Privacy Policy

1. Basic Policy

TOMO JAPAN Co., Ltd. (the "Company") complies with the Act on the Protection of Personal Information and other related laws and regulations, and handles appropriately and carefully the personal information it obtains in the course of consultation, practical support, coordination of communications, translation and interpretation, accompaniment support, payment and billing, and other related work that it provides.

2. Personal Information We Collect

Depending on the service, the Company may collect the following information to the extent necessary. Not all of this information is collected for every service.

• Contact details such as name, address, telephone number, email address and social media accounts
• Nationality, language, and the content of consultations regarding residence, study abroad, schools and daily life
• Information necessary to carry out the entrusted matter, such as reservation numbers, order numbers, delivery numbers, and the name and contact details of the other party
• Materials and request details necessary for translation and interpretation, coordination of communications, accompaniment support and similar work
• Information necessary for order and billing management, such as payment amounts, payment results, transaction numbers and payment status
• Website browsing history, cookies, and information obtained through web analytics

Where the Company handles information concerning medical matters, residence status, identity, contracts or other important matters, it limits such handling to the extent necessary for provision of the service and gives due consideration to the necessity of collection and use.

3. How We Collect Personal Information

The Company collects personal information through enquiry forms, application forms, email, telephone, LINE, WeChat, meetings, submission of documents, payment procedures and browsing of the website.

4. Purposes of Use

The Company uses the personal information it collects for the following purposes.

• Responding to and communicating about enquiries, consultations and requests
• Confirming service content, whether a matter can be handled, estimates, fees and how to proceed
• Providing the Services, verifying identity, checking necessary materials and managing progress
• Practical support such as reservations, phone calls, email, on-site checks, accompaniment, and translation and interpretation
• Responding to consultations on study abroad support, daily life support, business support and support for making use of AI
• Payment, billing, confirmation of receipt, refunds and transaction management
• Coordination with partner specialists, schools, medical institutions, government offices, companies, shops, delivery companies and others
• Service improvement, quality control, prevention of improper use and handling of problems
• Responding to requests based on laws and regulations or from public authorities

5. Enquiries and Consultation

In order to respond to your enquiries and consultations, the Company uses your name, contact details, the content of the consultation, your preferred method of contact and the history of previous correspondence. Even where the content has not yet been organised, the Company will respond while confirming the necessary scope with you.

6. Provision of Services

In line with the content of your request, the Company uses the information necessary to organise information, coordinate communications, support phone calls and reservations, provide translation and interpretation, accompany you, check documents and provide other practical support.

7. Identity Verification

The Company may verify your identity to the extent necessary, in light of the content of the request, requirements of the other party, payment and billing management, responses to requests for disclosure, prevention of improper use and similar purposes.

8. Reservations, Phone Calls, Accompaniment and Other Support Work

When making phone calls, reservations, changes or enquiries, or providing accompaniment support or on-site checks, the Company may, based on your request, convey to the other party your name, reservation number, order number, the content of the communication and other information necessary to achieve the purpose. The information conveyed is as a rule limited to what is necessary for the purpose of the request.

9. Study Abroad Support

When providing study abroad consultation, school selection, application preparation and support before and after arrival in Japan, the Company may use personal information to the extent necessary for coordination with schools, educational institutions and related businesses.

10. Translation and Interpretation

Translation and interpretation work may involve personal information contained in the materials to be translated, the content of conversations and information about the other party. The Company handles such information to the extent necessary to carry out the work, and does not use or share it unnecessarily.

11. Payment and Billing

For payment, billing, confirmation of receipt, refunds, issuing receipts and transaction management, the Company may collect and use payment amounts, payment results, transaction numbers, payment status, billing details and similar information.

Payment information such as credit card numbers is processed on the payment screen of a third-party payment service provider such as KOMOJU and does not pass through the Company's servers. The Company does not store card numbers.

12. Provision to Third Parties

Except as required by laws and regulations, the Company does not provide personal information to third parties without obtaining the prior consent of the individual. However, in order to carry out the service you have requested, the Company may convey necessary information to schools, medical institutions, government offices, property management companies, shops, accommodation facilities, transport and delivery businesses, specialists, partner businesses and others.

Even in such cases, the information provided is as a rule limited to what is necessary to achieve the purpose of your request. Where the consent of the individual is required by law, the Company obtains the necessary consent.

13. Outsourcing

The Company may outsource the handling of personal information to external businesses for purposes such as service provision, translation and interpretation, system operation, payment, form management, email delivery, accounting and web analytics. In such cases, the Company exercises necessary and appropriate supervision over the contractor.

14. Use of External Services

The Company may use external services such as Microsoft Forms, Google Analytics, Microsoft Clarity, LINE, WeChat and KOMOJU for forms, email, payment, web analytics and communication. The handling of information within these external services is governed by the terms and privacy policies of the respective service providers.

15. Handling Where Information Is Transferred to Businesses Abroad or Outside Japan

Where LINE, WeChat, payment services, web analytics tools, cloud services or other services provided by businesses located overseas or hosted on servers outside Japan are used, personal information may be handled outside Japan. Where the Company provides personal information to a third party located in a foreign country, it obtains the person's prior consent as a rule, in accordance with the Act on the Protection of Personal Information. In doing so, the Company provides the person in advance with the name of the destination country or region, information about that country's or region's system for protecting personal information, and information about the protective measures taken by the recipient. Where you choose a means of contact provided by an overseas operator, such as LINE or WeChat, personal information handled in communications via that service is subject to the operator's own privacy policy.

16. Cookies and Similar Technologies

This website may use cookies and other similar technologies in order to improve convenience, understand how the site is used and improve our services. You can disable cookies in your browser settings, but some functions may then be unavailable.

17. Web Analytics

This website may use Google Analytics, provided by Google LLC, and Microsoft Clarity, provided by Microsoft Corporation, in order to improve our services. These tools use cookies and similar technologies and may collect information such as the pages viewed, operations performed and device information. The information collected is managed in accordance with the privacy policies of the respective companies.

Google Privacy Policy／Google Analytics Opt-out Add-on／Microsoft Privacy Statement

18. Security Management Measures

In order to prevent leakage, loss, damage, unauthorised access and alteration of personal information, the Company takes necessary and appropriate security management measures, including managing access rights, limiting the scope of handling, alerting relevant personnel and appropriately selecting external services.

19. Retention Period

The Company retains personal information for the period necessary to achieve the purpose of use, for the period required by laws and regulations, and for the period reasonably necessary as transaction records, accounting records and records of responses to enquiries. Personal information that is no longer required is deleted or managed by appropriate means.

20. Disclosure, Correction, Deletion and Other Requests

Where an individual requests the disclosure, correction, addition, deletion, suspension of use or suspension of provision to third parties of their personal information, the Company will verify their identity and respond within a reasonable scope in accordance with laws and regulations.

21. Personal Information of Minors

Where a minor uses the Services, the Company may confirm the consent of a person with parental authority or another statutory representative, depending on the service. Where the Company handles the information of minors in study abroad support, daily life support, school-related communications and similar matters, it does so with due consideration to necessity and scope.

22. Changes to This Privacy Policy

The Company may change this Policy in response to changes in laws and regulations, changes to the Services, business needs or similar circumstances. The revised content takes effect from the time it is posted on the Company's website.

23. Contact

For enquiries, complaints and requests for disclosure regarding the handling of personal information, please contact us at the following.

• Company name: TOMO JAPAN Co., Ltd.
• Representative: Yang Weishui, Representative Director
• Address: Shin-Yokohama Daisan Tosho Bldg, 3-9-5 Shin-Yokohama, Kohoku-ku, Yokohama, Kanagawa 222-0033, Japan
• Email: info@tomo-japan.co.jp

Established: June 28, 2026 / Last updated: September 1, 2026