CO-Sol Canada Inc. (“we,” “us,” or “our”) respects your privacy and is committed to protecting your personal data. This Privacy Policy (“Policy”) explains how we collect, use, share, and safeguard personal information obtained through our website (“Site”). Please read this Policy carefully before using our Site. By accessing or using the Site, you acknowledge that you have read and agree to this Policy.

Personal Information We Collect

Information from Inquiry Forms

• Name
• Company name
• Department name
• Email address
• Telephone number

Information Collected through Cookies

• Website usage details (e.g., pages visited, click history, timestamps)
• Technical data automatically sent by your browser (e.g., IP address, browser type and version)

We do not intentionally collect any sensitive information such as health data or details regarding religious or philosophical beliefs, ethnicity, or other sensitive categories.

How We Use Your Personal Information

We use the personal information we collect for the following purposes:

Marketing and Analytics

• Statistical analysis of website usage to improve our services and marketing activities.

Email Campaign Effectiveness

• Measuring effectiveness and trend analysis in relation to emails sent to existing customers.

Responding to Inquiries

• Handling customer support and responding to your requests using contact details submitted via inquiry forms.

Use of Cookies

We utilize Google Analytics for website analytics. Through the use of cookies, Google Analytics may collect information (such as IP addresses) that is processed by Google for statistical reporting.

• For more information about how Google processes data, please refer to Google’s Privacy Policy.
• If you wish to disable cookies, you can do so by adjusting your browser settings. You may also opt out of Google Analytics by using the Google Analytics Opt-out Browser Add-on.

Legal Basis for Processing (Under GDPR)

If you access our Site from a region covered by the EU General Data Protection Regulation (GDPR), we process your personal information based on your consent. Consent for cookies and data processing can be withdrawn at any time, though some website features may become unavailable.

Sharing and Transfer of Personal Information

Use of Google Analytics

• We use Google Analytics for website analytics and site improvement. Google may receive certain data (e.g., cookies, IP addresses) in the process.

Other Disclosures to Third Parties

• We will not disclose your personal information to third parties without your consent, except under the following circumstances:
  • To comply with legal obligations or respond to lawful requests and legal processes
  • To protect the rights, property, or safety of our company or others
  • Pursuant to a merger, acquisition, or other transfer of all or substantially all of our assets, in which case we will notify you

International Transfer

• Your data may be stored or processed on servers in Japan or Canada. Both are recognized by the EU as ensuring adequate data protection under GDPR. Backups are regularly performed for security.

Data Retention and Deletion

Retention Period

• Personal information collected via our inquiry forms is retained for 5 years.
• Cookies are subject to your browser’s settings and/or Google Analytics’ retention policies.

Deletion Procedure

• At the end of the applicable retention period, the relevant data will be manually removed by our staff.
• Cookies may be deleted automatically by your browser after a configured period, or you may delete or block them at any time.

Security Measures

We adopt strict organizational and technical measures to protect your personal information against leakage, loss, alteration, or unauthorized access, including but not limited to:

• Managing information security according to the policies and instructions provided by our parent company, which holds ISO/IEC 27001 and JIS Q 15001 certifications.
• Establishing clear internal rules and guidelines for information handling (including emergency contact/incident response structure)
• Requiring all employees to sign confidentiality agreements and conducting periodic security awareness training
• Managing physical access controls to facilities and devices
• Managing access privileges, deploying malware protection, and using encryption and secure data transmission methods
• Regularly evaluating the effectiveness of all above measures (auditing, etc.)

Response to Security Incidents

If a security incident occurs involving personal data, we will:

• Report internally via our organizational emergency contact system
• Investigate the incident, determine the root cause, and implement corrective measures
• Notify affected individuals and authorities as required under applicable law (including the 72-hour requirement under GDPR, where relevant)
• Adapt and improve reporting/workflow procedures per business partner or legal requirements (e.g., ISO/IEC 27001, JIS Q 15001, GDPR)

Your Rights

Although we may not be subject to specific jurisdictional requirements (e.g., if you do not reside in the EU or California), we are committed to responding to users’ reasonable requests regarding their personal data:

• Right of Access - Request access to the personal data we collect about you
• Right to Rectification - Request correction or updating of inaccurate or incomplete personal data
• Right to Erasure - Request deletion of personal data within a reasonable and feasible scope
• Right to Withdraw Consent - Withdraw consent for any processing that relies on consent (e.g., marketing emails, cookies) at any time

If you wish to exercise any of these rights, please contact us (see “Contact Us” below). We aim to respond to any request within 2 weeks of receipt. If we are unable to do so, we will notify you within 2 weeks to provide an estimated completion date.

Children’s Privacy

We do not provide services targeted at children under the age of 16. If we discover that we have inadvertently collected personal information from a visitor under the age of 16, we will promptly delete such data. If you become aware of such a case, please contact us at the address listed below.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time in accordance with relevant legislative changes or updates to our business. If we make material changes to this Policy, we will notify you by posting the revised Policy on our Site and indicating the “Last Updated” date. By continuing to use our Site after the changes become effective, you acknowledge that you have read and agree to the revised Policy.

Contact Us

If you have any questions about this Policy, our data practices, or if you wish to exercise your rights under this Policy, please contact us via the inquiry form.