, please contact us so we can delete it promptly.
11. Security Measures
Every page on our site is encrypted via SSL/TLS. Personal data access is granted only to authorised team members, and our information-handling procedures are reviewed at regular intervals. Despite the impossibility of guaranteeing perfect security, we adopt appropriate technical and organisational measures.
12. Changes to This Policy
We reserve the right to amend this Privacy Policy when our business evolves or when legal requirements change. Any material modification will appear on this page accompanied by an updated date.
13. Contact Us
If you have questions about this Privacy Policy or how we handle your personal data, please reach out:
Fern Sapphire — Privacy Enquiries
2-3-15 Karasuma Sanjo, Kyoto-shi, Nakagyo-ku, Kyoto 604-8161, Japan
Phone: +81 75-231-4087
Email: privacy@fern-sapphire.com