Last updated: November 4, 2026

Current status: [L1: delete this paragraph at launch] Roots Wood Japan Service is in preparation and is not yet in operation. This policy describes how we will handle personal data once it starts. Until then, we collect no data through the connector.

Roots Wood (“we”) explains here how we handle personal data in Roots Wood Japan Service, our connector for Muse, Meta’s AI agent, and in the services we provide from requests made through it (the “Service”). This policy applies to the Service. For the rest of our website, see our general privacy policy. Where the two differ, this policy applies to the Service.

1. Data we collect

• Account data: your email address, a user identifier, and the access tokens issued when you connect (tokens are stored hashed or encrypted)
• Request data: what you send us, such as request details, messages, changes, and cancellation requests
• Details you choose to include: for example your name, company, or country or region. Logistics requests may include a shipping origin and destination. We ask only for the items a service needs.
• Work records: our replies, quotes, deliverables, and the status history of each request
• Technical records: type of operation, time, error type, and IP address. These do not include the content of your requests.

We do not ask for passwords, credit card numbers, or bank account numbers through the connector. Please do not include them in a request.

2. How we use data

• To sign you in and show you your own requests
• To review and respond to your requests, and to provide the services you ask for
• To prevent abuse, investigate failures, and keep the Service secure
• To comply with legal obligations

We do not use data for any other purpose.

3. Who can see your data

• You can see your own requests when signed in. A request number alone does not give access.
• Roots Wood staff can read your data in order to do the work. Access to our management screen is restricted.
• Other customers cannot see your data. We do not include your requests, replies, or deliverables in our public list.

4. Muse

• We receive only the data needed to fulfill the request you make through Muse.
• We do not sell your data, use it for unrelated advertising, use it to build unrelated profiles, use it to infer sensitive characteristics, or use it to train AI models.
• We and Meta each act as independent controllers. Meta’s handling of data in Muse is governed by Meta’s privacy policy.
• When you disconnect the Service in Muse, we stop access. Information Muse has already used may remain in Muse. You can manage that in Muse.

5. Sharing

We share personal data only when needed to carry out your request, with your consent, or when required by law. When we contact suppliers or partners for your request, we share the details needed for that task and do not share your name or contact details unless you agree.

6. Service providers and international storage

We use the following providers, and data may be stored outside Japan:

• Cloudflare, Inc., United States (running the connector and sign-in, storing request data, protecting our management screen)
• Star Server, Japan (email and website)
• [D3: email delivery provider, name and country] (sending sign-in codes[D6: and update emails])

7. Retention and deletion

• Requests, messages, quotes, and deliverables: [D2: proposed 2 years from our last contact]
• Technical records: [D2: proposed 90 days]
• Data we must keep by law: for the required period

When you disconnect or ask us to delete your data, we stop access through the connector immediately and delete your data within [D2: proposed 30 days], except data we must keep by law. After deletion, you can no longer retrieve those requests or deliverables, so please save anything you need first.

8. Security

We encrypt data in transit and at rest, keep each customer’s data separate, and limit access to the people and systems that need it. We do not write credentials to logs, and our logs do not include the content of your requests. We respond to incidents in line with applicable law.

9. Your rights

You may ask us to access, correct, stop using, or delete your personal data. Contact us below; we will verify your identity and respond.

10. Age

The Service is for businesses and people aged 18 or over.

11. Changes

We post changes on this page with a new “Last updated” date.

12. Contact

Roots Wood, Privacy contact

Email: privacypolicy6731@roots-wood.com

Address: 1308-2 Ozaki, Noda, Chiba, Japan