Privacy policy

TK Assistant Services G.K. (“we,” “us,” or “our”) establishes this Privacy Policy (“Policy”) regarding the handling of personal information of customers (including representatives of corporate customers) in connection with our online assistant services (“Services”) and the online store operated by us (“Website”).

This Policy applies to the personal information of customers themselves. Where a customer provides personal information of third parties, such as the customer’s business partners or other contacts, in connection with a work request, we use that information only to the extent necessary to perform the entrusted work and do not use it for our own analysis or other purposes.

1. Business Operator Information

Business operator: TK Assistant Services G.K.
Representative: Tomomi Kishii
Address: Manoa Tamagawa No. 3 Building, Room 501, 3-20-2 Tamagawa, Setagaya-ku, Tokyo 158-0094, Japan
Contact: shop@tkassistant.com

2. Information We Collect

·        Names, email addresses, telephone numbers, addresses and other information provided when placing orders or making inquiries.

·        Order details, requested work details and records of communications with us.

·        Information collected when browsing the Website, such as cookies, access logs and device information.

Credit card information is processed by payment service providers, such as Shopify Payments. We do not retain credit card numbers.

3. Purposes of Use

·        Providing the Services and communicating regarding consultations, work reports and related matters.

·        Processing orders and payments and issuing receipts and similar documents.

·        Responding to inquiries.

·        Analyzing Website usage and improving the quality of the Services.

·        Complying with laws and preventing fraudulent use.

4. Disclosure to Third Parties

We do not disclose personal data to third parties without the data subject’s consent, except where permitted or required by law.

5. Outsourcing and Transfers to Third Parties in Foreign Countries

We entrust all or part of the handling of personal data to the following service providers. Their servers are located outside Japan:

·        Shopify Inc. and its group companies (Website infrastructure, payments and chat via Shopify Inbox): servers located in Canada and other countries.

·        Google LLC (Google Workspace, including email and file storage and sharing): servers located in the United States and other countries.

Under our contracts with the above service providers, we take the measures necessary to ensure the continuous implementation of appropriate safeguards under Japan’s Act on the Protection of Personal Information and periodically check their implementation. If we cannot ensure those safeguards, we will suspend the provision of personal data. Upon request, we will provide information prescribed by law, including the destination countries, their personal information protection systems and the measures we take to ensure the continuous implementation of appropriate safeguards. We exercise necessary and appropriate supervision over our service providers as required by law.

Some personnel engaged in our operations reside outside Japan and, depending on the request, may handle personal data to the extent necessary to perform the work. We require such personnel, through contracts and other measures, to maintain confidentiality and handle personal data appropriately. We also ascertain the personal information protection systems of the countries concerned and implement necessary and appropriate security measures and supervision, including restricting access permissions.

6. Use of Cookies

The Website uses cookies to provide website functions and understand usage. You can disable cookies through your browser settings, but some Website features may then be unavailable.

7. Security Measures

We implement the following measures to prevent leakage, loss or damage of personal data:

·        Organizational safeguards: clarifying responsibility for data handling and reviewing handling practices.

·        Personnel safeguards: training personnel and enforcing confidentiality.

·        Physical and technical safeguards: access controls for devices and data, password protection and similar measures.

·        Understanding external environments: personal data is stored on Shopify servers in Canada and other countries and Google servers in the United States and other countries, and may be handled by personnel residing outside Japan. We implement security measures after ascertaining the personal information protection systems in those countries.

8. Requests for Disclosure, Correction, Suspension of Use, etc.

Data subjects may request notification of purposes of use, disclosure (including records of third-party disclosures), correction, addition or deletion, suspension of use, erasure, and cessation of third-party provision of retained personal data. We will verify the identity of the applicant (and the authority of any representative) and respond without delay in accordance with applicable law. Please contact the address stated in Section 1. We will explain the request procedure, identification requirements and response method after receiving your inquiry. No fee is charged for these requests.

9. Complaints and Inquiries

For complaints or inquiries concerning our handling of personal information, please contact the address stated in Section 1.

10. Amendments to this Policy

We may amend this Policy in response to legal changes or changes in our Services. Changes to purposes of use will be limited to those reasonably recognized as related to the original purposes, and we will notify or publicly announce any such changes. If a change beyond that scope is necessary, we will obtain the data subject’s consent again.

Established: September 28, 2026