Privacy Policy

Section 1

Introduction

Sustainable Power Hub Co., Ltd. ("Reika," "we," "us," or "our"), incorporated in Japan, operates the website at www.sustainablepowerhub.com and associated digital services (collectively, the "Services"). We are committed to protecting the privacy of individuals who interact with our Services, and this Privacy Policy explains how we collect, use, disclose, and safeguard personal information.

This Policy applies to all visitors, subscribers, contributors, clients, and other users of our Services globally. By accessing or using our Services, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with its terms, please discontinue your use of our Services.

This Privacy Policy should be read alongside our Terms of Service and any supplemental privacy notices we may provide at the time of data collection. Where any conflict exists, the supplemental notice will prevail.

Section 2

Information We Collect

We collect information in several ways depending on how you interact with our Services. The categories of information we may collect include:

2.1 Personal Data You Provide Directly

When you register for an account, subscribe to our newsletter, submit a contact form, apply for a position, or enter into a commercial agreement with us, you may provide:

• Full name and job title
• Email address and telephone number
• Postal or billing address
• Organization or company name
• Login credentials (username and hashed password)
• Payment information (processed securely via third-party payment processors; we do not store full card numbers)
• CV, work samples, or other materials you submit in connection with a job application
• Communications you send us, including support requests and editorial submissions

2.2 Usage and Technical Data

When you visit our website or use our Services, we automatically collect certain technical and behavioral data, including:

• IP address and approximate geographic location (country/city level)
• Browser type, version, and operating system
• Device identifiers and screen resolution
• Referring URLs and exit pages
• Pages visited, time spent on pages, and clickstream data
• Search queries made within our Services
• Error logs and performance data

2.3 Cookies and Similar Technologies

We use cookies and similar tracking technologies (such as web beacons, pixel tags, and local storage objects) to operate our Services effectively and to understand how users engage with our content. For full details, please refer to Section 5 (Cookies and Tracking Technologies) of this Policy.

2.4 Information from Third Parties

We may receive information about you from third-party sources, such as social login providers (if you choose to authenticate via a third-party account), payment processors, data analytics partners, and publicly available professional directories. We handle such information in accordance with this Policy.

Section 3

How We Use Your Information

Sustainable Power Hub processes personal data only for legitimate, specific, and documented purposes. The legal bases on which we rely (particularly under GDPR) include performance of a contract, compliance with legal obligations, our legitimate interests, and your consent where required.

We use the information we collect to:

• Provide and manage our Services — including account registration, content delivery, subscription management, and client services.
• Communicate with you — responding to inquiries, delivering newsletters and editorial updates you have requested, and sending service-related notifications.
• Process transactions — billing, invoicing, and fulfilling subscription or licensing agreements.
• Improve our Services — analyzing usage patterns to identify areas for improvement, conducting user research, and developing new features.
• Ensure security and prevent fraud — monitoring for suspicious activity, enforcing our Terms of Service, and protecting the integrity of our platforms.
• Comply with legal obligations — retaining records as required by Japanese tax law, the Act on the Protection of Personal Information (APPI), and other applicable regulations.
• Recruitment — reviewing and processing employment applications in compliance with applicable labor laws.
• Marketing and engagement — where you have consented or where permitted under applicable law, sending promotional communications about our products, events, or research. You may opt out at any time.

We do not use personal data to make fully automated decisions that have legal or similarly significant effects on individuals without human review, unless required by law or with your explicit consent.

Section 4

Data Sharing and Disclosure

Sustainable Power Hub does not sell, rent, or trade personal data to third parties for their own marketing purposes. We share personal data only in the following limited circumstances:

4.1 Service Providers

We engage trusted third-party service providers to assist us in operating our Services. These include cloud hosting providers, email delivery platforms, payment processors, analytics services, and customer support tools. Such providers are contractually bound to process personal data solely on our instructions and to maintain appropriate security measures.

4.2 Business Transfers

If Sustainable Power Hub is involved in a merger, acquisition, restructuring, or sale of assets, personal data may be transferred as part of that transaction. We will notify users via email or prominent notice on our website before any personal data is subject to a new privacy policy under such circumstances.

4.3 Legal Requirements

We may disclose personal data when required by applicable law, court order, or governmental regulation, or when we reasonably believe disclosure is necessary to protect the rights, property, or safety of Sustainable Power Hub, our users, or the public.

4.4 Aggregate and Anonymized Data

We may share aggregated or de-identified information — which cannot reasonably be used to identify any individual — with partners, researchers, or the public for statistical, analytical, or promotional purposes.

4.5 International Transfers

Sustainable Power Hub is headquartered in Japan. We may transfer personal data to service providers located in other countries. Where data is transferred to countries outside the EEA that have not been deemed to provide an adequate level of data protection, we implement appropriate safeguards such as Standard Contractual Clauses approved by the European Commission.

Section 5

Cookies and Tracking Technologies

Our website uses cookies and similar technologies to enhance your experience, analyze site performance, and deliver relevant content. A cookie is a small text file placed on your device when you visit our site.

Types of Cookies We Use

• Strictly Necessary Cookies: Essential for the operation of our website, including authentication, session management, and security features. These cannot be disabled.
• Performance Cookies: Collect anonymous data about how visitors use our site (e.g., pages visited, time on site) to help us improve the user experience. We use Google Analytics for this purpose.
• Functional Cookies: Remember your preferences (such as language selection, font size, and login status) to provide a more personalized experience.
• Targeting / Advertising Cookies: We do not currently run third-party advertising on our site. If this changes, we will update this Policy and obtain appropriate consent.

Managing Your Cookie Preferences

You can control non-essential cookies through the cookie consent banner presented on your first visit to our site. You may also adjust your browser settings to refuse or delete cookies. Note that disabling certain cookies may affect the functionality of our Services.

For more information on managing cookies, please visit www.allaboutcookies.org.

Section 6

Data Retention

We retain personal data for as long as necessary to fulfill the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.

• Account data: Retained for the duration of your active account, plus up to 3 years after account closure, unless a longer retention period is required by law.
• Transaction records: Retained for 7 years in accordance with Japanese tax and accounting regulations.
• Newsletter subscriptions: Retained until you unsubscribe, after which we remove your email from active marketing lists within 30 days.
• Job applications: Retained for 12 months after the conclusion of the relevant recruitment process, then securely deleted unless you consent to longer retention.
• Server logs and analytics data: Typically retained in identifiable form for no more than 14 months, after which data is aggregated or deleted.

When personal data is no longer required, we securely delete or anonymize it in accordance with industry best practices.

Section 7

Your Rights

Depending on your location, you may have certain rights regarding your personal data. Sustainable Power Hub is committed to honoring these rights in accordance with applicable law.

Rights Under GDPR (EEA/UK Users)

• Right of Access: You may request a copy of the personal data we hold about you.
• Right to Rectification: You may request correction of inaccurate or incomplete personal data.
• Right to Erasure ("Right to be Forgotten"): You may request deletion of your personal data where there is no compelling reason for its continued processing.
• Right to Restriction: You may request that we restrict processing of your data in certain circumstances.
• Right to Data Portability: You may request that we provide your data in a structured, machine-readable format.
• Right to Object: You may object to processing based on our legitimate interests, and to direct marketing at any time.
• Rights related to automated decision-making: You have the right not to be subject to decisions made solely by automated means that significantly affect you.

Rights Under Japan's APPI

Residents of Japan may request disclosure, correction, addition, deletion, cessation of use, or cessation of provision to third parties of their personal information held by Sustainable Power Hub, in accordance with the Act on the Protection of Personal Information.

How to Exercise Your Rights

To exercise any of the above rights, please contact us at info@sustainablepowerhub.com with a clear description of your request. We will respond within 30 days. We may need to verify your identity before processing your request.

Section 8

Security Measures

Sustainable Power Hub takes the security of your personal data seriously. We implement and maintain technical, administrative, and physical safeguards designed to protect personal data from unauthorized access, use, disclosure, alteration, and destruction.

Our security measures include:

• Encryption of data in transit using TLS 1.2 or higher (HTTPS throughout our website)
• Encryption of sensitive data at rest using AES-256 standard
• Access controls limiting data access to authorized employees on a need-to-know basis
• Regular security assessments and penetration testing by qualified third parties
• Multi-factor authentication for staff accessing internal systems
• Employee training on data protection and information security practices
• Incident response procedures in place to address any suspected data breaches promptly

In the event of a personal data breach that is likely to result in a risk to your rights and freedoms, we will notify you and relevant supervisory authorities as required by applicable law.

Please note that no method of electronic transmission or storage is completely secure. While we strive to protect your data, we cannot guarantee absolute security and encourage you to use strong, unique passwords and to keep your login credentials confidential.

Section 9

Children's Privacy

Our Services are intended for business and professional audiences and are not directed at children under the age of 16 (or the applicable age of digital consent in your jurisdiction). We do not knowingly collect personal data from children.

If you are a parent or guardian and believe that your child has provided us with personal information without your consent, please contact us immediately at info@sustainablepowerhub.com. If we become aware that we have inadvertently collected personal data from a child, we will take prompt steps to delete it from our systems.

Section 10

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our data practices, legal requirements, or the Services we offer. The revised Policy will be posted on this page with an updated "Last Updated" date.

For material changes — those that significantly affect how we process your personal data — we will provide additional notice, which may include an email notification to registered users or a prominent banner on our website. We encourage you to review this Policy periodically.

Your continued use of our Services following the posting of changes constitutes your acceptance of the revised Privacy Policy. If you do not agree to the updated terms, please discontinue use of the Services and, if applicable, close your account.

Section 11

Contact Information

If you have any questions, concerns, or requests regarding this Privacy Policy or our data processing practices, please contact our Data Protection contact:

• Sustainable Power Hub Co., Ltd.
• Attn: Privacy & Data Protection
• 2-7-15 Daikanyama, Shibuya-ku
• Tokyo 150-0034, Japan
• Email: info@sustainablepowerhub.com

We aim to respond to all privacy-related inquiries within 30 calendar days.