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Privacy policy

This Privacy Policy describes how HARMONICA Corporation ("HARMONICA", "we", "us", or "our") — operator of the brand KEKKAI MATCHA and the website kekkaimatcha.com (the "Site") — collects, uses, and discloses your Personal Information when you visit or make a purchase from the Site.

1. Data Controller and Contact

Data Controller: HARMONICA Corporation, operating under the trade name "KEKKAI MATCHA"
Registered Office: 1-1-20 Kyomachi, Kawasaki-ku, Kawasaki-shi, Kanagawa 210-0848, Japan
Correspondence Address: 1-10-7-101 Taihei, Sumida-ku, Tokyo 130-0012, Japan
Email: support@kekkaimatcha.com
Phone: +81 3-6821-9306
Corporate Number: 7020001150538

Privacy Officer: In accordance with the Japanese Act on the Protection of Personal Information (APPI) and, for Quebec residents, the Act respecting the protection of personal information in the private sector (Law 25), we have designated a Privacy Officer responsible for the protection of Personal Information. The Privacy Officer can be contacted at support@kekkaimatcha.com.

For questions about our privacy practices, to exercise your rights, or to make a complaint, please contact us using the details above.

2. Personal Information We Collect

In this Privacy Policy, "Personal Information" means any information that identifies, relates to, or could reasonably be linked to an identifiable individual.

2.1 Device & Site-Usage Information

  • Collected: Browser type, IP address, time zone, operating system, cookie identifiers, pages viewed, search terms, and interactions with the Site.
  • Source: Automatically collected through cookies, log files, web beacons, tags, and pixels.
  • Purpose: To load the Site accurately, maintain security, prevent fraud, and analyse Site usage.
  • Legal basis (GDPR): Legitimate interest (operating the Site securely); consent for non-essential cookies.

2.2 Order & Account Information

  • Collected: Name, billing address, shipping address, email address, phone number, payment information (handled directly by payment providers — we do not store full card numbers), order history.
  • Source: Provided directly by you at checkout or account registration. If you choose Amazon Pay at checkout, your name, shipping address, and billing information are shared with us by Amazon.com, Inc. under your authorisation to complete the transaction.
  • Purpose: To process orders, arrange shipping with our fulfillment partner, complete customs formalities, send order confirmations and tracking, communicate about your order, screen for fraud, and (where you have opted in) send marketing communications.
  • Legal basis (GDPR): Performance of contract; legal obligation (tax / accounting records, customs declarations); legitimate interest (fraud prevention); consent (marketing).

2.3 Subscription Information

  • Collected: Subscription plan details, delivery frequency, next delivery date, payment schedule, subscription status (active, paused, cancelled), and subscription history.
  • Source: Provided directly by you when you enrol in a subscription plan and updated automatically as your subscription is fulfilled.
  • Purpose: To manage recurring orders, process recurring payments, send delivery notifications and pre-shipment reminders, and enable you to modify, pause, or cancel your subscription through your customer account.
  • Legal basis (GDPR): Performance of contract.

2.4 Customer Support Communications

  • Collected: Information you provide when contacting us (email contents, chat messages, attachments).
  • Source: Provided directly by you.
  • Purpose: To respond to your enquiries.
  • Legal basis (GDPR): Legitimate interest; performance of contract.

3. How We Share Your Personal Information

We share Personal Information only with the service providers and partners necessary to operate our store and deliver your orders. We do not sell Personal Information.

3.1 Fulfillment Partner — KAMECOLLE Inc.

We have engaged KAMECOLLE Inc. (1-10-7-101 Taihei, Sumida-ku, Tokyo 130-0012, Japan) under a written business-commission agreement to provide inventory management, packaging, and shipping services on our behalf. To deliver your order, we share the following with KAMECOLLE: recipient name, shipping address, phone number, and order details.

KAMECOLLE is contractually bound to handle your Personal Information only for the agreed fulfillment purposes and to apply appropriate security measures. We supervise their handling of your data as required under the Japanese Act on the Protection of Personal Information (APPI).

3.2 Platform & Service Providers

Provider Purpose Data Shared
Shopify Inc. (Canada / global infrastructure) E-commerce platform hosting, subscription management (Shopify Subscriptions), customer messaging (Shopify Inbox), email marketing (Shopify Email), translation (Translate & Adapt), search & discovery, automation (Shopify Flow) All Order, Subscription & Site-usage data
Shopify Payments / Shop Pay Payment processing (including recurring subscription payments) Payment & order data
PayPal Payment processing Payment & order data
Amazon Pay (Amazon.com, Inc.) Payment processing and authorised sharing of name and address from your Amazon account Payment, name & address
Synctrack PayPal Tracking Automatic synchronisation of tracking numbers to PayPal for seller-protection compliance Order & tracking data
Judge.me Product reviews Email, name, order data
Ship&co Shipping label generation and carrier integration Recipient name, address, phone, order details
Japan Post Co., Ltd. International parcel delivery (EMS) Recipient name, address, phone, contents declaration
Zonos Inc. (United States) Customs declaration and duty prepayment for shipments to the United States Recipient name, address, order contents, declared value
Sagawa Express Co., Ltd. Domestic parcel delivery within Japan Recipient name, address, phone
Google Analytics & Google Tag Manager Site analytics Device & usage data

Each provider processes your data under their own privacy policies and data-processing agreements with us.

We do not currently use Meta (Facebook/Instagram) advertising pixels or Google Ads conversion tracking. If we add these services in the future, this Privacy Policy will be updated accordingly.

3.3 Customs and Border Authorities

To clear your parcel through customs, we are required to declare the recipient's name, address, and the contents and value of the shipment to the customs authorities of the destination country, and where applicable to the food-safety regulator of that country. This is a legal obligation and applies to every international order.

3.4 Legal Compliance

We may disclose Personal Information when required by applicable laws, regulations, valid legal processes, or lawful requests from public authorities.

4. International Transfers

Because we use cloud-based service providers (notably Shopify, headquartered in Canada with global infrastructure), your Personal Information may be transferred to and processed in countries outside Japan, including Canada, the United States, and the European Union. These transfers are protected by:

  • contractual safeguards equivalent to those required by the APPI, GDPR, and other applicable privacy laws;
  • standard data-processing agreements with each provider;
  • the providers' own privacy frameworks (e.g., Shopify's Consumer Privacy Policy at https://www.shopify.com/legal/privacy/consumers).

Customers in the EU/EEA: where we transfer your data outside the EEA, we rely on the European Commission's Standard Contractual Clauses or equivalent mechanisms.

Customers in Singapore, Australia, and Canada: we ensure that transfers of your Personal Information outside your country of residence are subject to appropriate contractual and organisational safeguards, consistent with the requirements of the PDPA, the Australian Privacy Principles, and PIPEDA respectively.

5. Your Rights

5.1 All customers

You have the right to:

  • Access the Personal Information we hold about you.
  • Correct inaccurate or incomplete data.
  • Delete your data, subject to legal retention obligations.
  • Object to or restrict processing.
  • Withdraw consent at any time where processing is based on consent (e.g., marketing).

To exercise any of these rights, email support@kekkaimatcha.com. We will respond within 30 days (or sooner where required by applicable law).

5.2 EU / EEA / UK residents (GDPR)

In addition to the rights above, you have the right to data portability and the right to lodge a complaint with your national data-protection authority. You can find your country's authority at https://edpb.europa.eu/about-edpb/about-edpb/members_en (EEA) or https://ico.org.uk (UK).

5.3 California residents (CCPA / CPRA)

California residents have additional rights including the right to know, delete, correct, and opt-out of the sale or sharing of Personal Information, and the right not to be discriminated against for exercising these rights. We do not sell your Personal Information.

California residents may also submit privacy requests through the "Your Privacy Choices" link displayed in the Site footer.

5.4 Singapore residents (PDPA)

Singapore residents have specific rights under the Personal Data Protection Act 2012 (PDPA), including:

  • The right to withdraw consent for the collection, use, or disclosure of your Personal Information
  • The right to access and correct Personal Information we hold about you
  • The right to lodge a complaint with the Personal Data Protection Commission (PDPC) of Singapore at https://www.pdpc.gov.sg

Do Not Call Registry: Singapore residents may register their phone number with the Singapore Do Not Call Registry at https://www.dnc.gov.sg. We honour Do Not Call Registry status for our marketing communications.

Data Protection Officer: Our designated Data Protection Officer under the PDPA can be contacted at support@kekkaimatcha.com.

5.5 Australian residents (Privacy Act 1988 / APPs)

Australian residents have specific rights under the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs), including:

  • The right to access the Personal Information we hold about you (APP 12)
  • The right to seek correction of inaccurate Personal Information (APP 13)
  • The right to lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at https://www.oaic.gov.au

Notifiable Data Breaches scheme: Under Part IIIC of the Privacy Act 1988, we will notify affected Australian residents and the OAIC without undue delay if we experience a data breach that is likely to result in serious harm to any individual whose Personal Information is involved.

5.6 Canadian residents (PIPEDA / Quebec Law 25)

Canadian residents have specific rights under Canadian federal and provincial privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and, for Quebec residents, the Act respecting the protection of personal information in the private sector (as amended by Bill 64, commonly known as Law 25).

Canadian residents have the right to:

  • Access the Personal Information we hold about you
  • Request correction of inaccurate Personal Information
  • Withdraw consent to further processing
  • File a complaint with the Office of the Privacy Commissioner of Canada (OPC) at https://www.priv.gc.ca

Quebec residents have additional rights under Law 25, including:

  • The right to data portability
  • The right to be informed about automated decision-making that significantly affects you (we do not currently use automated decision-making that produces legal or similarly significant effects)
  • The right to lodge a complaint with the Commission d'accès à l'information du Québec (CAI) at https://www.cai.gouv.qc.ca

Our designated Privacy Officer under Law 25 can be contacted at support@kekkaimatcha.com.

6. Data Retention

We retain Personal Information only for as long as necessary to fulfil the purposes described in this Policy or as required by law:

  • Order & transaction records: 7 years from the date of transaction, in accordance with Japanese tax and accounting law. This period also satisfies retention requirements in Singapore (5 years), Australia (5 years), Canada (6 years), and the United States.
  • Subscription records: retained for the duration of your subscription and for 7 years after cancellation for accounting purposes.
  • Customs declarations: retained for 7 years in accordance with Japanese customs and export record-keeping requirements.
  • Account information: retained for as long as your account remains active. You may request deletion at any time; we will delete data not subject to a legal retention obligation.
  • Newsletter subscriber data: retained until you unsubscribe.
  • Customer-support correspondence: retained for 3 years from the date of last contact.
  • Analytics data: retained according to Google Analytics retention settings (default: 26 months).

After the applicable retention period, data is deleted or anonymised.

7. Security

We implement reasonable technical and organisational measures to protect your Personal Information, including HTTPS/TLS encryption for all data transmission, restricted access controls within our team, encrypted handling of payment data by certified payment providers, and contractual obligations on our service providers (including KAMECOLLE Inc.) to maintain equivalent security standards.

No system is 100% secure; we cannot guarantee absolute security but strive to protect your data using industry-standard practices.

8. Cookies

Cookies are small data files placed on your device. We use the following categories:

  • Essential / Functional cookies: required for the Site to operate (cart, login, checkout, subscription management). Cannot be disabled.
  • Performance & analytics cookies: Google Analytics and Shopify analytics, used to understand Site usage and improve performance.
  • Advertising cookies: we do not currently deploy advertising-network cookies (Meta Pixel, Google Ads, etc.). This may change in the future, in which case this Policy will be updated.

Cookie durations range from session-based (deleted when you close the browser) to persistent cookies of up to 24 months.

You can manage your cookie preferences through the cookie consent banner shown when you first visit the Site, or through your browser settings. Disabling essential cookies may affect Site functionality.

More information: https://www.allaboutcookies.org

9. Marketing Communications and Consent

When you subscribe to our newsletter, marketing communications, or purchase reminders, we obtain your consent through a double opt-in process (initial signup followed by a confirmation email). This approach applies to all customers worldwide.

Each marketing email we send includes:

  • Clear identification of the sender (KEKKAI MATCHA / HARMONICA Corporation)
  • A physical mailing address
  • A functioning one-click unsubscribe link that processes your withdrawal within 10 business days (and typically immediately)
  • Accurate, non-misleading subject lines and sender information

This approach is designed to comply with the requirements of:

  • United States: CAN-SPAM Act (2003)
  • Singapore: PDPA Do Not Call provisions and general consent requirements
  • Australia: Spam Act 2003 (Cth) — including express consent, sender identification, and functional unsubscribe requirements
  • Canada: Canadian Anti-Spam Legislation (CASL, 2014) — including express consent, sender identification, and unsubscribe mechanism requirements
  • European Union / UK: Privacy and Electronic Communications Regulations (PECR) and GDPR

Withdrawal of consent: You may withdraw consent to receive marketing communications at any time by clicking the unsubscribe link in any marketing email, updating your account preferences, or contacting support@kekkaimatcha.com. Withdrawal typically takes effect immediately and in any case within 10 business days.

Transactional communications: Withdrawal of marketing consent does not affect transactional communications (order confirmations, shipping notifications, subscription renewals, product-safety notices, or account-related messages), which we are required to send to fulfil your orders and comply with applicable laws.

10. Behavioural Advertising & Opt-Out

We do not currently use behavioural advertising networks (Meta Pixel, Google Ads conversion tracking, etc.). If we begin using such services in the future, this Privacy Policy will be updated and you will be able to opt out through the providers listed below:

11. Do Not Track

Because there is no consistent industry standard for "Do Not Track" signals, we do not currently alter our data-collection practices in response to such signals.

12. Minors

The Site is not intended for individuals under 18 years of age. We do not knowingly collect Personal Information from children. If you believe a minor has provided us with Personal Information, please contact support@kekkaimatcha.com so we can delete it.

13. Shopify Network Intelligence

Shopify may use Personal Information from our store in an aggregated and anonymised manner to provide enhanced services known as Shopify Network Intelligence — fraud prevention, analytics, marketing optimisation, and overall platform performance and security. Shopify processes such data in accordance with its Consumer Privacy Policy: https://www.shopify.com/legal/privacy/consumers

14. Changes to this Policy

We may update this Privacy Policy from time to time. The updated version will be effective on the date posted at the top of this page. Material changes will be communicated through a banner on the Site or by email where appropriate.

15. Complaints

If you have a complaint about how we handle your Personal Information, please contact us first at support@kekkaimatcha.com. If you are not satisfied with our response, you may lodge a complaint with the following authorities:

Operator: HARMONICA Corporation, operating under the trade name "KEKKAI MATCHA"
Registered Office: 1-1-20 Kyomachi, Kawasaki-ku, Kawasaki-shi, Kanagawa 210-0848, Japan
Correspondence Address: 1-10-7-101 Taihei, Sumida-ku, Tokyo 130-0012, Japan
Email: support@kekkaimatcha.com
Phone: +81 3-6821-9306