Privacy Policy
Last updated: July 10, 2026
koyuna LLC (koyuna合同会社) operates this website with privacy by default: we collect no personal data unless you contact us, and we use no analytics or tracking. This notice explains how we handle personal data and your rights under Japan's Act on the Protection of Personal Information (APPI) and, where it applies, the EU/UK General Data Protection Regulation (GDPR).
1. Who is responsible
koyuna LLC (koyuna合同会社) is the data controller and the business operator handling your personal data, reachable at info@koyuna.co.jp. Our registered company name, address, and representative are provided without delay on request. We have not appointed a data protection officer or an EU representative, as we are not required to; please direct all privacy matters to the address above.
2. What we collect
We receive personal data only when you use the contact form: your name, company, optional department and role, email address, phone number, inquiry source, search keyword or other source details where applicable, subject, message, and selected language. To keep the form secure, the submission also records your IP address, browser user agent, and the time of sending. We collect nothing else about your visit.
3. Purposes and legal bases
We process this data to read and answer your inquiry, keep a record of the correspondence, send koyuna news, provide information, and conduct sales activity (GDPR Article 6(1)(b), steps taken at your request, and 6(1)(f), our legitimate interest in handling inquiries and business communication); to protect the form and site against spam and abuse (Article 6(1)(f), our legitimate interest in the security of our service); and to meet legal obligations where they apply (Article 6(1)(c)). Under the APPI, the purpose of use is inquiry handling, information provision, sales activity, and service security. We do not use your data for profiling or any automated decision producing legal or similarly significant effects.
4. Cookies
This site sets only two first-party, strictly functional cookies: koyuna-locale stores your language and koyuna-theme stores your light or dark preference. They contain no identifier and are not used to track you. Because we set no analytics, advertising, or third-party cookies, no consent banner is required.
5. No analytics or tracking
We run no analytics, tag managers, advertising pixels, session recording, or device fingerprinting, and embed no third-party trackers.
6. Recipients and processors
Your inquiry is delivered through our email (SMTP) provider, and the site runs on our hosting and server infrastructure. These providers act as our processors under contract and may handle the data only on our instructions to operate the service; we supervise them accordingly. We do not sell your data, and we disclose it to authorities only where the law requires.
7. International transfers
Where a provider processes data outside your country, transfers rely on a recognised adequacy decision (including the mutual EU–Japan adequacy arrangement) or, failing that, appropriate safeguards such as Standard Contractual Clauses. Details are available on request.
8. Retention
We keep inquiry emails only as long as needed to handle your request and for ordinary business records, then delete them. Server access logs are short-lived and rotated.
9. Security
We apply reasonable technical and organisational measures, including TLS encryption in transit, data minimisation, access controls on the mailbox and server, rate limiting and spam protection, and the absence of any third-party tracking.
10. Your rights
Subject to applicable law you may request access to your personal data and its correction, deletion, or restriction; object to processing based on legitimate interests; request a copy in portable form; and withdraw any consent. Under the APPI you may also request disclosure, correction, addition or deletion, and suspension of use or third-party provision. To exercise any right, email info@koyuna.co.jp. You may also complain to a supervisory authority — in Japan, the Personal Information Protection Commission (個人情報保護委員会); in the EU/EEA, your local data protection authority.
11. Changes
We may update this policy; the version posted on this page, with the date above, is the one in effect.