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Privacy policy

Privacy Policy

ROKUYA — operated by tmz Co., Ltd.
Effective date: May 16th, 2026

1. Introduction

tmz Co., Ltd. ("ROKUYA," "we," "us," or "our") is committed to protecting the privacy of our Customers and Clients. This Privacy Policy explains how we collect, use, store, and share your personal information when you interact with ROKUYA through our communication channels and payment services.

2. Information We Collect

Information you provide directly:

  • Full name
  • Email address
  • Phone number
  • Shipping address, including street address, city, postal code, and country
  • Instagram handle
  • Communication history related to your orders and inquiries
  • For Curation Service Clients: company name, business type (restaurant, hotel, etc.), project description, budget parameters, and design or aesthetic preferences

Information collected through payment processing:

ROKUYA uses third-party payment processors to handle transactions. When you complete a payment, the payment processor collects your credit or debit card details directly. ROKUYA does not store or have access to your full card number. We receive only a transaction confirmation, the last four digits of your card, and billing information necessary for order fulfillment.

Information collected automatically:

If you visit any ROKUYA web page, standard web analytics data, such as your IP address, browser type, and access time, may be collected.

3. How We Use Your Information

We use your personal information for the following purposes:

  • Processing and fulfilling your orders, including Inventory Sales and Curation Service engagements
  • Communicating with you about your orders, shipping status, and customer service inquiries
  • Issuing payment links and processing refunds when applicable
  • For Curation Service Clients: preparing procurement plans and coordinating with Japanese artists and suppliers on your behalf. Your budget information is used solely for internal procurement planning and is not disclosed to artists or suppliers
  • Complying with legal obligations, including tax reporting and customs documentation
  • Improving our products and services

We do not use your personal information for automated decision-making or profiling.

4. Legal Basis for Processing

We process your personal data based on:

  • Contract performance: Processing necessary to fulfill your order or Curation Service engagement
  • Legal obligation: Compliance with Japanese tax, customs, and commercial laws
  • Legitimate interest: Customer service communications and business improvement

These legal bases are intended to be broadly consistent with data protection frameworks across the Destination Country. Where ROKUYA's Customers or Clients are located in a jurisdiction with its own data protection statute, ROKUYA additionally relies on the following:

  • Thailand: The legal bases described above are recognized as lawful grounds for processing under Thailand's Personal Data Protection Act B.E. 2562 (2019) ("Thai PDPA"). This Privacy Policy is intended to satisfy ROKUYA's disclosure obligations under both Japanese law and the Thai PDPA.
  • Other ASEAN markets: As ROKUYA expands its Collector Sales or Curation Service into additional countries within the Destination Country, ROKUYA will identify the applicable local data protection statute—for example, Singapore's PDPA, Malaysia's PDPA, or Vietnam's Decree 13/2023—and update this Privacy Policy accordingly before processing personal data of Customers or Clients located there.

5. Sharing of Information

We share your personal data only with the following categories of third parties, and only to the extent necessary:

  • Payment processors: To process your payment securely
  • International freight forwarder: Your name, shipping address, and phone number, to arrange export shipment from Japan to the Destination Country
  • Receiving Agent: Where ROKUYA has coordinated a Receiving Agent in the Destination Country on your behalf, we share your name, address, and phone number with that agent for the purpose of customs clearance and last-mile delivery. ROKUYA selects and contracts with its Receiving Agents and requires them to handle your data only for this purpose.
  • Your own nominated courier or customs broker: Where you or your business have instructed ROKUYA to hand off your shipment to a courier or customs broker of your own choosing, we will share the name, address, and phone number necessary to complete that handover, in accordance with your instructions. Because this party is selected by you rather than by ROKUYA, ROKUYA's responsibility for that party's subsequent handling of your data is more limited than for a Receiving Agent ROKUYA itself has appointed.
  • Customs authorities: As required for international shipment documentation
  • Tax and legal advisors: As necessary for compliance with applicable laws

We do not sell, rent, or trade your personal information to any third party for marketing purposes.

6. Data Retention

We retain your personal data for as long as necessary to fulfill the purposes outlined in this Policy and for the periods required by applicable Japanese law.

For transaction-related records, such as order forms, invoices, and receipts, Japan's Companies Act (会社法) requires the retention of accounting books and related important business documents for up to ten (10) years from the closing of the relevant accounting period—a longer period than the seven (7) years generally required under the Corporation Tax Act. ROKUYA retains such records for up to ten (10) years to satisfy both requirements.

Communication records may be retained for the duration of our business relationship and for a reasonable period thereafter.

You may request deletion of your personal data at any time by contacting us. Please note that we may be required to retain certain data for legal compliance purposes.

7. Data Security

We implement reasonable technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. Payment data is handled exclusively by our third-party payment processor, which maintains industry-standard security certifications.

8. International Data Transfers

Your personal data is processed in Japan, where tmz Co., Ltd. is headquartered and where ROKUYA's operations, including order processing and quality inspection, are based. ROKUYA does not maintain an office or facility in the Destination Country.

Your personal data is nonetheless transferred to the Destination Country for the purpose of completing delivery in one of the following ways:

  • Where ROKUYA has coordinated a Receiving Agent on your behalf, your data is transferred to that Receiving Agent, who acts on ROKUYA's instructions for customs clearance and last-mile delivery.
  • Where you have arranged your own courier or customs broker, your data is transferred to that party at your direction in order to complete the handover you have requested.

If you are located in Thailand, these transfers are made in accordance with Section 28 of the Thai PDPA, on the basis that they are necessary for the performance of ROKUYA's contract with you—for example, to fulfill and ship your order—or to comply with applicable legal obligations.

If you are located in another country within the Destination Country, equivalent cross-border transfer safeguards required under that country's data protection law will apply, and this Policy will be updated to reflect the specific legal basis before ROKUYA begins processing personal data of Customers or Clients located there.

9. Your Rights

You have the right to:

  • Access the personal data we hold about you
  • Request correction of inaccurate data
  • Request deletion of your data, subject to legal retention requirements
  • Withdraw consent to communications at any time
  • Lodge a complaint with the applicable data protection authority in your country of residence, where one exists. For Customers and Clients located in Thailand, this is the Office of the Personal Data Protection Committee (PDPC) under the Thai PDPA. As ROKUYA expands within the Destination Country, the relevant local authority for each additional country will be added to this section.

To exercise any of these rights, please contact us at official@rokuya-jp.com.

10. Changes to This Policy

We may update this Privacy Policy from time to time, including to reflect ROKUYA's expansion into additional countries within the Destination Country. Material changes will be communicated to existing Customers and Clients via their preferred communication channel.

11. Contact

  • Data Controller: tmz Co., Ltd. (operating as ROKUYA)
  • Email: official@rokuya-jp.com
  • Instagram: @rokuyajp_official