Last updated: May 4, 2026
eCompliance Ltd. (“we,” “us,” or “our”) operates the website qmsdoc.com (the “Site”) and provides downloadable Quality Management System (QMS) document templates and related digital content (collectively, the “Services”). This Privacy Policy explains how we collect, use, disclose, and protect your personal information when you visit the Site or purchase our Services.
By using the Site, you agree to the collection and use of information in accordance with this Privacy Policy.
1. Who We Are (Data Controller)
| Company name | eCompliance Ltd. (株式会社イーコンプライアンス) |
| Representative | Koichi Murayama, Representative Director |
| Registered address | Town Heights Ginza 406, 7-15-8 Ginza, Chuo-ku, Tokyo 104-0061, Japan |
| Contact email | support@eCompliance.co.jp |
| Telephone | +81-50-3733-8134 |
For all privacy-related inquiries, please contact us at support@eCompliance.co.jp.
2. Information We Collect
We collect the following categories of personal information:
Information you provide directly
- Account information: name, email address, billing address, country
- Order and payment information: items purchased, billing details (payment card data is processed by our payment processors and is never stored on our servers)
- Communications: messages, inquiries, and support requests you send us
Information collected automatically
- Device and connection data: IP address, browser type and version, operating system, referring URLs, and pages viewed
- Cookies and similar technologies (see “Cookies” below)
- Usage data via Google Analytics (GA4)
Information from third parties
- Payment processors (e.g., Stripe, PayPal) confirm transaction status to us but do not share full card data
We do not knowingly collect personal information from children under 16.
3. How We Use Your Information
We use your personal information for the following purposes and on the following legal bases (under the EU GDPR where applicable):
| Purpose | Legal basis |
|---|---|
| To process orders and deliver downloadable templates | Performance of a contract |
| To create and manage your customer account | Performance of a contract |
| To provide customer support | Performance of a contract / Legitimate interests |
| To send transactional emails (order confirmation, receipts) | Performance of a contract |
| To send marketing communications about new templates and updates | Consent (you may opt out at any time) |
| To prevent fraud and ensure site security | Legitimate interests |
| To comply with legal and tax obligations | Legal obligation |
| To analyze site usage and improve our Services | Legitimate interests / Consent |
4. Cookies and Tracking Technologies
We use cookies and similar technologies to operate the Site, remember your preferences, analyze traffic, and improve our Services. The main categories we use are:
- Strictly necessary cookies: required for the cart, checkout, and login functions to work
- Functional cookies: remember your language and currency preferences
- Analytics cookies: Google Analytics (GA4) to understand site usage in aggregate
- Marketing cookies: only used if you provide consent
You can manage your cookie preferences at any time through our cookie consent banner or your browser settings. Please note that disabling strictly necessary cookies may prevent you from completing a purchase.
5. How We Share Your Information
We do not sell your personal information. We share information only in the following limited circumstances:
- Service providers that help us operate the Site (hosting, email delivery, analytics, customer support tools)
- Payment processors (Stripe, PayPal) for processing your payments
- Professional advisors (lawyers, accountants, auditors) bound by confidentiality
- Legal authorities where required by law, regulation, court order, or to protect our legal rights
- Business transfers: in the event of a merger, acquisition, or asset sale, your information may be transferred, subject to equivalent privacy protections
All service providers are contractually bound to keep your information confidential and use it only for the purposes we specify.
6. International Data Transfers
We are based in Japan. If you access the Site from outside Japan, your personal information may be transferred to, stored, and processed in Japan or in any country where our service providers operate. Where required by law (e.g., from the EEA, UK, or Switzerland), we rely on appropriate transfer mechanisms such as Standard Contractual Clauses or transfers to countries with an adequacy decision.
Japan has been recognized by the European Commission as providing an adequate level of data protection.
7. Data Retention
We retain personal information only as long as necessary for the purposes described in this Policy, or as required by law:
- Customer account and order records: kept for 7 years to meet tax and accounting obligations
- Marketing data: kept until you withdraw consent or opt out
- Support communications: kept for 3 years
- Anonymous analytics data: kept indefinitely in aggregated form
8. Your Rights
Depending on your location, you may have the following rights regarding your personal information:
- Access — request a copy of the personal information we hold about you
- Rectification — request correction of inaccurate or incomplete information
- Erasure — request deletion of your personal information (“right to be forgotten”)
- Restriction — request that we limit the processing of your information
- Portability — receive your information in a structured, machine-readable format
- Objection — object to processing based on legitimate interests or for direct marketing
- Withdraw consent — withdraw your consent at any time where processing is based on consent
- Lodge a complaint with your local data protection authority
For California residents, the California Consumer Privacy Act (CCPA/CPRA) provides additional rights, including the right to know what personal information is collected, to delete personal information, to correct inaccurate personal information, and to opt out of the sale or sharing of personal information. We do not sell your personal information.
To exercise any of these rights, please email support@eCompliance.co.jp. We will respond within 30 days.
9. Security
We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction, including SSL/TLS encryption, access controls, secure payment processing, and regular security reviews.
However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.
10. Third-Party Links
The Site may contain links to third-party websites. We are not responsible for the privacy practices of those sites. We encourage you to review their privacy policies before providing any personal information.
11. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. The “Last updated” date at the top reflects the latest revision. Material changes will be posted prominently on the Site or notified by email where appropriate. Your continued use of the Site after changes take effect constitutes acceptance of the revised Policy.
12. Contact Us
If you have any questions or concerns about this Privacy Policy or our data practices, please contact us:
eCompliance Ltd.
Town Heights Ginza 406, 7-15-8 Ginza, Chuo-ku, Tokyo 104-0061, Japan
Email: support@eCompliance.co.jp
Telephone: +81-50-3733-8134