Data used to locate and recover your lost item.

Information used

A free consultation may include the customer's email address, a description of the lost item, likely locations, and details needed to assess whether recovery is feasible. If a case proceeds, the record may also include the customer's name, optional phone and country, item category, brand, model, color, distinguishing features, contents, reference photographs, loss journey, holder reference numbers, recovery progress, delivery details, and recorded acceptance of the applicable service terms.

Do not provide payment-card numbers, PINs, passwords, or identity documents through the ordinary consultation form, case notes, or email. Identity documents are accepted only through a case-specific secure upload link when we have confirmed that a police office or facility requires them.

Case and document access

Private case and document-upload links are time-limited and should not be forwarded. A document-upload link exchanges its token for an HttpOnly, SameSite session and redirects to a URL without the token. Each link is restricted to one consultation or case. Contact us promptly if a link may have been exposed.

Identity and authorization documents

After a police office, railway, airport, store, hotel, or other holder confirms its requirements, we may ask for a signed authorization document and, only when required, an image of the passport photo page or another identity document. The request email will state which documents and format are required for that specific case; there is no universal authorization-letter format.

Use only the case-specific secure upload form. Original filenames are discarded, supported image metadata is removed before storage, files are kept in private case storage, and access is limited to the operator. Do not email these documents or include passport numbers in messages or notes. Upload links expire and newly issued links revoke earlier active links for the same case.

Sharing for inquiries, recovery, and return

Only details reasonably needed for a lost-property inquiry, identity check, authorization, release, collection, or return may be shared with the relevant holder or public authority. Item descriptions may be translated into Japanese when needed. Identity documents are shared only when the relevant organization has confirmed that they are required for the case.

International delivery is arranged under the customer's direct contract with the carrier. We may coordinate the practical handover and provide the carrier or holder with the minimum information needed, but the customer pays the carrier directly.

Google Maps

Customers may optionally paste an HTTPS Google Maps URL as a journey reference. The form does not load a Google map, Places autocomplete, place-details lookup, or require a Google login. Opening the optional external link lets Google process that visit under the Google Privacy Policy.

Encrypted case and operational records

The request envelope is encrypted with AES-256-GCM. Case progress stores status, target, timeline, evidence summaries, reference numbers, and customer-visible instructions. Operator-only notes are removed before customer case data is rendered.

The operational spreadsheet has two restricted tabs accessible only to the operator and its writing service account. The analytics tab receives case ID and non-sensitive measures such as target count, item category, country, and payment status, but not names, contact details, free text, signatures, or photos. A separate restricted recovery tab holds a plaintext copy of submitted request fields except photographs so a case can be reconstructed if the primary store is lost. This spreadsheet is treated as a personal-data location for access, retention, and deletion decisions.

Evidence and email

Search-point evidence may include timestamps, channel, destination, department, voluntarily provided staff name, a concise conversation/message summary, response, reference number, and next action. The customer case page receives the public summary/response/reference/next action, not internal destination, department, staff identity, or operator notes. Telephone calls are not recorded. Important updates may be emailed with a link back to the case page rather than full case detail.

Optional feedback

After a case closes, customers may optionally provide a 1–5 rating, comment, country, item category, and permission to display the feedback anonymously. We do not publish invented reviews or counts. Only feedback actually submitted and expressly permitted may be considered for anonymous display.

Analytics

When enabled, we keep aggregate funnel totals such as eligibility started/passed, checkout started, paid, search started, search completed, item found, and feedback submitted. Aggregates do not need the request text, identity details, or photographs. Cloudflare Web Analytics and Microsoft Clarity remain disabled in the current production build unless deliberately enabled under the restrictions described by the site configuration.

Retention and rights

Case data is retained only as long as reasonably necessary for service operation, release and delivery, accounting, disputes, security, and legal requirements. Uploaded identity and authorization files are deleted when no longer required and automatically expire from private file storage no later than 90 days after upload. An operator can delete an uploaded document from the case record sooner. Customers may request access, correction, or deletion where legally available by emailing support@lostitemrescuejp.com. Do not attach identity documents to a privacy request.

Contact

For privacy questions, contact support@lostitemrescuejp.com. Operator disclosure details are in the legal notice. Human legal review is recommended before production publication.