This policy explains how Motto Box collects and uses your personal data when you visit motto-box.com, join our waitlist, order a box or enter our review prize draw.
Who we are
Motto Box is run by Plus Forwarding LTD, ライオンズビル四ツ橋 702, 1 Chome-7-22 Shinmachi, Nishi Ward, Osaka, 550-0013. We are the controller of your personal data.
- Email: ruby@motto-box.jp
- UK Representative: HLP
Because we are based in Japan and sell to customers in the UK, UK GDPR requires us to name a representative in the UK. You can contact them or us about anything in this policy.
What we collect
- Contact details: your name and email address.
- Delivery details: your delivery address and, if you give it, a phone number for the courier.
- Order and subscription history: what you bought, when, your subscription status and any messages you send us about an order.
- Payment details: these are handled by our payment provider. We see confirmation that you paid, but we never see or store your full card number.
- Review photos: photos and comments you send us for the prize draw. If a photo shows you or anyone else, it counts as personal data.
- Marketing choices: whether you have opted in to our emails, and whether you open them.
- Website data: your IP address, browser and pages visited, collected through cookies (see Cookies below).
You must be 18 or over to place an order. We do not knowingly collect data from children.
Why we use it
UK GDPR requires a legal basis for each use of your data. Ours are below.
| What we do | Data used | Legal basis |
|---|---|---|
| Take payment, pack and deliver your order | Contact, delivery, order details | Contract with you |
| Manage your subscription, including renewals and cancellations | Contact, order and subscription history | Contract with you |
| Keep tax and accounting records | Order and payment records | Legal obligation |
| Run the monthly review prize draw and contact winners | Name, email, review photos | Your consent, given when you enter |
| Show your review photo on our website or social media | Review photo, first name | Your consent, which you can withdraw at any time |
| Send marketing emails and waitlist updates | Name, email, marketing choices | Your consent (opt in only) |
| Keep the site working, secure and free of fraud | Website data, order details | Our legitimate interests |
We never send marketing email unless you have opted in, and every email has an unsubscribe link.
Who we share it with
We share only what each service provider needs to do its job, and we never sell your data.
| Who | Why | What they receive |
|---|---|---|
| WooCommerce | To take payment | Name, email, billing details |
| HLP | To pack and deliver your box in the UK | Name, delivery address, phone number |
| XServer | To send order and marketing emails | Name, email, marketing choices |
| XServer | To run motto-box.com | All data held on the website |
We may also share data with authorities or professional advisers where the law requires it.
International transfers. We are based in Japan, so your data is transferred from the UK to Japan. UK law recognises Japan as giving adequate protection to personal data. If any provider stores data in another country, we use safeguards approved under UK law, such as the International Data Transfer Agreement.
Cookies
Cookies are small files stored on your device. We use essential cookies to run the shop, and other cookies only if you allow them in our cookie banner.
| Type | What it does | Needs your consent? |
|---|---|---|
| Essential | Keeps items in your basket, lets you check out and log in, keeps the site secure | No |
| Analytics | Tells us which pages are visited so we can improve the site | Yes |
| Marketing | Measures our ads and shows you relevant ones on other sites | Yes |
Managing cookies. You can change your choice at any time through the cookie settings link at the bottom of every page. You can also block or delete cookies in your browser settings, but the basket and checkout will not work without essential cookies.
How long we keep it
We keep your data only as long as we need it, then delete it or make it anonymous.
| Data | How long |
|---|---|
| Orders, payments and invoices | 7 years after the end of the tax year, as tax law requires |
| Account and subscription details | While your account is open, then 2 years after your last order |
| Review photos | While shown on our site or social media, or until you ask us to remove them |
| Prize draw entries | 12 months after the draw |
| Marketing and waitlist emails | Until you unsubscribe. We then keep your email on a do not contact list so we never email you by mistake |
| Cookies | See the cookie list above |
Your rights
Under UK GDPR you can ask us to:
- give you a copy of the data we hold about you
- correct anything that is wrong
- delete your data
- limit how we use it, or stop using it for a particular purpose
- send your data to you or another company in a common format
Where we rely on your consent, you can withdraw it at any time, for example by unsubscribing or asking us to take down a review photo.
To use any of these rights, email ruby@motto-box.jp. It is free, and we will reply within one month.
If you are unhappy with how we handle your data, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk.
Changes to this policy
We will update this policy if the way we use your data changes, and show the new date at the top. If a change affects you significantly, we will email you before it takes effect.