PRIVACY POLICY

Last Updated: August 2026
VINTAGE QUEEN Ltd. (“VINTAGE QUEEN,” “we,” “us,” or “our”) respects your privacy and is committed to protecting the personal information we receive through our website and business activities.
This Privacy Policy explains how we collect, use, store, and protect personal information when you visit our website, contact us, apply to become a client, or use our Purchase & Handling or Full Sourcing services.

1. INFORMATION WE COLLECT

Information You Provide to Us

When you contact us or apply to use our services, we may collect information such as:

Name
Company name
Business address
Country or region
Email address
Telephone number
Website or online store URL
Business type
Sales channels
Purchasing and sourcing requirements
Brands and products you are interested in
Expected purchasing volume
Shipping information
DHL or other carrier account information
Payment-related information
Communications with VINTAGE QUEEN
Other information you voluntarily provide

Information Related to Purchasing and Sourcing Transactions

When you use our services, we may also collect and manage information relating to your purchasing and sourcing activities, including:

Product URLs
Product information and photographs
Purchase prices
Purchase requests
Buying criteria
Purchasing budgets
Purchase and payment status
Seller information
Shipping information
Purchase documentation
Transaction history
Shared Google Sheet information
Other information necessary to manage our business relationship

Information Collected Automatically

When you visit our website, certain information may be collected automatically through cookies, analytics tools, server logs, or similar technologies. This may include:

IP address
Browser type
Device information
Pages viewed
Date and time of access
Referring website
General geographic information
Website usage information

2. HOW WE USE YOUR INFORMATION

We may use personal information for the following purposes:

To respond to inquiries
To review applications from prospective clients
To verify business information
To provide Purchase & Handling and Full Sourcing services
To manage private shared Google Sheets and purchasing information
To review Japanese product listings and seller information
To manage client buying criteria and purchasing budgets
To purchase merchandise on behalf of clients
To process and confirm payments
To receive, inspect, temporarily store, consolidate, and ship merchandise
To arrange international shipping
To communicate regarding purchases and transactions
To provide invoices, receipts, or other transaction records
To prevent fraud or misuse of our services
To maintain the security of our website and business operations
To improve our website and services
To comply with applicable laws and legal obligations
To maintain appropriate business and accounting records

We do not use personal information for purposes materially unrelated to those described above without an appropriate legal basis or consent where required.

3. CLIENT REVIEW

VINTAGE QUEEN provides B2B services primarily to professional retailers, resellers, boutiques, online retailers, live-selling businesses, and professional dealers.
Before accepting a new client, we may review information regarding the applicant’s business, website, sales channels, business activities, and expected purchasing requirements.
Information obtained during this review process is used for legitimate business purposes, including determining whether we are able to establish and maintain a business relationship.

4. GOOGLE SHEETS AND SHARED PURCHASING INFORMATION

For approved clients, we may use private shared Google Sheets or similar online tools to manage purchasing and sourcing activities.
For Purchase & Handling clients, a shared sheet may contain product URLs submitted by the client, product information, prices, seller information, purchase status, payment information, shipping information, and other transaction-related details.
For Full Sourcing clients, a shared sheet may also contain buying criteria, purchased inventory, purchase prices, purchasing activity, budget-related information, and other information necessary to manage purchases made within the client’s pre-approved requirements.
Clients are responsible for maintaining the security of their own Google accounts and access credentials.
Use of Google services is also subject to Google’s own terms and privacy policies.

5. PAYMENT AND PURCHASING BUDGET INFORMATION

Payments may be processed through third-party payment or money transfer services such as Wise.
For Purchase & Handling, payment is generally received before VINTAGE QUEEN purchases the requested merchandise.
For Full Sourcing, clients may fund an agreed purchasing budget in advance. We may maintain records relating to the funded amount, purchases made against that budget, remaining available funds, commissions, fees, and other related transactions.
VINTAGE QUEEN does not necessarily receive or store all financial information provided directly to third-party payment providers.
Payment providers process information according to their own privacy policies and terms.
We may retain information necessary to confirm payments, reconcile transactions, manage purchasing budgets, and maintain accounting and business records.

6. SHIPPING INFORMATION

To arrange domestic or international shipping, we may share necessary information with shipping companies, customs brokers, logistics providers, and other service providers.
This information may include:

Name
Company name
Shipping address
Telephone number
Email address
DHL or other carrier account information
Shipment contents
Merchandise value
Customs information

We disclose only the information reasonably necessary to arrange and manage shipments.

7. DISCLOSURE OF PERSONAL INFORMATION

We do not sell personal information.
We may disclose information to third parties when reasonably necessary for our business operations, including:

Payment and money transfer providers
Shipping and logistics companies
Customs brokers
Authentication service providers where requested or necessary
Cloud service providers
Google and other business software providers
Accounting and professional service providers
IT and website service providers
Government authorities or law enforcement where legally required

We may also disclose information when necessary to protect our legal rights, prevent fraud, enforce agreements, or comply with applicable laws.

8. INTERNATIONAL TRANSFERS

Because VINTAGE QUEEN works with clients outside Japan and uses international technology, payment, authentication, and logistics providers, personal information may be processed or stored in countries other than your country of residence.
Where required by applicable law, we take reasonable measures to ensure that personal information transferred internationally receives appropriate protection.

9. COOKIES AND ANALYTICS

Our website may use cookies and similar technologies to:

Operate the website
Remember preferences
Understand how visitors use the website
Measure website performance
Improve our services
Support security functions

We may use third-party analytics services, including services provided by Google.
Depending on your location and applicable law, you may be able to control or reject non-essential cookies through our cookie settings or browser settings.
Disabling certain cookies may affect some website functions.

10. DATA RETENTION

We retain personal information only for as long as reasonably necessary for the purposes described in this Privacy Policy, including:

Providing our services
Managing client relationships and purchasing activity
Maintaining business and accounting records
Resolving disputes
Preventing fraud
Complying with tax, accounting, customs, and legal obligations

Retention periods may vary depending on the type of information and applicable legal requirements.

11. DATA SECURITY

We take reasonable organizational and technical measures to protect personal information from unauthorized access, loss, misuse, alteration, or disclosure.
However, no method of electronic transmission or storage is completely secure, and we cannot guarantee absolute security.

12. YOUR RIGHTS

Depending on your location and applicable law, you may have rights concerning your personal information, including the right to:

Request access to your personal information
Request correction of inaccurate information
Request deletion of personal information
Request restriction of certain processing
Object to certain processing
Withdraw consent where processing is based on consent
Request information regarding the handling of your personal information

Certain information may need to be retained where required by law or for legitimate business purposes.
To make a request, please contact us using the contact information below.

13. EUROPEAN ECONOMIC AREA, UNITED KINGDOM AND OTHER REGIONS

Where applicable privacy laws such as the GDPR or UK GDPR apply, we process personal information on one or more appropriate legal bases, which may include:

Performance of a contract
Steps taken before entering into a contract
Compliance with legal obligations
Legitimate business interests
Consent, where required

Our legitimate interests may include operating our business, managing client relationships, preventing fraud, maintaining security, and improving our services.

14. CHILDREN’S PRIVACY

Our services are intended for businesses and professional buyers and are not directed to children.
We do not knowingly collect personal information from children through our purchasing or sourcing services.

15. THIRD-PARTY WEBSITES

Our website, purchasing sheets, and other materials may contain links to third-party websites, including Japanese retailers, marketplaces, payment providers, shipping companies, authentication providers, and other services.
We are not responsible for the privacy practices or content of third-party websites.
Please review their privacy policies separately.

16. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or business practices.
The most recent version will be posted on this website with the updated revision date.

17. CONTACT US

If you have questions regarding this Privacy Policy or the handling of your personal information, please contact:
VINTAGE QUEEN Ltd.
Japan
Website: https://vintagequeenjapan.com