Privacy Policy

Identity and Contact Information

• Full name
• Company or business name
• Email address
• Telephone and WhatsApp number
• Residential, billing or business address
• Country of residence or destination country

Account Information

• Username and customer identification number
• Encrypted password and login records
• Saved vehicles, inquiries and quotations
• Purchase and communication history
• Account preferences and language settings

Vehicle and Transaction Information

• Vehicle inquiries, reservations and auction bids
• Purchase orders and invoice details
• Consignee and notify-party information
• Shipping destination and delivery instructions
• Payment status and transaction references

Identity Verification Information

Where reasonably necessary for payment verification, fraud prevention, export compliance or legal requirements, we may request identification documents or information confirming the identity of a customer, payer, consignee or authorized representative.

Communication Information

We may collect messages, emails, call notes, support requests and communications sent through our website, Gmail, WhatsApp, Facebook Messenger, social media pages or other customer-service channels used by iCar Japan.

Website and Technical Information

• IP address
• Browser and device type
• Operating system
• Pages viewed and referring source
• Approximate location derived from technical data
• Cookie identifiers and website activity

Providing Our Services

• Creating and managing customer accounts
• Responding to vehicle inquiries
• Preparing quotations and invoices
• Processing reservations and auction bids
• Arranging vehicle purchases and export services

Shipping and Documentation

• Preparing export and shipping documents
• Coordinating with shipping lines and forwarders
• Managing consignee information
• Providing shipment and document updates
• Supporting customs and destination procedures

Payment and Fraud Prevention

We use payment and identity information to confirm transactions, reconcile invoices, investigate mismatched payer details, prevent unauthorized activity and maintain accurate financial and business records.

Customer Communications

We may contact you by email, telephone, WhatsApp, Messenger, SMS or another communication channel regarding your inquiry, account, quotation, payment, vehicle, shipment, documents, support request or another service-related matter.

Marketing Communications

Where permitted by applicable law, we may send information about vehicles, promotions, shipping schedules or related services. You may request to stop receiving marketing communications at any time. Service-related messages may still be sent when necessary.

Business Improvement and Security

• Improving our website, CRM and customer service
• Analyzing website performance and customer demand
• Protecting accounts and systems
• Detecting errors, misuse or suspicious activity
• Training staff and maintaining service quality

Service Providers and Business Partners

• Japanese auction houses and vehicle suppliers
• Transporters, storage yards and inspection providers
• Shipping lines, freight forwarders and port operators
• Banks, payment providers and accounting professionals
• Website, CRM, hosting, cloud and communication providers

Government and Legal Disclosures

We may disclose information to customs authorities, tax authorities, law-enforcement agencies, courts, regulators or other public bodies when required by law, legal process, export rules or a valid government request.

Corporate Transactions

Personal information may be transferred as part of a merger, restructuring, acquisition, financing, sale of assets or similar business transaction, subject to appropriate confidentiality and legal requirements.

International Data Transfers

Because iCar Japan serves customers internationally, information may be processed in Japan, your country, the destination country or another country where our service providers operate. Where required, we use appropriate contractual, organizational or legal safeguards.

Cookies and Similar Technologies

Our website may use cookies, pixels, local storage and similar technologies to remember preferences, maintain sessions, measure website traffic, improve performance, protect accounts and support advertising or analytics where permitted.

Third-Party Services

Our website or communications may use or link to services operated by third parties, such as Google, Meta, WhatsApp, payment providers, shipping companies or social media platforms. Their own privacy policies govern their independent processing activities.

Information Security

We may use access controls, password protection, encryption, activity logging, backups, staff permissions and security monitoring to help protect information. No internet or electronic storage system can be guaranteed to be completely secure.

Data Retention

Retention periods depend on the type of information, contractual needs, transaction history, tax and accounting obligations, export records, dispute handling, fraud prevention and other applicable legal requirements. Information is deleted, anonymized or securely restricted when it is no longer reasonably required.

Children's Privacy

Our services are intended for adults and businesses capable of entering vehicle purchase and export transactions. We do not knowingly seek to collect personal information directly from children for the purpose of selling vehicles.

Changes to This Policy

We may update this Privacy Policy to reflect changes in our services, technology, business practices or legal obligations. The revised version becomes effective when posted with an updated effective date.