Privacy Policy

This Privacy Policy explains how Qymera, a brand of RYANES Holdings Co., Ltd. (Japan) and RYANES Holdings Inc. (Canada), collects, uses, and protects your information when you use our websites, products, and services.

By using Qymera Services, you agree to this Privacy Policy. If anything is unclear, please contact us.

0: About Qymera and RYANES

Qymera (“Qymera”, “we”, “us”, “our”) is a brand and operating division of:

RYANES Holdings Co., Ltd., incorporated in Japan, and
RYANES Holdings Inc., incorporated in Canada

(collectively, “RYANES”).

This Privacy Policy (“Policy”) explains how we collect, use, disclose, and safeguard your information when you use our websites, products, and services (collectively, the “Services”).

By using Qymera Services, you agree to this Policy. If you do not agree, you should discontinue use of the Services.

1: Scope of This Policy

This Policy applies to:

Visitors to our websites and landing pages.
Clients and prospective clients who engage Qymera for web development, collateral, hosting, or cloud-related Services.
Users who interact with our contact forms, quote forms, or support channels.

This Policy does not apply to third-party websites, services, or platforms that Qymera does not control, even if they are integrated with our Services.

2: Information We Collect

We may collect the following categories of information.

2.1 Personal Information (Provided by You)

This includes information you choose to provide to us, such as:

Name, company name, email address, and phone number.
Billing details (e.g., billing address, payment-related information handled via secure processors).
Project-related information you provide, including content, assets, and technical requirements.

We typically receive this information when you:

Fill out a contact or quote form.
Engage Qymera for a project.
Communicate with us by email or other channels.

2.2 Automatically Collected Information

When you use our websites and Services, we may automatically collect:

Technical data: IP address, browser type, operating system, device type.
Usage data: Pages visited, time spent on pages, referring pages, click paths.
Cookies and analytics data: Information collected through cookies, pixels, and similar technologies (for example, Google Analytics).

2.3 Service-Specific Data

Depending on the Services you use, we may process additional data such as:

Web Development / Collateral: Project files, design assets, website content, configuration details.
Hosting: Domain registration information, server logs, performance metrics, and usage data.
Cloud Solutions: Configuration files, integration data, and system information required to provide integrations or automations.

3: How We Use Your Information

We use the information we collect for the following purposes:

To provide and deliver the Services
- Setting up and managing projects, websites, e-commerce stores, and collateral.
- Configuring hosting and cloud integrations where applicable.

To communicate with you
- Sending project updates, proposals, invoices, and administrative messages.
- Responding to inquiries, requests, or support issues.

To improve and customize our Services
- Analyzing usage data to understand how our websites and Services are used.
- Improving content, performance, design, and user experience.

To send marketing or informational materials (with your consent)
- Providing news, updates, or educational content about Qymera, when permitted by law and your preferences.

To comply with legal and regulatory obligations
- Maintaining records as required for tax, accounting, and compliance purposes.
- Responding to lawful requests from authorities where necessary.

4: Legal Bases for Processing (Where Applicable)

Where data protection laws (such as the EU/EEA’s GDPR or similar regimes) apply, we process your personal information on one or more of the following legal bases:

Contract: To perform our obligations under an agreement with you or your organization (for example, to deliver a project or provide ongoing services).
Legitimate Interests: To operate, improve, and protect our Services; to communicate with you about relevant updates; and to manage our business, provided these interests are not overridden by your rights and interests.
Consent: Where required by law (for example, for certain types of marketing communications or cookie-based analytics), we rely on your consent, which you can withdraw at any time.
Legal Obligations: To comply with legal, regulatory, or tax obligations.

5: Sharing of Information

We do not sell or rent your personal data. We may share information in the following situations:

Service Providers
- With trusted third-party providers that help us deliver the Services, such as hosting providers (e.g., cloud platforms), domain registrars, payment processors, email services, and analytics tools.

Subcontractors
- With carefully chosen subcontractors (for example, freelance designers or developers) who assist in fulfilling your project. They are given access only to the information necessary to perform their work and are bound by confidentiality obligations.

Legal Authorities and Compliance
- When required by law, regulation, legal process, or governmental request.
- When necessary to protect our rights, property, or safety, or that of our clients and users.

In all cases, we only share the minimum information necessary for the intended purpose.

6: Data Storage & Security

Data is stored on Qymera-managed systems and trusted third-party providers (for example, cloud infrastructure and hosting providers).
Access to personal data is restricted to authorized personnel and subcontractors who need the information to perform their duties.
We use reasonable technical and organizational measures designed to protect data from unauthorized access, loss, or misuse.

However, no system is completely secure, and we cannot guarantee 100% security of data transmitted to or stored by us.

7: International Data Transfers

Qymera serves clients worldwide. As a result:

Your information may be transferred to, and processed in, countries where we or our service providers are located, including Japan and Canada.
These countries may have data protection laws that differ from those in your country of residence.

Where required by law, we take steps to ensure that appropriate safeguards (such as contractual protections) are in place to protect your information.

By using the Services, you consent to such international transfers, where allowed by applicable law.

8: Data Retention

We retain personal data for as long as reasonably necessary for the purposes described in this Policy, including to:

Provide and maintain the Services.
Comply with legal, tax, and accounting requirements.
Resolve disputes and enforce agreements.

In general:

Project-related data is retained while the project is active and for a reasonable period afterward for reference, support, and legal purposes.
Client account and billing records are retained for periods required by applicable law.

You may request deletion of your personal data, subject to any legal obligations we may have to retain certain information.

9: Your Rights

Depending on your location and applicable law (including Japan’s Act on the Protection of Personal Information (APPI) and, where relevant, the GDPR or similar regulations), you may have the right to:

Access the personal data we hold about you.
Request corrections or updates if your information is inaccurate or incomplete.
Request deletion of your personal data where there is no legitimate reason for us to continue processing it.
Restrict or object to certain types of processing, especially where we rely on legitimate interests.
Withdraw consent where processing is based on consent (e.g., certain marketing).
Opt out of marketing communications by following unsubscribe instructions or contacting us.

To exercise these rights, you can contact us at:
Email: privacy@qymera.net

We may need to verify your identity before fulfilling certain requests.

10: Cookies & Analytics

Our websites may use cookies, pixels, and similar technologies to:

Understand how visitors use our pages.
Improve site performance and content.
Support basic functionality (for example, remembering preferences or form inputs).

We may use third-party analytics tools (such as Google Analytics) that collect information about your interaction with our sites, including IP address, pages visited, and time spent on pages.

Where required by law, we will provide cookie notices or consent mechanisms to allow you to manage your preferences.

11: Third-Party Links & Services

Our websites and Services may contain links to third-party websites or integrate with third-party services (for example, payment gateways, calendars, or communication tools).

We are not responsible for the privacy practices or content of third-party websites or services.
We encourage you to review the privacy policies of any third-party sites or services you visit or use.

12: Children’s Privacy

Our Services are not directed toward children under the age of 16, and we do not knowingly collect personal information from children under 16.

If you believe we have inadvertently collected such information, please contact us, and we will take steps to delete it where required by law.

13: Changes to This Policy

We may update this Privacy Policy from time to time.

When we do, we will update the “Effective Date” at the top of this page.
The updated Policy will apply to all use of the Services from the date it is posted.

If changes are material, we may provide additional notice (for example, by email or a site banner). Your continued use of the Services after the updated Policy is posted indicates your acceptance of the changes.

14: Contact & Data Controller Information

If you have questions about this Privacy Policy or how we handle your information, or if you wish to exercise your data rights, you can contact us at:

Privacy Email: privacy@qymera.net

Contracting entity and controller by region:

If your billing address is in Japan, your primary contracting entity and, where applicable, data controller is:
RYANES Holdings Co., Ltd.
If your billing address is outside Japan, your primary contracting entity and, where applicable, data controller is:
RYANES Holdings Inc.

Where required by law, we will work with you in good faith to respond to questions, resolve concerns, and honor valid data subject requests.