Privacy Policy
Last updated: January 8, 2026
At Kotoba-kan, we take your privacy seriously. This Privacy Policy explains how we collect, use, disclose, and protect your personal information when you visit our website or use our natural language processing implementation services. We are committed to maintaining transparency about our data practices and ensuring your information is handled with care and in accordance with applicable privacy laws.
Contact Information
Company: Kotoba-kan
Address: 6-4-15 Roppongi, Minato-ku, Tokyo 106-0032
Email: info@domain.com
Phone: +81 3 3478-6241
Information We Collect
Information You Provide
We collect information you voluntarily provide to us when you:
- Fill out contact forms (name, email address, subject, message content)
- Communicate with us via email or phone
- Request information about our services
- Engage our professional services
Automatically Collected Information
When you visit our website, we may automatically collect certain information, including:
- Device and browser information (type, version, operating system)
- IP address and general location information
- Pages visited and time spent on pages
- Referring website or source
- Cookie data (as described in our Cookie Policy)
Legal Basis for Processing
We process your personal data based on legitimate interests in providing and improving our services, fulfilling contractual obligations when you engage our services, and complying with legal requirements. For certain processing activities, we rely on your explicit consent, which you may withdraw at any time.
How We Use Your Information
Service Delivery
We use your information to respond to inquiries, provide information about our NLP implementation services, deliver contracted services, and communicate about project details and timelines.
Website Improvement
We analyze website usage data to understand how visitors interact with our site, identify areas for improvement, and optimize user experience. This helps us make informed decisions about content and functionality.
Communications
With your consent, we may send you information about our services, industry insights, or updates to our offerings. You can opt out of marketing communications at any time while continuing to receive essential service-related communications.
Third-Party Sharing
We do not sell your personal information to third parties. We may share information with service providers who assist in website operations or service delivery, always under confidentiality agreements. We may also disclose information when required by law or to protect our legal rights.
Data Protection and Security
Security Measures
We implement appropriate technical and organizational measures to protect your personal information, including:
- Encryption of data in transit using secure protocols
- Access controls limiting who can view your information
- Regular security assessments and updates
- Secure storage systems with backup procedures
Data Retention
We retain personal information only for as long as necessary to fulfill the purposes outlined in this policy or as required by law. Contact form submissions are typically retained for two years unless you request earlier deletion. Service-related information may be retained longer based on contractual or legal obligations.
Breach Notification
In the unlikely event of a data breach that affects your personal information, we will notify you and relevant authorities as required by applicable law. We maintain incident response procedures to address security incidents promptly and effectively.
Your Rights and Choices
Right to Access
You have the right to request access to the personal information we hold about you. We will provide a copy of your data in a structured format within a reasonable timeframe.
Right to Rectification
If you believe any information we hold about you is inaccurate or incomplete, you have the right to request corrections. We will update your information promptly upon verification.
Right to Erasure
You can request deletion of your personal information, subject to certain exceptions such as legal or contractual obligations. We will honor deletion requests unless we have a legitimate reason to retain the data.
Right to Data Portability
You have the right to receive your personal data in a portable format and transmit it to another service provider where technically feasible.
Right to Object
You can object to processing of your personal information for direct marketing purposes at any time. For other processing activities, you may object based on your particular situation, and we will assess your request.
Exercising Your Rights
To exercise any of these rights, please contact us at info@domain.com or through our contact form. We will respond to your request within one month, though complex requests may require additional time.
Your Rights and Opt-Out Instructions
You are not required to provide any personal information when using this website. If you prefer not to share your data, you may:
- Avoid filling out contact forms, account registrations, or any data-submitting features
- Disable cookies through your browser settings (see our Cookie Policy for more details)
- Contact us directly to request the deletion of any previously shared personal data
We respect your privacy choices. If you would like us to delete your data, please reach out to us at info@domain.com or through our Contact page. We will process your request promptly.
Children's Privacy
Our website and services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have inadvertently collected information from a child, we will take steps to delete such information promptly.
International Data Transfers
Our services are primarily provided from Japan. If you access our website from outside Japan, please be aware that your information may be transferred to and processed in Japan. We ensure that any international data transfers comply with applicable data protection laws and implement appropriate safeguards.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or for other operational reasons. We will notify you of any material changes by posting the updated policy on this page with a new "Last updated" date. We encourage you to review this policy periodically to stay informed about how we protect your information.
Questions About This Policy
If you have questions about this Privacy Policy or our data practices, please contact us:
Email: info@domain.com
Phone: +81 3 3478-6241
Address: 6-4-15 Roppongi, Minato-ku, Tokyo 106-0032