Legal
Website privacy policy
Last updated
Who we are and what this policy covers
TokumaLabs, Inc. (TokumaLabs株式会社, "we", "us") is responsible for the personal information described in this policy. This policy covers tokumalabs.com and our business communications with professionals, both people who contact us through website forms, email, or messages, and people we contact about our services. It does not cover personal information processed through Tokuma Time or Tokuma Pulse, each of which is addressed separately.
Our address is 1-8-1, FinGATE KAYABA 3F 303, Nihonbashi Kayabacho, Chuo-ku, Tokyo 103-0025, Japan. Our Representative Director is Slava Minamoto. You can contact us at privacy@tokumalabs.com.
What we collect and why
We collect the information you share with us, such as your name, email address, firm, role, and message. We use it to respond to you, arrange demos, and follow up on your enquiry or request to be contacted. If you do not provide the contact details we need, we may be unable to respond.
We also collect professional contact information about people we may contact, such as name, firm, role, business email, and phone number, from firm websites, professional directories, LinkedIn and other professional profiles, events, introductions, and business-contact data providers. We use it to introduce our services to law firms, in-house teams and their professionals.
We also collect technical information when you visit our website, such as your IP address, browser and device information, and pages accessed, to operate and protect the website. Any cookies and similar technologies we use are described below.
Where EU or UK data protection law applies, we rely on our legitimate interests in responding to business enquiries, developing and managing business relationships, and operating a secure website, and on steps you ask us to take before entering into a contract, such as arranging a demo or trial. We rely on consent for cookies and electronic marketing where required, and on legal obligations where we must retain or disclose information by law.
We do not make decisions about you based solely on automated processing that have legal or similarly significant effects.
Please do not include sensitive personal information or confidential client or matter information in website forms or general enquiries.
Marketing
We may send you occasional updates about our services and events, relying on our legitimate interests or, where the law requires it, your consent. Every message includes an unsubscribe link, and you can object to marketing at any time by emailing privacy@tokumalabs.com.
Cookies and external transmission
| Provider | What is sent | Purpose | Duration | Needs consent? |
|---|---|---|---|---|
| Cloudflare | IP address, request data | Delivering and securing the website | Not stored in your browser | No, strictly necessary |
| Google Analytics | Cookie ID (_ga, _ga_<ID>), pages viewed, clicks and scrolling, approximate location, device and browser data, referring site | Analytics | Cookies last up to 14 months | Yes, in the EEA, UK and Switzerland |
Where consent is required, optional cookies and similar technologies are used only after you agree. In the EEA, the UK and Switzerland, we do not set analytics cookies, and Google receives only cookieless signals. You can block or delete cookies at any time through your browser settings.
Sharing and overseas processing
We share information with service providers that help us host and secure the website and manage our communications and contacts, and with the providers listed under Cookies above. They must protect the information and use it only to provide services to us. We may also disclose information to professional advisers under confidentiality obligations, to prospective investors, acquirers, or successors and their advisers in connection with a financing, merger, or sale of our business, or where legally required. We do not sell personal information or use it for cross-context behavioural advertising.
We are based in Japan, and our providers may process information in other countries. Where required, we use applicable adequacy decisions, approved contractual safeguards, or other lawful transfer arrangements. You can contact us for the countries where your information is stored and information about these arrangements.
Retention and security
We keep enquiry and contact records for up to 24 months from our last interaction with you. If an enquiry leads to an ongoing business relationship, we keep relevant correspondence for that relationship and afterwards only as needed for legal obligations or the establishment, exercise, or defence of legal claims. We keep identifiable website analytics data for no more than 14 months before deleting or anonymising it.
We use reasonable organisational and technical measures to protect personal information. Information about our security measures is available on request, except where disclosure would compromise security.
Your rights and how to contact us
Under Japan's Act on the Protection of Personal Information (APPI), you may ask us to notify you of the purposes for which we use your information; to disclose it, including records of any provision to third parties; to correct, add to, or delete it; and to stop using it or providing it to third parties. Depending on where you are, you may also have rights to receive a portable copy of your information, restrict or object to its use, and withdraw consent. Withdrawal does not affect the lawfulness of earlier processing. You can ask us to stop following up or contacting you at any time.
To make a request or raise a concern, please email privacy@tokumalabs.com. We do not charge a fee. We may need to verify your identity and will respond within the applicable legal deadline. You may also complain directly to the relevant data protection authority.
Our website and services are intended for professionals and are not directed at children under 16.
We may update this policy by publishing a revised version with a new date and will provide any additional notice required by law.