Privacy policy

1. Introduction

Tokyo Calm LTD (“we,” “us,” “our,” or “the Company”) is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, store, and protect your information when you visit our website, use our services, or interact with us.

Company Details:
Tokyo Calm LTD
256 Stainbeck Road
Leeds, LS7 2LZ
United Kingdom
Email: meet@tokyocalm.com

We are the data controller for the personal information we collect and process about you.

2. Information we collect

2.1 Information you provide to us

We collect personal information you voluntarily provide when you:

• Contact us through our website, email, or phone
• Request information about our services
• Engage our services (BrandCraft or DesignFlow)
• Subscribe to our newsletter or updates
• Participate in consultations or workshops
• Provide feedback or testimonials

This information may include:

• Name and job title
• Email address and phone number
• Company name and business details
• Project requirements and business information
• Payment and billing information
• Communication preferences

2.2 Information we collect automatically

When you visit our website, we may automatically collect:

• IP address and location data
• Browser type and version
• Operating system
• Pages visited and time spent on our site
• Referring website information
• Device information

2.3 Cookies and tracking technologies

We use cookies and similar technologies to:

• Improve website functionality and user experience
• Analyze website traffic and usage patterns
• Remember your preferences
• Provide relevant content and marketing

We use Google Analytics to understand how visitors use our site. Analytics cookies are only set if you accept them in the cookie banner. You can change your choice at any time using the cookie settings link in the footer.

3. How we use your information

3.1 Legal basis for processing

We process your personal data based on the following legal grounds:

• Contract: To provide our services and fulfill our contractual obligations
• Legitimate interests: To improve our services, conduct marketing, and operate our business
• Consent: For marketing communications and certain website analytics
• Legal obligation: To comply with legal and regulatory requirements

3.2 Purposes of processing

We use your information to:

• Provide and deliver our BrandCraft and DesignFlow services
• Communicate with you about your projects and our services
• Process payments and manage billing
• Send marketing communications (with your consent)
• Improve our website and services
• Comply with legal obligations
• Prevent fraud and ensure security
• Analyze business performance and market trends

4. How we share your information

4.1 Third-party service providers

We may share your information with trusted third parties who assist us in operating our business, including:

• Website hosting and cloud storage providers
• Email marketing platforms
• Payment processors
• Analytics services (such as Google Analytics)
• Customer relationship management (CRM) systems
• Professional advisors (lawyers, accountants)

4.2 Legal requirements

We may disclose your information if required by law, court order, or to protect our rights, property, or safety.

4.3 Business transfers

In the event of a merger, acquisition, or sale of our business, your information may be transferred to the new owner.

4.4 Portfolio and marketing

With your consent, we may use project information and results in our portfolio, case studies, and marketing materials. We will not disclose confidential business information without your explicit permission.

5. International data transfers

Some of our service providers may be located outside the UK/EEA. When we transfer your data internationally, we ensure appropriate safeguards are in place, such as:

• Adequacy decisions by the UK/EU authorities
• Standard Contractual Clauses
• Binding Corporate Rules
• Other appropriate safeguards as required by law

6. Data retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required by law. Specifically:

• Client project data: 7 years after project completion (for business and legal purposes)
• Marketing data: Until you unsubscribe or we no longer have a legitimate interest
• Website analytics: Up to 26 months
• Financial records: 7 years as required by UK law

7. Your rights

Under UK GDPR and data protection law, you have the following rights:

7.1 Access

You can request a copy of the personal data we hold about you.

7.2 Rectification

You can ask us to correct any inaccurate or incomplete personal data.

7.3 Erasure

You can request deletion of your personal data in certain circumstances.

7.4 Restriction

You can ask us to limit how we process your personal data in certain situations.

7.5 Portability

You can request your personal data in a portable format.

7.6 Objection

You can object to processing based on legitimate interests or for direct marketing purposes.

7.7 Automated decision making

You have rights regarding automated decision-making and profiling (though we do not currently engage in such activities).

7.8 How to exercise your rights

To exercise any of these rights, contact us at meet@tokyocalm.com. We will respond within one month of receiving your request.

8. Marketing communications

We may send you marketing communications about our services if:

• You have given us consent
• You are an existing client and the communications relate to similar services

You can opt out of marketing communications at any time by:

• Clicking the unsubscribe link in our emails
• Contacting us directly at meet@tokyocalm.com
• Updating your preferences if you have an account with us

9. Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. These include:

• Encryption of data in transit and at rest
• Access controls and authentication
• Regular security assessments
• Staff training on data protection
• Secure disposal of data

10. Children’s privacy

Our services are not directed to children under 16. We do not knowingly collect personal information from children under 16. If we become aware that we have collected such information, we will take steps to delete it.

11. Cookies policy

11.1 What are cookies

Cookies are small text files stored on your device when you visit our website.

11.2 Types of cookies we use

• Essential cookies: Necessary for website functionality
• Analytics cookies: Help us understand how visitors use our site
• Marketing cookies: Used to show relevant advertisements
• Preference cookies: Remember your settings and preferences

11.3 Managing cookies

Analytics cookies are off until you accept them. You can change your choice at any time using the cookie settings link in the footer, or block cookies through your browser settings. Disabling essential cookies may affect website functionality.

12. Third-party links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these sites. We encourage you to read their privacy policies.

13. Changes to this policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will notify you of significant changes by:

• Posting the updated policy on our website
• Sending an email notification to our mailing list
• Including a notice in our communications

The “Last updated” date at the top of this policy indicates when the latest changes were made.

14. Contact us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Email:meet@tokyocalm.com
Address: Tokyo Calm LTD
256 Stainbeck Road
Leeds, LS7 2LZ
United Kingdom

15. Complaints

If you believe we have not handled your personal data properly, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK’s data protection authority:

Website:ico.org.uk
Phone: 0303 123 1113
Address: Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF

This Privacy Policy is effective as of 20 October 2026 and will remain in effect until updated.