Privacy Policy
Last updated: November 18, 2025
Our Commitment to Your Privacy
At Palabrix, we understand that your privacy matters. This policy explains how we collect, use, protect, and handle your personal information when you interact with our website and services. We are committed to transparency and giving you control over your data.
We respect your right to privacy and strive to process only the information necessary to provide our Spanish language learning services in Osaka. This policy outlines your rights and our responsibilities under applicable data protection regulations.
Contact Information
5-10-1 Taihei-dori, Nakagawa-ku, Nagoya, Aichi Prefecture, 454-0838What Information We Collect
Information You Provide Directly
When you interact with our website or enroll in our courses, we may collect:
- Contact Information: Name, email address, phone number, and mailing address when you fill out contact forms or register for courses.
- Course Information: Your Spanish language proficiency level, learning goals, course preferences, and educational background.
- Communication Records: Messages you send us through our contact forms, email correspondence, and notes from consultation calls.
- Payment Information: Billing details necessary for course enrollment, though we do not store complete credit card numbers on our servers.
Information Collected Automatically
When you visit our website, we automatically gather certain technical information:
- Usage Data: Pages viewed, time spent on the site, links clicked, and navigation patterns to understand how visitors use our website.
- Device Information: Browser type, operating system, device identifiers, and IP address for security and optimization purposes.
- Cookie Data: Information stored through cookies and similar technologies, as detailed in our Cookie Policy.
- Referral Information: The website or search engine that directed you to our site, helping us understand how people discover us.
Legal Basis for Processing
We process your personal data based on the following legal grounds:
- Consent: When you provide explicit permission for specific processing activities, such as marketing communications.
- Contract Performance: When necessary to fulfill our obligations under a course enrollment or service agreement.
- Legitimate Interests: When required for our legitimate business operations, such as improving services and preventing fraud.
- Legal Compliance: When mandated by applicable laws and regulations in .
Data Retention Periods
We retain your personal information only as long as necessary for the purposes outlined in this policy:
- Active Students: Data is retained throughout your enrollment and for up to 3 years after course completion for administrative purposes.
- Inquiry Data: Contact form submissions are kept for 2 years to track communications and respond to follow-up questions.
- Financial Records: Payment and billing information is retained for 7 years to comply with Japanese tax and accounting regulations.
- Marketing Data: Contact information for marketing purposes is retained until you withdraw consent or request deletion.
How We Use Your Information
Service Delivery and Communication
We use your personal data to provide our Spanish language learning services effectively:
- Processing course enrollments and managing student accounts
- Scheduling classes, sending course materials, and coordinating instruction
- Responding to your inquiries and providing customer support
- Sending administrative notifications about courses, schedules, or policy changes
Service Improvement and Personalization
Your information helps us enhance the quality of our educational offerings:
- Analyzing learning patterns to develop more effective teaching methodologies
- Customizing course content based on student proficiency levels and goals
- Gathering feedback to improve curriculum design and instructional approaches
- Understanding website usage to optimize navigation and user experience
Marketing and Outreach
With your consent, we may use your contact information for:
- Sending newsletters about new courses, events, and Spanish language resources
- Informing you about special promotions or seasonal course offerings
- Inviting participation in student success stories or testimonials
- Sharing educational content related to Spanish language and culture
You can opt out of marketing communications at any time by clicking the unsubscribe link in our emails or contacting us directly.
Data Sharing with Third Parties
We do not sell your personal information. However, we may share data with trusted service providers:
- Payment Processors: Secure third-party services that handle payment transactions for course enrollments.
- Email Service Providers: Platforms that help us send course communications and newsletters efficiently.
- Analytics Services: Tools like Google Analytics that help us understand website traffic and user behavior.
- Legal Requirements: We may disclose information when required by Japanese law, legal process, or to protect our rights and safety.
All third-party service providers are contractually obligated to protect your data and use it only for specified purposes.
How We Protect Your Data
We implement comprehensive security measures to safeguard your personal information against unauthorized access, alteration, disclosure, or destruction:
Technical Security
Our website uses SSL/TLS encryption to protect data transmitted between your browser and our servers. All sensitive information is encrypted during transmission and storage. We regularly update our security protocols to address emerging threats.
Access Controls
Access to personal data is restricted to authorized personnel who require it for their job functions. We maintain strict authentication requirements and monitor access logs to prevent unauthorized viewing or modification of student information.
Regular Monitoring and Audits
We conduct routine security assessments to identify and address vulnerabilities. Our systems are monitored for suspicious activity, and we maintain incident response procedures to handle potential breaches swiftly.
Breach Notification
In the unlikely event of a data breach affecting your personal information, we will notify affected individuals and relevant authorities in accordance with Japanese data protection regulations. We will provide details about the nature of the breach and steps being taken to address it.
Your Privacy Rights
Under applicable data protection laws, you have the following rights regarding your personal information:
Right to Access Personal Data
You can request a copy of the personal information we hold about you. We will provide this data in a structured, commonly used format within 30 days of your request.
Right to Rectification and Correction
If you believe any of your personal information is inaccurate or incomplete, you have the right to request corrections. We will update our records promptly upon verification.
Right to Erasure (Right to be Forgotten)
You can request deletion of your personal data in certain circumstances, such as when it is no longer necessary for the purposes it was collected or when you withdraw consent. Some data may need to be retained for legal compliance.
Right to Data Portability
You have the right to receive your personal data in a portable format and request its transfer to another service provider where technically feasible.
Right to Object to Processing
You can object to certain types of data processing, particularly for direct marketing purposes. We will cease processing your data for these purposes upon your request.
How to Exercise Your Rights
To exercise any of these rights, please contact us through:
- Email: info@orchidhavenstudio.com
- Phone: +81 6-6347-8521
- Mail: Palabrix5-10-1 Taihei-dori, Nakagawa-ku, Nagoya, Aichi Prefecture, 454-0838
We will respond to your request within 30 days and may need to verify your identity before processing certain requests.
Your Rights and Opt-Out Instructions
You are not required to provide any personal information when using this website. If you prefer not to share your data, you may:
- • Avoid filling out contact forms, account registrations, or any data-submitting features
- • Disable cookies through your browser settings (see our Cookie Policy for more details)
- • Contact us directly to request the deletion of any previously shared personal data
We respect your privacy choices. If you would like us to delete your data, please reach out to us at the contact details provided on our Contact page. We will process your request promptly.
Please note that certain data may need to be retained for legal or contractual purposes even after a deletion request, but we will minimize retention to what is strictly necessary.
Children's Privacy
Our services are designed for adult learners and those aged 16 and above. We do not knowingly collect personal information from children under 16 without verifiable parental consent. If you believe we have inadvertently collected information from a child under 16, please contact us immediately so we can delete it.
For students under 18, we may require parental or guardian consent before enrollment and will handle their information with additional care and protection.
International Data Transfers
Palabrix operates primarily in Japan, and your personal information is stored and processed within Japanese territory. However, some of our third-party service providers may process data outside Japan.
When data is transferred internationally, we ensure that appropriate safeguards are in place, such as standard contractual clauses or adequacy decisions, to protect your information in accordance with applicable data protection standards.
Changes to This Privacy Policy
We may update this Privacy Policy periodically to reflect changes in our practices, services, or legal requirements. When we make significant changes, we will notify you by posting a prominent notice on our website or sending an email to registered students.
We encourage you to review this policy regularly to stay informed about how we protect your information. The "Last updated" date at the top of this page indicates when the policy was most recently revised.
Questions or Concerns?
If you have questions about this Privacy Policy or concerns about how your personal information is handled, please don't hesitate to reach out. We're committed to addressing your inquiries promptly and transparently.
Email: info@orchidhavenstudio.com
Phone: +81 6-6347-8521
Address: Palabrix5-10-1 Taihei-dori, Nakagawa-ku, Nagoya, Aichi Prefecture, 454-0838