Terms of Service

Services and requests

Japan Access Desk provides practical work in Japan, including Japanese communication and research, company or supplier contact, sourcing, wording review, contact and scheduling for potential research interview participants, local coordination, visits and physical checks. The exact work depends on the request and is confirmed in writing before it starts. These terms apply together with the written quote, scope or project agreement for the relevant work.

Scope, price and timing

After reviewing your request, I will confirm the scope, expected result, timing, service price and any direct expenses in writing. A project begins after you agree to those terms and any required payment or expense arrangement. The written quote or agreement prevails if it addresses a point differently from these general terms.

I complete agreed work on the original terms. Any additional work requires agreement on scope and fees before it starts.

Payment

Payment method, currency, payment schedule and due date are stated in the written quote or payment request. Payment may be requested in advance, in stages or on completion depending on the project. Card payment through Stripe or bank transfer is available only when offered for the relevant project. Each party bears charges imposed by its own bank or payment provider unless the quote states otherwise.

Direct expenses and third party costs

Direct expenses are separate from the service price unless the quote says otherwise. They may include travel, accommodation, transport, tickets, entry fees, purchases, samples, shipping, customs charges or third party fees. Costs already covered by an approved quote, budget or spending limit do not need separate approval for each expense. I will obtain your agreement before incurring costs outside that approval.

Communication and results

Work is normally handled by email or written messages. I report back with the information, materials or result available from the agreed work. Where a project depends on a supplier, venue, candidate, carrier or other third party, I will use reasonable efforts to carry out the agreed work and keep you informed. Their response time, decisions, availability and the accuracy of information they provide remain outside Japan Access Desk's control.

Your responsibilities

• Provide accurate information, access details and materials needed for the request
• Make decisions and provide approvals by the agreed deadlines
• Use reports, photos, videos and other materials only for lawful purposes
• Ensure that you have the authority and lawful basis to provide any third party information, material or instruction used for the project

Confidentiality

Each party will use reasonable care to protect the other party's confidential business information and will use it only for the project. This does not apply to information that is publicly available without breach of these terms, was already lawfully known, was independently developed or must be disclosed by law. Japan Access Desk may share confidential information with a service provider only where needed for the project and subject to appropriate confidentiality obligations.

Privacy and data handling

Personal information is handled in accordance with the Privacy Policy and the agreed project scope. Where a project involves candidates, respondents or other people, Japan Access Desk will use their information only for the relevant project and will share it with a client only with consent or where otherwise permitted by applicable law.

Independent contractor status

Japan Access Desk is an independent service provider. Unless expressly agreed in writing and legally permitted, I am not your employee, agent or legal representative, and I do not have authority to bind you, make commitments in your name or enter into contracts on your behalf.

Third party information and dependencies

Research, outreach, visits, purchasing and coordination may depend on third parties or publicly available information. Japan Access Desk does not control their conduct, response, stock, access, prices, policies or information. I will report material issues that affect the agreed work when they become known.

Purchases made on your behalf

Any purchase requires your written approval of the item, budget, seller and delivery arrangement. The purchase price, shipping, tax, customs charges, payment provider fees and other direct costs are your responsibility unless the written quote says otherwise. Japan Access Desk can inspect or report on an item as agreed, but does not provide a separate warranty for the item or guarantee a seller's return policy, authenticity, condition or suitability beyond the agreed work.

Intellectual property and use of deliverables

You keep ownership of the materials you provide. After the relevant service fees are paid, you may use the project deliverables for your internal business purpose and the purpose stated in the quote. Japan Access Desk keeps ownership of its pre existing materials, methods, templates and know how. Third party materials remain subject to the rights and terms that apply to them.

Limits of the service

Unless expressly agreed and legally permitted, I do not act as your lawyer, tax adviser, customs broker, licensed agent or representative, and I do not enter restricted premises or carry out regulated work without the required authority.

Cancellation and refunds

Contact me in writing as soon as possible if you need to cancel or change a request. The written quote or agreement states the applicable cancellation and refund terms. Before work starts, cancellation is handled under that quote. After work starts, fees for work already performed and direct expenses already incurred or committed with your approval are generally not refundable unless otherwise agreed.

Limitation of liability

Neither party limits liability for fraud, willful misconduct or any liability that cannot be limited by law. To the extent permitted by law, Japan Access Desk's total liability arising from a project is limited to the service fees actually paid for that project. Japan Access Desk is not liable for indirect, consequential, special or lost profit damages arising from third party actions, delays or information outside its control.

Force majeure

Neither party is responsible for a delay or failure caused by an event beyond its reasonable control, including natural disasters, transport disruption, public health measures, government action, network failure, labor disputes or a third party closure. The affected party will notify the other party when reasonably possible and work with them on a practical next step.

Governing law and jurisdiction

These terms are governed by the laws of Japan. The courts of Japan that have jurisdiction under applicable law have exclusive jurisdiction over disputes arising from these terms or a project. If part of these terms is not enforceable, the rest will continue to apply.

Contact

Questions about these terms can be sent to koki@japanaccessdesk.com.