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Gaia United

Legal

Privacy Policy

Last updated: July 13, 2026

Gaia United K.K. ("we", "us", "our") respects your privacy. This policy explains what personal data we collect, how we use it, how cookies work on this site, and the rights you have — including rights under the EU General Data Protection Regulation (GDPR) and the UK GDPR where they apply.

1. Who we are

Gaia United K.K. is a company based in Tokyo, Japan, and is the controller of the personal data described in this policy.

Gaia United K.K. Kamiyacho Trust Tower 23F, 4-1-1 Toranomon, Minato-ku, Tokyo 105-6923, Japan Contact: privacy@gaia-united.jp

2. What we collect

We collect only what we need to run our business and provide our services:

  • Contact and business information you provide directly — for example, your name, email address, company, and role when you contact us, exchange business cards, or work with us.
  • Correspondence — the content of your inquiries and our communications with you.
  • Website analytics data — collected via Google Analytics, only if you consent through our cookie banner. See Section 4.
  • Recruitment information — if you apply to work with us.

We do not collect special categories of personal data, and we do not use personal data for automated decision-making that produces legal or similarly significant effects.

3. How we use your data, and on what legal basis

Under the GDPR (Art. 6), we rely on the following legal bases:

  • Responding to your inquiries: legitimate interests, or steps taken prior to entering a contract
  • Providing our services and managing client relationships: performance of a contract
  • Sending our newsletter and information about our services and events: consent (you can unsubscribe at any time)
  • Website analytics: consent (via the cookie banner)
  • Recruitment and selection: steps taken prior to entering a contract; legitimate interests
  • Complying with legal obligations (e.g., accounting and tax records): legal obligation

4. Cookies and analytics

We use Google Analytics, provided by Google LLC, to understand how our website is used and to improve it. Google Analytics is loaded only after you give consent through our cookie banner. If you decline, no analytics cookies are set, no data is sent to Google, and the site works exactly the same.

Cookies we use

Consent storage (not a cookie) Your cookie consent choice is stored in your browser's local storage (key: cookie_consent), not in a cookie. It stays in your browser and is not transmitted anywhere.

Analytics cookies (consent required) These cookies are set only if you consent through our cookie banner. Until you consent, no analytics cookies are placed and no data is sent to Google. If you decline, the site works exactly the same.

  • _ga (provider: Google LLC): distinguishes visitors for analytics. Duration: 2 years.
  • _ga_YM30T71HFJ (provider: Google LLC): maintains session state for analytics. Duration: 2 years.

Data transmitted

If you consent to analytics, the following information is transmitted to Google LLC (United States):

  • URLs of the pages you view and referring URLs
  • Date and time of your visit
  • Browser and device information (type, operating system, screen size, language settings)
  • IP address
  • Identifiers generated by cookies

Our purpose: to understand how our website is used and to improve it. Google's purposes: to provide and improve its analytics services. See Google's Privacy Policy and How Google uses information from sites or apps that use its services.

Hosting platform (Base44)

Our website is hosted on Base44 (part of the Wix group). The platform includes built-in measurement used to provide, secure, and operate the hosting service and to compile aggregate traffic statistics. Instead of cookies, it stores a session identifier (base44_analytics_session_id) in your browser's local storage, and information such as the pages you view, your browser and device type, and your IP address is transmitted to Base44. This is built into the platform and operates independently of the cookie banner. See Base44's Privacy Policy.

Changing or withdrawing your consent

You can change or withdraw your consent at any time:

5. Who we share data with

We do not sell your personal data. We share it only with:

  • Service providers acting on our behalf (for example, website hosting, email, and analytics providers), under appropriate contractual safeguards.
  • Successors in the event of a merger, business transfer, or similar transaction.
  • Authorities, where required by law.

6. International transfers

We are based in Japan. Japan has been recognized by the European Commission as providing an adequate level of data protection, and transfers from the EEA to Japan are covered by that adequacy decision.

If you consent to analytics, data collected by Google Analytics is transferred to Google LLC in the United States. This transfer relies on safeguards implemented by Google, including the EU–U.S. Data Privacy Framework and/or standard contractual clauses. Our hosting platform, Base44, is operated by Wix.com Ltd. (Israel, a country covered by an EU adequacy decision), with data stored and processed primarily by sub-processors in the United States under Base44's data processing addendum and applicable transfer safeguards.

7. How long we keep your data

  • Inquiry correspondence: for as long as necessary to respond to your inquiry and in light of the potential for a future business relationship. We review stored correspondence periodically.
  • Client and contract records: for the duration of the relationship, then as required by Japanese accounting and tax law (generally 7–10 years).
  • Newsletter data: until you unsubscribe.
  • Analytics data: retained in Google Analytics for 2 months (event-level data) and 14 months (user-level data).
  • Recruitment data: for as long as necessary for the selection process, then reviewed and deleted unless you agree otherwise.

8. Your rights

If you are in the EEA or the UK, you have the right to:

  • access your personal data;
  • rectify inaccurate data;
  • request erasure;
  • restrict or object to processing;
  • data portability;
  • withdraw consent at any time (this does not affect processing carried out before withdrawal); and
  • lodge a complaint with a supervisory authority in your country of residence, place of work, or where an alleged infringement occurred.

To exercise any of these rights, contact us at privacy@gaia-united.jp. We will verify your identity and respond within the timeframes required by applicable law.

Visitors from other jurisdictions may also have rights under their local laws. We will honor such requests where those laws apply to us.

9. Security

We take appropriate organizational and technical measures to protect personal data against loss, misuse, and unauthorized access, and we review these measures on an ongoing basis.

10. Changes to this policy

We may update this policy to reflect changes in law or in our business. Material changes will be announced on this website.

11. Contact

Gaia United K.K. privacy@gaia-united.jp

Last updated: July 13, 2026 Established: March 21, 2023