Privacy Policy

Ai Hayashi / Professional Organizer Tokyo

Established: November 3, 2026
Last updated: November 3, 2026

This policy explains how I, Ai Hayashi, handle your personal information when you visit aihayashi.com, book a consultation, or work with me. I follow Japan's Act on the Protection of Personal Information (APPI).

If you have any question, please email me at hello@aihayashi.com. I can answer in English or Japanese.

1. Who I am

Business operator: Ai Hayashi (sole proprietor), Professional Organizer Tokyo
Contact: hello@aihayashi.com
Address: I work from home, so I do not publish my address on this website. If I hold your personal information (for example, you have contacted me or worked with me) and you ask me by email, I will tell you without delay.

2. What information I collect

When you book a consultation (booking form on this website):

First name and last name
Email address
The area of your home (not the full address)
Who lives in the home
Your home now, your goals, and your timing
How you found me, and anything else you choose to tell me

When you work with me (contract, questionnaires, sessions, messages):

Your home address (I visit your home for sessions)
Information about your home and your plans (for example, a move date)
Photos of your home, such as before-and-after photos
Information about the people you live with, when it matters for the work
Payment and billing records
Messages and notes from our sessions

Sensitive information: Sometimes clients tell me about health conditions or other personal circumstances, because they affect how we plan the work. I collect this kind of information only with your consent, and I use it only to support you in our sessions. You never have to share it.

3. How I use your information

I use your information only for these purposes:

To reply to your inquiry and schedule a consultation
To send you the Zoom link and reminders for your appointments
To prepare a contract and provide my organizing services
To visit your home for in-person sessions
To keep a record of your home and our progress (including photos), so I can plan each session
To send invoices and receive payments
To contact you about your sessions and answer your messages
To keep business and tax records, to meet other legal duties, and to keep my professional certification

Photos: I never publish photos of your home without your clear permission. I publish only the photos you agree to, and only in the way you agree to. If you do not give permission, I do not publish any photos.

I do not use your information for any other purpose without your consent.

4. Sharing your information

I do not sell your personal information. I do not give it to anyone else without your consent, except when the law allows it (for example, when the law requires it, or when it is needed to protect someone's life or property).

My assistant. An assistant sometimes helps me at sessions. An assistant joins a session only after you confirm it, and works under my instructions and a written confidentiality agreement (see section 6).

Service providers. I use the following services to run my business. They handle your information only to provide their services to me:

Service	What I use it for	Company location
Dubsado	Booking forms, contracts, invoices, client portal	United States
Squarespace	Website	Ireland (with processing in the United States)
Square	Card payments	Japan (Square K.K.)
Money Forward Cloud	Accounting	Japan
Google (Google Workspace: Gmail, Google Calendar)	Email and scheduling	United States
Zoom	Online consultations and sessions	United States
Apple (iCloud)	Storing photos I take on my iPhone	United States
Dropbox	Storing contracts and other documents	United States

If you choose to contact me by LINE, WhatsApp, or Messenger, your messages are also handled by that app's company under its own privacy policy.

5. Sending your information to other countries

Some of the services above are run by companies outside Japan. When you book a consultation, your information is stored with Dubsado in the United States. Before you submit the booking form, I ask you to tick a box to agree to this policy, including sending your information to these companies outside Japan. If you become a client, my service agreement also asks you to agree to this policy.

Here is what Japanese law asks me to tell you:

United States (Dubsado, Zoom, Google, Apple, Dropbox, and my certification organization)

Privacy laws in the US: The US has no single, general federal privacy law. Instead, there are laws for specific areas (such as health and finance) and state laws (such as the California Consumer Privacy Act). The US takes part in the APEC Cross-Border Privacy Rules (CBPR) system. Information about the US system is published by Japan's Personal Information Protection Commission (PPC): https://www.ppc.go.jp/enforcement/infoprovision/laws/offshore_report_america/
What these companies do to protect your information: Their terms say they use customer data only to provide their services, use encryption and secured networks, and offer a data processing agreement. Dubsado also takes part in the EU-U.S. Data Privacy Framework.

Ireland (Squarespace)

Ireland is in the European Union. Japan's PPC recognizes the EU as having a level of personal information protection equivalent to Japan's.

6. How I keep your information safe

My rules: I have decided how I collect, use, store, and delete personal information, and I follow this policy.
Devices: My computer and smartphone are locked with a password or biometrics. I keep the software on them up to date.
My assistant: Sometimes an assistant helps me at sessions in your home, so they will know your name and address. My assistant has agreed in writing to keep all client information confidential, even after their work with me ends, and not to take photos in your home or post about the work.
Paper: I keep almost all records digitally. I keep very few paper documents with personal information.
Online services: I use well-known online services that encrypt data. I only use services whose privacy and security terms I have checked.
Two-step verification: My email and the main online services I use for my business are protected with two-step verification.
Other countries: I check the privacy laws of the countries where my service providers store data (see section 5).

Cookies: This website is run on Squarespace, which uses cookies to make the site work and to count visits (for example, which pages are read). I use these numbers only to improve the website. I do not use them to identify you. You can turn off cookies in your browser settings.

7. How long I keep your information

If you work with me: I keep your information for 7 years after our work together ends. Japanese tax law requires me to keep business records for this period.
If you only contacted me (for example, you booked a consultation but did not sign a contract): I keep your information for 2 years after our last contact.

After that, I delete or destroy it.

8. Your rights

You can ask me to:

Tell you how I use your information
Show you the information I hold about you (by email or on paper, as you prefer)
Show you records of when I shared your information with others
Correct, add to, or delete information that is wrong
Stop using or delete your information, or stop sharing it with others

How to ask: Email me at hello@aihayashi.com. I will check that you are the person concerned (or their authorized representative) and reply without delay. There is no fee. I will respond as Japanese law requires. Some records, such as invoices and contracts, I must keep for tax reasons, so I may not be able to delete them until the end of the period in section 7.

9. Questions and complaints

If you have a question or complaint about how I handle your information, please contact me:

Ai Hayashi — hello@aihayashi.com

10. Changes to this policy

I may update this policy when the law or my services change. I will post the new version on this page with the date of the update.