Optional advertising measurement
If you accept advertising measurement, we load the OpenAI Measurement Pixel. It can store ad-click references and browser identifiers in first-party cookies. We also save a random booking token in a cookie and pass that token to Cal.com when you open our fit-call booking link.
When Cal.com confirms your booking, we use the token to link it to the ad click and send an appointment event to OpenAI. The server event does not include your name, email, phone number, or booking answers. We retain the server tracking records for up to 30 days. We retain a record of withdrawn consent for up to 180 days to prevent delayed requests from restoring it.
Your consent choice is saved in this browser for up to 180 days. To stop future measurement, open Cookie settings in the footer and select Reject all, or clear Advertising measurement and select Save. This also requests cancellation of pending server measurement for this browser. It does not remove events already sent. You can remove stored cookies through your browser settings.
See the OpenAI Measurement Pixel documentationand the OpenAI Privacy Policy.
Optional Google Analytics
If you allow analytics, Google Analytics 4 measures page visits, campaign labels, and booking actions. We do not load its script or send Google measurement requests before you allow analytics. Analytics and OpenAI advertising measurement have separate consent choices.
Google can process browser identifiers, device information, and approximate location. We do not send contact-form contents, names, email addresses, phone numbers, or booking answers in our analytics events. Page URLs exclude query values other than supported campaign labels, and referring URLs are reduced to the website origin. Do not put personal information in campaign labels. Google advertising features and Google Signals are disabled for this setup.
The consent choice is stored in local storage under tc-analytics-consent-v1 for up to 180 days. Google cookies _ga and _ga_WSRV8JW16Mare configured to expire after 180 days, without extending that expiry on each visit. Our launch configuration limits event and user-level retention to 14 months; aggregate reports can be retained longer.
To withdraw consent, open Cookie settings in the footer, clear Analytics, and select Save, or select Reject all. This stops future measurement and removes this stream's Google cookies. It does not erase events already sent. If browser storage cannot save a new choice, it applies only to the current page; use your browser settings to clear saved site data.
This processing is based on your consent. Google may process data outside the European Economic Area under its applicable data-processing terms and transfer safeguards. See the Google Privacy Policy and Google data-processing terms.
Who controls your data
Tokyo Crew OÜ is the controller of personal data described in this policy.
- Registry code
- 14812210
- Registered office
- Sepapaja tn 6, Lasnamäe linnaosa, Tallinn, Harju maakond 15551, Estonia
- Privacy contact
- legal@tokyocrew.com
Data we process
Depending on how you interact with us, we may process:
- your name, email address, and optional company, product, website, or profile details;
- the workflow, product challenge, or other information you submit through our contact or booking forms;
- booking time, time zone, calendar event, video-call details, attendance, and reminders;
- business correspondence, proposals, contract, billing, and transaction records;
- technical security and delivery information processed by our hosting provider.
For contact-form enquiries, your name, email address, and message are necessary so we can understand and respond to your request. Company or organisation information is optional. Without the required information, we cannot respond through the form.
Why we process data
| Purpose | Legal basis |
|---|---|
| Measure advertising results and, when enabled, website analytics. | Your separate consent for each optional purpose. |
| Deliver and secure the website and prevent abuse. | Our legitimate interest in operating a secure, reliable website. |
| Assess a service or project request, arrange a fit call, communicate, and prepare a proposal. | Steps taken at your request before entering a contract. |
| Respond to general enquiries, partnership proposals, and security reports. | Our legitimate interests in managing business communications, developing partnerships, and protecting our services. |
| Manage B2B relationships with representatives of customers and prospects. | Our legitimate interest in conducting and developing our business. |
| Maintain accounting, tax, corporate, and legal records. | Compliance with legal obligations. |
We do not use contact-form or booking answers for newsletters or automated decisions. Optional advertising and analytics measurement are described above.
Service providers and recipients
We use these providers to operate the website, contact form, and booking process:
- Cloudflare for website hosting, delivery, security, and cookie-free Web Analytics;
- Cal.com for booking forms, scheduling, and reminders;
- Mailgun for secure delivery of contact-form messages; and
- Google Workspace for email, calendar, and online meeting details.
- OpenAI for advertising measurement when you allow it.
- Google Analytics for website measurement when you allow it.
We may also disclose data to professional advisers, public authorities, or other recipients where required by law or necessary to establish, exercise, or defend legal claims.
International transfers
Some providers or their subprocessors may process data outside the European Economic Area, including in the United States. Where required, we rely on the providers’ data-processing terms, adequacy decisions, Standard Contractual Clauses, or other safeguards recognized under data-protection law.
You can review the providers’ current information in the Cloudflare Privacy Policy, the Cal.com Privacy Policy, the Mailgun Privacy Policy, and the Google Workspace data-processing terms.
How long we keep data
- Unsuccessful inquiries and bookings: up to 24 months after the last interaction.
- Client and transaction records: during the relationship and applicable statutory retention periods.
- Rights requests and legal correspondence: as needed to respond and demonstrate compliance.
- Security logs: according to Cloudflare’s documented security and operational retention periods.
We may retain specific information longer when required by law or necessary for legal claims.
Your rights
Subject to the conditions in applicable law, you may ask us to:
- provide access to your personal data;
- correct inaccurate or incomplete data;
- erase data or restrict its processing;
- provide portable data where the right applies; or
- stop processing based on legitimate interests by exercising your right to object.
Send requests to legal@tokyocrew.com. We may request reasonable information to verify your identity. Where processing is based on consent, you can withdraw that consent at any time without affecting earlier lawful processing.
Complaints
You may complain to the Estonian Data Protection Inspectorate or to the data-protection authority in the EEA country where you live, work, or believe an infringement occurred. We encourage you to contact us first so we can try to resolve the matter.
Changes to this policy
We may update this policy when our services, providers, or legal obligations change. The date at the top identifies the latest version.