How ZyraHub handles personal data

1) Definitions

• “Website” means ZyraHub.top and its pages.
• “Service” means document-preparation workflow support and intake handling.
• “Personal Data” means information relating to an identified or identifiable person.
• “Processing” means collecting, storing, using, sharing, or deleting data.
• “Controller” means the entity that determines the purposes and means of processing.

2) Scope

This Policy applies to data processed through the Website, including contact forms and technical logs. It does not cover third-party websites that you may reach via external links.

3) Information we collect

Depending on your interaction with the Website, we may collect:

A. Information you provide directly

• Full name, email address, phone number , subject, and message content (via forms).
• Document-related context you choose to share (e.g., document type, page counts, parties, timelines).

B. Technical and usage information

• IP address, approximate location derived from IP (coarse), device type, browser type, language settings.
• Log data such as timestamps, pages viewed, and referrer URL (where provided by the browser).
• Diagnostic events (e.g., whether a page loaded successfully).

C. Cookies and similar technologies

We use a small cookie module (loaded after scroll) to manage cookie preferences and enable necessary performance features. See the Cookies section below for details. We do not embed external analytics scripts on this Website.

4) Purposes of processing

• Service communication: to respond to inquiries and coordinate intake.
• Operational continuity: to manage message threads, scope notes, and version references.
• Website security: to detect abuse, protect the Website, and prevent fraud or automated attacks.
• Performance: to maintain reliability and fix issues (e.g., error rates, load stability).
• Legal obligations: to comply with applicable laws and respond to lawful requests.

5) Legal basis (where applicable)

Depending on your jurisdiction and the nature of processing, our legal basis may include: (i) performance of a contract or steps prior to entering into a contract, (ii) legitimate interests (such as security and service improvement), (iii) consent (for certain cookies or marketing preferences), and/or (iv) compliance with legal obligations.

6) Cookies

Cookies are small text files placed on your device. We aim to keep cookie usage minimal.

You can manage cookie preferences using the controls provided by the cookie module and your browser settings. See Opt-out for more information.

7) Data sharing

We may share information only as needed to provide the Service and operate the Website:

• Service providers: hosting, email delivery, and technical support vendors under confidentiality obligations.
• Legal and compliance: if required to comply with applicable law, lawful requests, or protect rights and safety.
• Business transitions: in the event of a reorganization or transfer, subject to appropriate safeguards.

8) International transfers

Some service providers may process data outside Japan. When data is transferred internationally, we take steps to use contractual and technical safeguards appropriate for the context, such as access controls and encryption in transit where available.

9) Retention

We keep personal data for as long as needed to respond to your request, maintain operational records, meet legal obligations, and resolve disputes. Retention periods vary by data type:

• Contact messages: typically kept for operational continuity and reference, then periodically reviewed.
• Technical logs: retained for security and reliability monitoring, then rotated.
• Cookie preferences: retained according to your browser and cookie settings.

10) Security

We use practical safeguards designed to protect information from unauthorized access and misuse, such as access controls, least-privilege practices, and transport security where supported. No method of transmission or storage is risk-free; we encourage you to avoid sending unnecessary sensitive data.

11) Your rights

Depending on applicable law, you may have rights to request access, correction, deletion, restriction, portability, or to object to certain processing. You may also withdraw consent where processing is based on consent.

To exercise rights, contact us at hello@zyrahub.top. We may ask for reasonable verification to protect your data and prevent unauthorized requests.

12) Children’s privacy

The Website is not designed for children. If you believe a child has provided personal data through the Website, contact us so we can review and take appropriate steps.

13) Changes to this Policy

We may update this Policy to reflect operational or legal changes. The effective date at the top will be updated. For material updates, we may provide a notice on the Website.

14) Contact

ZyraHub Notary Support GK • 〒100-0005 Tokyo-to, Chiyoda-ku, Marunouchi 1-6-5, Japan • hello@zyrahub.top • +81 3-6824-9031