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 |
|---|---|
| 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 website, contact-form, or booking data for newsletters, advertising, profiling, or automated decision-making at launch.
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.
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. If processing were ever based on consent, you could 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.