Privacy Policy

1. General Statement

We take your privacy very seriously and are committed to protecting it. We believe it should be easy for you to learn what personal data we collect and use, and to understand your rights regarding your personal data.

This Privacy Policy (“Privacy Policy”) describes our policies and practices regarding how we collect, use, and disclose the Personal Data we collect through our digital platforms, stores, or events.

Please read this Privacy Policy carefully as it provides important information about your Personal Data.

This Privacy Policy is designed to make it easy for you to reach the sections that may be of interest to you.

You may print a copy of the full Privacy Policy by clicking on this window. You may also request a copy of the Privacy Policy at any of our retail locations.

If you have any questions or comments regarding this Privacy Policy, please feel free to contact us (see the “Contact Us” section below).

2. Who are we?

“Kinscent”, “we” and “our” refer to Kinscent Co., Ltd., the controller of your personal data as a distributor at Kinscent, unless otherwise stated in this Privacy Policy.

• We are a limited liability company duly registered in Japan and headquartered at 9F, 2-2-15, Minami-Aoyama, Minato-ku, Tokyo.
• Kinscent is a retailer and distributor of perfumes operated by Kinscent Co., Ltd. Information about the company can be found at the following URL: https://kinscent.net/

To contact the company, please use the “Contact Us”.

3. What personal data do we collect, and how do we collect it?

Personal data is information about an identified or identifiable natural person. Examples include an individual’s name, address, gender, etc.

We may collect personal data from you directly (for example, when you purchase a product in a store) or indirectly (for example, from your electronic device interacting with our website, electronic forms, or mobile applications (“digital platforms”).

3.1. Information you provide directly to us

You may provide us with the following information:

• When you create an online or in-store account
• When you subscribe to our newsletter
• When you purchase our products
• When you use our digital platforms
• When you purchase goods or services on our digital platforms or in our stores
• When you visit our stores
• When you attend one of our events
• When you contact our customer service

The information you provide to us may include the following:

• Your identity (name, gender, image, nationality, etc.)
• Your contact information (e.g., address, e-mail address, telephone number)
• Your personal circumstances (including your title)
• Your purchase history (including purchase history, return or refund history, and order details)
• Customer preferences
• Specific payment information (including billing information, payment type or method, billing address, or credit card information)
• Any other information you provide by filling out forms or contacting us (including your feedback and other communications with us, health data regarding possible side effects from our cosmetics, etc.)

We will notify you when we need your information to process your requests, respond to your inquiries, or provide you with our products and services. If you do not provide this information, it may delay or prevent us from processing your request, responding to your inquiry, or providing our products and services to you.

We want the personal data we hold about you to be accurate at all times and therefore encourage you to update your information if any changes occur. From time to time, we may also ask you to update your information.

We recommend that you provide only the data necessary for your inquiry.
We will not receive regarding race or ethnicity, political opinions, religious or philosophical beliefs, health status or sex life, sexual orientation, data not related to the sale of this service, or confidential information.

3.2. Information Collected Indirectly

We may collect information such as your IP address or other browsing information (including browser, operating system, and device model) through Cookies or similar technologies placed on your device when you use our digital platforms. Some Cookies are necessary for our digital platforms to function properly, and others are used for analytical purposes to help us provide you with more customized services and a better digital experience. For more information about Cookies and how to change your Cookie settings, please see our Cookies Policy.

We may also collect information about you from third parties, such as a spouse who contacts us on your behalf or a friend who provides us with your information to invite you to an event in which you may be interested.

If you provide us with personal data about third parties, you must ensure that you have the right to disclose such information to us and that we can collect, use and disclose such information for the purposes described in our Privacy Policy without taking any additional steps required by data protection laws. We must ensure that you have the right to disclose such information. We must ensure that you have the right to disclose such information and that we can collect, use and disclose such information for the purposes described in our Privacy Policy without taking any additional steps required by data protection laws. For example, you must ensure that you are aware of the various matters detailed in our Privacy Policy. You must also provide your consent to how we handle your personal information as set forth in this Privacy Policy.

Billing information is collected by the payment service company contracted by us. Billing information is managed by the payment service company, and we assume no responsibility for it.

4. Why we collect your personal data, and how we use it?

We collect and use your personal data on one or more of the following legal grounds:

• With your prior consent (e.g., if you subscribe to our newsletter). Please note that for this particular legal basis, you have the right to withdraw your consent at any time (see “What rights do you have with respect to your personal data?” below)
• the processing is necessary in connection with a contract between Kinscent and you (for example, if you are making a purchase)
• there is a legitimate interest in processing, and that legitimate interest outweighs your interests, fundamental rights, or freedoms (e.g., prevention of payment fraud)
• the processing of your personal data is necessary to comply with applicable laws and regulations

Depending on the context, we may use your personal data for the following purposes:

• Provide you with the products or services you have requested; or
• To carry out checks to identify you and verify your identity
• To send you promotional communications with your prior consent (see “Promotional Communications” section)
• To provide after-sales service and administer refunds
• To respond to your inquiries, suggestions, and requests, including exercising the rights of the data subject
• To manage complaints and litigation
• Managing events for which you have registered and participated
• To detect, prevent, and stop any fraudulent or illegal activity, including protecting your transactions from payment fraud, addressing counterfeiting, and preventing the resale of our products in violation of our terms of sale or outside our distribution network
• To protect our customers, employees, other individuals in our stores, and our property
• To manage our inventory of certain types of scarce products in order to allow for fair distribution of the products we sell
• To monitor and improve our digital platforms
• To perform statistical analysis and adapt our product offerings, in particular (including the use of your nationality after anonymization)
• To improve our products and services
• To respect our legal obligations, including providing information to regulatory bodies when legally required. In particular, to comply with our legal obligations against prevention, fraud, money laundering, and financing of terrorism

5. Promotional communications (newsletters, invitations, product recommendations, etc.)

With your prior express consent (usually obtained by checking certain boxes on a form), you may receive information about offers, services, products, and events sent by Kinscent and/or Kinsecnt’s subcontractors (“Promotional Communications”). You may request disclosure of details of Kinscent’s subcontractors through us. A list of our subcontractors and their locations will be provided in a stipulated document upon request. The stipulated document refers to basic information about the company (relationship with us, company name, address, official website).

We rely on your consent to process the personal data you provide for this purpose. Therefore, if you do not wish to receive such information, you may withdraw your consent at any time (see “9. What rights do I have with respect to my personal information? ” below).

In the future, we may ask you to review or update your preferences regarding promotional communications if we are directed to offer further products or services, or if there are changes to laws, regulations, or our business structure.

6. Duration of storage of personal data

Your personal information will be processed for the period necessary for the purposes for which such data is collected and for the period necessary to establish, exercise and protect your legal rights in accordance with the obligations of the law and the code.

To determine the optimal retention period for your personal information, the service will take into account the quantity, nature, and sensitivity of your personal information, the reasons why the Service collects your personal information, the services you receive or will receive from the service, and the legal regulations applicable to you.

7. Disclosure and Transfer of Personal Data

We may disclose your Personal Data only to the parties listed below for the following reasons:

• Your Personal Data shall be disclosed to employees of Kinscent who need access to your Personal Data and who are authorized to process your Personal Data to achieve the aforementioned purposes, and who are bound by confidentiality obligations.
• Kinscent’s group companies: for the purposes described in the Customer Relationship, Retail, eCommerce, Communications, Legal, Finance, Internal Audit, IT Administration, Security, and Privacy Policy and to provide a consistent level of service across Kinscent’s group companies. Personal Information: For the purposes described in the Privacy Policy and to provide a consistent level of service across the Kinscent group of companies. This includes providing the products and services you have requested, improving the services provided, and sending you promotional communications about offers, services, products, or events based on your consent (for this purpose, you may withdraw your consent at any time – see “8. How is your personal information protected?”). This includes, but is not limited to, the following (What rights do you have with respect to your personal information?)For the specific purpose of combating fraudulent payments, your personal data may be communicated to a distributor of Kinscent in order to process your order and combat fraudulent online payment methods. As part of its legitimate interest in combating fraud, as the data controller, we may transmit your financial information to external service providers equipped with fraud detection tools in order to authenticate your payment. Such service providers are committed to maintaining confidentiality.
• We may also disclose your personal information to third-party organizations approved by Kinscent.
  All such processing will be done in accordance with our prior instructions, as set forth in a binding contract that complies with applicable legal requirements. Such disclosures may be made for a variety of purposes, including:
  • IT development and support
  • Marketing and business research, sponsorship, and implementation of marketing campaigns
  • General operational tasks for the provision of this service
  • Verification of customer information, authorization of payments, and order and payment processing for third parties providing credit, payment, and order processing services
  • Shipping services
  • Data quality control services (standardization, deduplication, etc.)

  These providers are committed to confidentiality and are not authorized to use your personal information for any other purpose. These providers are also required to take appropriate security measures to protect your personal information.

• We may be required to disclose your personal information to authorities or third parties by binding requirements of applicable law or for the purpose of complying with legal processes or other lawful requests. For example, we may be compelled to submit the above information to professional authorities in response to business disruptions or illegal activities that we do not approve of, such as improper returns, refunds, chargebacks, or fraud.
• We may also disclose or process your personal data in accordance with applicable law to protect our legitimate interests (e.g., in civil or criminal litigation).