Privacy policy
This is an English translation. If the English and the Japanese version（プライバシーポリシー） differ, the Japanese version prevails.
Passiv Energie K.K. (“we”) handles personal information in accordance with the Act on the Protection of Personal Information of Japan (APPI) and related guidelines, as described below.
1. Company
Passiv Energie K.K. (Passiv Energie株式会社)
3-6-13 Kita-Shinagawa, Shinagawa-ku, Tokyo 140-0001, Japan
Representative Director: Christian Anton Deutinger
Tel. +81-3-6433-2831 · e-mail otoiawase@passiv-energie.jp
2. What we collect
- Contact form: company, name, phone, e-mail, prefecture of the building, your message; for private persons the name of the builder.
- Quote request form: in addition the project name, the location of the building (prefecture, city), the fire-protection zone, your request and the plans you upload.
- Catalogue by post: company, department, contact person, postal address, phone, e-mail, requested materials, whether you want our e-mail newsletter, and optionally position, fax, industry, houses built per year and your message.
- Newsletter (せせらぎ通信) sign-up: company, department (optional), contact person, e-mail address, your consent to receive it and its date.
- Referral source: if you come to the site from an advertisement or a trade-show QR code, the reference in that link (e.g. the trade-show name), sent together with a form.
- Requests from builders and architects: the homeowner’s name, the building address and similar information shown on the plans and documents they send us for a quote or ventilation calculation.
- Phone, fax and e-mail: what you tell us and your contact details. Orders and shipping: delivery address, contact person, billing information.
3. Purposes
We use personal information to answer inquiries; to prepare ventilation plans (calculation and layout) and quotes; to send requested catalogues; to take orders, ship and invoice; for after-sales service, parts and technical support; to send information about our products and services (you can stop this at any time); to keep records of requests and improve our products and services; and to measure the effect of advertising and trade shows.
Within these purposes we may use AI-based information processing to sort inquiries and quote requests and to help prepare ventilation calculations, quotes and replies. We only use AI services whose contract or settings exclude using your data for training the AI (section 6).
4. Disclosure to third parties
We do not give personal information to third parties without your consent, except where the law permits it (e.g. legal obligations, protection of life or property, public health, cooperation with public authorities).
Private persons (homeowners): we supply our products through builders and architects. If you contact us as a private person, we pass your request (name, contact details, building information, request and attachments) to the builder or architect you name in the form and answer through that company. When you send the form, you agree to this in a separate check box. For requests by phone or e-mail, we ask for your consent before passing anything on.
5. Outsourcing
We may outsource the handling of personal information as far as needed for the purposes above (shipping products and catalogues, operating the website and form server, e-mail and cloud services, system maintenance). Names and addresses for catalogue requests and deliveries are given to the shipping and warehouse companies we commission. We select and supervise these companies appropriately.
6. Service providers outside Japan
We use the following services of companies outside Japan. Personal information you give us is stored and processed on servers in other countries (mainly the USA).
| Service | Company (country) | Data stored in | Type | Purpose |
|---|---|---|---|---|
| Gmail, Google Drive, Google Sheets | Google LLC (USA) | USA and other countries | under the provider's terms | sending and receiving e-mail, storing plans and quotes, managing request and shipping records |
| Claude (Anthropic) | Anthropic, PBC (USA) | USA | processor (outsourcing) | sorting inquiries and quote requests, helping to prepare ventilation calculations, quotes and replies (AI processing; your data is not used to train the AI; our staff check the content) |
| Slack | Slack Technologies, LLC (USA) | USA | processor (outsourcing) | internal messages about incoming requests and work |
| Campaign Monitor | Campaign Monitor Pty Ltd (Australia) | USA | processor (outsourcing) | product and service newsletters to people who asked for them |
| Dropbox | Dropbox International Unlimited Company (Ireland) | USA | processor (outsourcing) | storing and sharing files such as plans, quotes and documents |
| Fireflies | Fireflies.ai Corp. (USA) | USA | processor (outsourcing) | recording and transcribing online meetings |
| eFax | Consensus Cloud Solutions, Inc. (USA) | USA | processor (outsourcing) | sending and receiving faxes |
| Mail server (MXroute) | MXroute LLC (USA) | USA and other countries | under the provider's terms | sending and receiving e-mail for our domain (including forwarding website forms to us) |
| Web server | cloud provider (Japan or USA) | Japan or USA | processor (outsourcing) | delivering the website, receiving the forms and forwarding them to us by e-mail (including temporary storage if sending fails, and access logs) |
If we change the server provider or its country, we will update this policy.
(1) Providers marked “processor” handle personal data on our behalf as far as needed. Their terms and data-processing terms (data processing agreements etc.) prohibit other use and require security measures, control of sub-processors and breach notification; we maintain a system that meets the standard of APPI Art. 28 (1).
(2) Services marked “under the provider’s terms” (Google LLC, MXroute LLC) are used under each provider’s terms of service and privacy policy.
(3) At least once a year we check the measures taken by these providers and any rules in their countries that could affect them, and act if there is a problem. On request we inform you about this system (section 11).
(4) Data protection in these countries:
- USA: There is no comprehensive federal privacy law; personal data is protected by sector-specific federal laws and state laws (e.g. the California Consumer Privacy Act). Government agencies can oblige companies to cooperate in collecting information; the Personal Information Protection Commission of Japan (PPC) considers this a system that may seriously affect individuals' rights and interests. (PPC survey, Japanese)
- Australia: The Privacy Act 1988 and the Australian Privacy Principles (APPs) provide comprehensive rules, supervised by an independent authority (OAIC). (PPC survey, Japanese)
- Ireland (EU): The EU General Data Protection Regulation (GDPR) applies; the PPC has designated the EU as having a system for the protection of personal information equivalent to Japan's. (PPC survey, Japanese)
(5) When you send a form on this website, you also agree to this transfer to third parties outside Japan.
7. Security measures
- Policy: this privacy policy sets out how we handle personal data.
- Organisation: data breaches are reported to the Representative Director; we report them to the PPC and notify the persons concerned as required by law.
- Staff: our staff receive training on the handling of personal data at least once a year, and we keep a record of it.
- Technical: cloud services with personal data are protected by user ID and password; the website forms use SSL/TLS encryption.
- Foreign environment: we handle personal data using providers in the USA, Australia, and Ireland (EU) (section 6), and take the necessary measures based on our understanding of the data protection rules there.
Please contact us (section 11) if you would like more details about our security measures.
8. Cookies and analytics
This website does not use cookies for analytics or advertising. (Except during video playback; see “Videos (YouTube)” below.)
A referral source from advertising or trade-show links (utm parameters) is kept temporarily in your browser and only reaches us if you send a form. The website uses Google Fonts (Google LLC): your browser connects to Google’s servers and sends technical data such as your IP address. The web server keeps access logs (time, IP address, page) for a limited time for troubleshooting and security.
Videos (YouTube): We show videos from YouTube (Google LLC, USA) in privacy-enhanced mode (youtube-nocookie.com). Nothing is loaded from YouTube or Google when a page opens. Only when you press the play button does your browser connect to YouTube (Google) and send information such as your IP address, browser and device type and the address of the page; YouTube may use cookies or similar technology during playback. This information is not sent to us and is handled under Google’s Privacy Policy. The link “Watch on YouTube” takes you to the YouTube website.
9. Retention
We keep personal information as long as needed for the purposes above or required by law, and then delete it. Quote requests that did not lead to an order are deleted on request.
10. Your rights
You or your representative may ask us to tell you the purposes of use, to disclose your personal data (including records of disclosure to third parties), to correct, add or delete it, to stop using or delete it, or to stop disclosing it to third parties. Send your request to the contact in section 11 by e-mail or post; we send you our request form. We check your identity with a copy of an identity document (for representatives also a power of attorney). We disclose electronically (e.g. PDF) or on paper, as you prefer. There is no fee. If the law does not allow us to comply, we explain why.
11. Contact
Passiv Energie K.K.
3-6-13 Kita-Shinagawa, Shinagawa-ku, Tokyo 140-0001, Japan
Representative Director: Christian Anton Deutinger
Tel. +81-3-6433-2831 · e-mail otoiawase@passiv-energie.jp
12. Changes
We may change this policy when laws or our business change. The new version applies from its publication on this website.
Established: 1 August 2026 · Last revised: 9 November 2026