Introduction: Our Pledge to Protect Your Privacy

Your privacy is important to Suzuran General Management Tax Corporation (Tokyo Office). As a leading provider of inheritance planning, business consulting, and tax services in the United States and Japan, we recognize the importance of protecting the personal information of clients under our care. This Privacy Policy describes how we collect, use, disclose, and safeguard your personal information and what rights and options you have about your information. The Company is committed to upholding the highest levels of transparency, integrity, and trust so that the sensitive nature of your information is never compromised during the course of our professional relationship.

About Suzuran General Management Tax Corporation (Tokyo Office)

Suzuran General Management Tax Corporation, Tokyo Office is a Japan-based U.S. tax corporation that offers inheritance planning, business succession, and general US tax and accounting services for individuals as well as corporate clients. Our staff of experienced professionals offers personalized service and dedicated one-on-one tax advice tailor-fit to meet the wide range of client needs throughout the United States. We take pride in our longstanding involvement in our community along with our attentive approach and history of reliability in the field of U.S. tax and business management consulting. As your professional partner and tax advisor, we recognize the importance of protecting your information in every aspect of our work.

Scope of This Privacy Policy Applies To

This Privacy Policy covers all personally-identifiable information gathered, processed, and stored by Suzuran General Management Tax Corporation Tokyo Office (“Suzuran,” “we,” “us” or “our”) (“Personal Information”) through: our Website; electronic mail and other communications; face-to-face meetings; telephone calls; and other processes and services. It applies to all clients, prospective clients, visitors to the website, and any other users of our services, who provide us with Personal Information upon accessing our services. By using any of our services or visiting the website, you agree to this Privacy Policy as explained below.

Types of Personal Information We Collect

• Contact Information: Name, address, telephone number, email address, mobile number, and other information necessary to contact you.
• Identity Verification: Date of birth, government-issued identification numbers (Social Security Number & Taxpayer Identification Number), and other identification for use in legal and regulatory matters.
• Financial Information: Bank account information, tax records, investment data, payroll, and other financial records for use in providing tax, accounting, and consulting services.
• Business Information: Company structure, ownership data, business plans, revenue, purchases, and operation records for use in business-consulting and inheritance-planning purposes.
• Communications: Correspondence records generated during the course of your interaction with us-including your email, mail, and phone correspondence. We will also retain client and vendor references and other feedback that you have provided-including feedback expressed to this firm or its vendors.
• Website Usage Data: IP address/gateway address information; browser type; computer platform information; access times; navigation path data. Other such diagnostic data is collected through “cookies” and analytics gathered by third-party resources utilized by this website. This data is used to track your interaction with this website and helps to improve the efficiency and security of your interactive experience.
• Other Information: Any other details voluntarily supplied to us throughout the process of consultations with customs system software, from web forms, or throughout service delivery.

Methods We Use to Collect Personal Information

• Directly from you, when you fill out forms on our website, submit inquiries, schedule appointments, and/or present any documents in person or via email;
• Indirectly from you through telephone or video consultations in which any information shared verbally or through file sharing may be used;
• From third party sources (with your permission), such as financial institutions, legal representatives, or business partners to carry out our mandate on your behalf;
• Automatically when you visit our website, including cookies, log files, and analytics services that track non-identifiable usage data to help us optimize the site and monitor security;
• Throughout the course of your engagement with us as we receive updates, new documentation, or information in order to analyze and support your changing requirements.

Purposes For Collecting and Using Personal Information

• Service Provision: To provide inheritance planning, tax filing, business consulting, business succession, and other services you have requested in a prompt and accurate manner.
• Client Onboarding and Customer Identification: To identify you and thereby satisfy our customer identification obligations (e.g., under anti-money laundering legislation and related client onboarding requirements).
• Communication: For the purposes of responding to your inquiries, providing information to you, delivering periodic reports, and continuing to maintain professional contact with you.
• Service Improvement: For the purposes of assessing service results, gathering feedback from clients, and enhancing the quality, security, and usefulness of our services.
• Legal, Regulatory & Compliance: To comply with our responsibilities under applicable laws, regulations, and rules including but not limited to tax laws, anti-money laundering and proceeds of crime legislation, and rules regulating the profession.
• Billing & Administration: Issuing invoices, processing payments, managing agreements/contracts, and maintaining internal records accurately and efficiently.
• Marketing (with Consent): To tell you about relevant services, events, or updates if you consent to receive such materials from us. You may revoke your consent at any time in respect of marketing materials.

Legal Bases for Processing Your Personal Data

• Contractual Necessity: If required to do so, we process personal data in order to perform our obligations under our contract with you or to take steps at your request before entering into a contract.
• Legal Obligation: We may process data in accordance with applicable law and other legal requirements (e.g., for tax, accounting, regulatory, and anti-fraud purposes).
• Legitimate Interests: We may process data to pursue our legitimate interests (e.g., to improve services that we provide, for security or fraud prevention) provided those interests are not overridden by your fundamental rights and freedoms.
• Consent: Where we rely on your consent (e.g., for marketing communications), you have a right to withdraw your consent at any time without affecting the lawfulness of processing based on consent before its withdrawal.

How We Share & Disclose Personal Information

• Service Providers: Companies that provide services to us such as IT, data centre hosting, payment processing, communications, professional services (such as audits or legal advice). All of our service providers are contractually committed to maintaining the confidentiality of your information, and to dealing with it only for the purposes that we have specified.
• Regulatory Bodies: Governments (including regulators and tax authorities), courts, or law enforcement agencies as required or permitted by applicable laws or regulation or through verification of your identity.
• Partners / Administrators: With your express consent, we may disclose your information to our attorneys, financial advisors, or other professionals who support us in the operation of your matter.
• Successors / New Owners: As part of any sale (or proposed sale) of our business or its assets in connection with a corporate re-organisation or restructuring or liquidation of our company/dissolution (for example for local business affiliations / partnerships) your data may be disclosed to our successors / new owners or otherwise in accordance with applicable laws. We will notify you in advance where reasonably possible.
• Your Direct Consent: In any other cases which have not been mentioned above, we will obtain your consent to share your personal information.

International Transfers of Data

As a corporation providing services to clients in the United States and elsewhere in the world through our representative office in Tokyo, your information may be transferred internationally. Suzuran limits international data transfers to those that comply with the relevant data protection standards and has adequate safeguards in place to protect your information (such as standard contractual clauses or other means of equal protection). If you are located outside the United States, you may be aware that your information may be processed and stored in the United States and that the data protection standards in the United States may be different from those in your country.

Data Security and Retention Measures

• Securely storing data, including with encryption measures and limiting access to it through complex access control systems;
• Regular security audits, vulnerability scanning, and system patching/updating;
• Securely transmitting information online for communications and document sharing (e.g., SSL / TLS);
• Confidentiality agreements with all employees and service providers;
• Educating all staff on best practices around data privacy and the value of information security;
• Implementing strict procedures for handling and disposing of confidential documents/information (both hard copy/physical, and electronic).

However, despite these precautions, no internet transmission method or storage procedure can be assured to be 100% secure. Use strong passwords, be careful when communicating via email, and immediately respond to any suspected security breach.

Use and Disposal of Data

Suzuran keeps personal information only as long as required to realize the purposes for which it was collected, meet its obligations under applicable legal and regulatory requirements, resolve disputes, and enforce agreements. Suzuran’s general retention criteria are as follows:

• Client Records: A minimum retention period of seven years after services are concluded with respect to tax and accounting regulations.
• Communications and Consultations: As long as necessary to serve you better and respond to your inquiries.
• Marketing and Subscription Information: Until consent from client is withdrawn or person unsubscribes.

Upon reaching the expiration of the applicable retention period, Suzuran securely deletes, destroys, or anonymizes personal data in its custody or control so that it no longer identifies individuals and is untraceable. Any paper records are shredded and digital records are permanently deleted using industry standard methods.

Your Rights Regarding Personal Information

Suzuran recognizes your rights with regard to your personal information. Depending on your location and applicable law, you may have the following rights:

• Access: You can request a copy of the personal data that we hold about you.
• Rectification: You can request correction of inaccurate or incomplete information.
• Erasure: You can request deletion of your data (subject to legal and contractual retention requirements).
• Restriction: You can request restriction of processing (subject to legal and contractual retention requirements).
• Objection: You can object to such processing when based on legitimate interests or direct marketing.
• Data portability: You can request a copy of your data in a commonly used electronic format.

If you wish to exercise any of your rights or for questions regarding your data please contact us at [email protected] or call (520) 585-6546. We will respond promptly and in accordance with the law.

Accessing and Correcting Your Information

Ensuring accurate and current personal information is critical to effective provision of services. If you think any of the personal information we hold about you is inaccurate, incomplete, or not current, please inform us via [email protected] or (520) 585-6546. We will take steps to consider your request, authenticate your identity, and update your records as appropriate. If we cannot honour your request because of legal or other constraints, we will explain the reasons why.

Cookies and Analytics Information

Our site (https://suzuran-tokyo.com/) employs cookies to improve your experience on our site, analyze our site traffic, and enhance site functionality. A cookie is a tiny data file that gets stored on your device which enables us to recall information about you and help us deliver content and personalized advertising. We utilize session and persistent cookies and third-party analytics such as Google Analytics.

It is possible for you to decide whether or not to accept and/or delete cookies by changing your browser settings-however, please be aware that doing so could adversely impact the functionality and usage of our site. Further information regarding cookies and how we use them can be found in our Cookie Policy or by contacting us for more information.

Third Party Sites

Our website may contain links to third party websites, services, and/or resources that are not operated by Suzuran. This Privacy Policy will not apply to these third party sites and we disclaim all legal responsibility for the content or privacy practices of these third party sites. For this reason, we recommend that you review the privacy practices and policies of all third party sites that you visit.

Marketing Communications and Your Choices

With your express consent, Suzuran may use your personal information to send you updates, newsletters, or other information about our services, activities, or related industry or services. You can opt out of these communications at any time by following the instructions to unsubscribe in our emails or by sending us an email request at [email protected]. Your preferences are important to us and we will honour your request to cease the receipt of marketing information in a timely fashion. Please be aware that even when you opt out of marketing, we may still contact you for administrative, service-related reasons.

Use of Children’s Personal Information

Suzuran General Management Tax Corporation – Tokyo Office, legally stipulates and complies with privacy protection principles and does not knowingly collect or ask for personal information from a child under the age of 16. While our services are available to adults and legal business entities, in the event that we learn that we have collected information from a child, we will promptly take the necessary measures to delete the information. If you as a parent believe that your child has provided information to us, please e-mail [email protected].

Changes to This Policy

We may periodically update this Privacy Policy to reflect changes in our practices, applicable law, or the services we provide. If we make a material change to this Privacy Policy, we will provide you with notice of this change by posting an updated Privacy Policy on our website which specifies the date of the revision. We encourage you to review this Privacy Policy from time to time in order to remain informed of how we handle your information. Your continued use of our services following the posting of changes will constitute your acceptance of the revised Privacy Policy.

Closure of Suzuran General Management Tax Corporation (Tokyo Office)

Please note that Suzuran General Management Tax Corporation, Tokyo Office, has announced its closing effective as of February 28, 2025. It is our continuing policy to protect your personal information during and after the closing. Please note that in connection with this process we will transfer, or dispose of in a secure manner any information that we maintain pursuant to applicable law and regulation. If you have any questions regarding disposition of stored personal information during the process please reach out to us at [email protected] or (520) 585-6546. We thank you for all your trust and support.

Contact Us: Inquiries or Concerns

If you have any questions, comments, or requests as to this Privacy Policy or how we treat your personal data in connection with it, please contact us. Our contact information is as follows:

Suzuran General Management Tax Corporation

Tokyo Office

101 W 6th St Ste 65

Tucson AZ 85701

Phone: (520) 585-6546

E-mail: [email protected]

Business hours: 9:00-18:00 (weekends and holidays excluded)

We will do our utmost to handle promptly and transparently any inquiries or concerns related to privacy, and your privacy is important to us. Thank you for the work with you.

Your Consent And Acknowledgment

Your use of our website or services, or use of or dealings with Suzuran General Management Tax Corporation, Tokyo Office, signifies your acceptance of this Privacy Policy. You consent to the collection and use and sharing of your personal information as described in this privacy policy. If you do not agree with our policies and practices, please do not interact with our services and let us know your concerns. We will do our best to resolve your privacy issues, and will treat your concerns seriously, kindly, and confidentially.