Privacy Policy

Kotoyui, Inc. ("we", "us") provides a customer support platform. This policy explains how we handle the personal information of our clients (companies using our services) and of the end users who interact with them through our services. The Japanese version of this policy is the authoritative text; this translation is provided for reference.

1. Information we collect

1. Name, company, email address, and phone number submitted through inquiry or document-request forms
2. Contact and billing details of client-company representatives collected during contracting
3. Account information of administrators and operators registered by clients
4. Conversation data processed through our services (processed by us on the client's behalf under contract)
5. Browsing data on this website (IP address, browser information; not used for advertising)

2. Purposes of use

1. Providing, maintaining, and supporting our services
2. Performing contracts, invoicing, and related communication
3. Responding to inquiries and related follow-ups
4. Improving our services and developing new features (using statistically processed information only)
5. Recruitment and selection (for applicant information only)

If we intend to use personal information for any other purpose, we obtain the individual's consent in advance.

3. Conversation data

Conversation data between end users and a client, processed through our services, belongs to that client. We act solely as a processor under the client's contract and instructions, and never use such data for our own purposes.

4. Storage and management

Personal information and conversation data are stored in data centers located in Japan and are not transferred offshore. Access is limited to staff who need it for their work, protected by two-factor authentication and audited access logs. See our security page for details.

5. Provision to third parties

We do not provide personal information to third parties without the individual's consent, except as required by law. Where we outsource any handling of personal information, we evaluate the contractor's controls, contract accordingly, and supervise them appropriately.

6. Retention

Inquiry information is retained for up to three years after resolution. Retention of conversation data follows each client's contract, and all such data is erased by the agreed date upon termination.

7. Access, correction, and deletion

To request disclosure, correction, suspension of use, or deletion of your personal information, contact us via the contact form or at support@kotoyui.cc. We will verify your identity and respond without undue delay in accordance with Japan's Act on the Protection of Personal Information.

8. Changes to this policy

Revisions are published on this page in advance. For material changes, we also notify the representatives of client companies directly.

9. Contact

Personal Information Protection Manager, Kotoyui, Inc.
Urban Toranomon Bldg. 7F, 1-16-4 Toranomon, Minato-ku, Tokyo 105-0001, Japan
Email: legal@kotoyui.cc / Phone: +81-3-6809-2140 (weekdays 9:30–18:00 JST)

Established: April 2, 2018 / Last revised: April 1, 2026