Introduction

At KOTOLI, we value your trust and are dedicated to protecting your personal information. This Privacy Policy explains how we collect, use, share, and safeguard your data when you interact with our website, services, or communications.

By using our website or services, you agree to the practices described in this policy. We encourage you to read this document carefully to understand your rights and how we handle your information.

Data Collection

We collect information to provide better services to our clients, improve user experience, and meet legal and business requirements. Below, we outline the types of data we collect and how we gather it.

Types of Data Collected

Personal Information

• Name
• Email address
• Phone number
• Company name and role (if applicable)
• Other details you provide when contacting us or using our services.

Non-Personal Information

• Browser type and version
• Operating system
• IP address
• Device information
• Website usage data (e.g., pages visited, time spent on pages).

Payment Information

• Billing details, including name, address, and payment method information.

Cookies and Similar Technologies

• Data about your interactions with our website via cookies, pixels, and analytics tools.

How We Collect Data

We gather information through the following methods:

Direct Interaction

• When you fill out forms, request information, or contact us via email or phone.
• When you engage in contracts or transactions with us.

Automated Technologies

• Using tools like cookies, server logs, and analytics platforms to collect data about your interactions with our website.

Third-Party Sources

• Data from advertising platforms, social media channels, or publicly available sources, if relevant to our services.

By using our website or services, you consent to the collection of data as described in this section. If you have questions or concerns about our data collection practices, feel free to contact us at support@kotoli.com.

Purpose of Data Use

We collect and use the data provided by you to deliver our services effectively, enhance user experience, and meet our business and legal obligations. Below are the specific purposes for which we use your data:

Service Delivery

• To process and respond to your inquiries, requests, or orders.
• To provide our marketing, consulting, and related services.
• To manage your account and provide customer support.

Communication

• To send important updates related to our services, including changes to our terms or privacy policy.
• To respond to your questions or feedback.
• To send newsletters or promotional content (with your consent).

Website Improvement

• To analyze user behavior and optimize our website’s performance, design, and content.
• To diagnose and fix technical issues.
• To monitor usage trends and gather insights for business decision-making.

Marketing and Advertising

• To tailor and personalize marketing campaigns based on your preferences and interactions.
• To serve targeted ads on our website or through third-party platforms.
• To measure the effectiveness of our marketing efforts.

Compliance with Legal Obligations

• To fulfill legal requirements, such as record-keeping and responding to regulatory inquiries.
• To ensure compliance with applicable data protection laws.

Fraud Prevention and Security

• To safeguard our website, systems, and users against fraud or malicious activity.
• To verify your identity when necessary.

Your Consent Matters

We use your data only for the purposes outlined above and as permitted by applicable law. Where consent is required, we ensure it is obtained in advance and provide options for you to manage your preferences at any time.

Data Sharing

We respect your privacy and are committed to handling your personal information responsibly. While we strive to minimize data sharing, there are instances where sharing your information is necessary to provide our services, comply with legal obligations, or enhance your experience. Below, we outline when and with whom we may share your data:

Service Providers and Partners

We may share your information with trusted third parties that help us operate our business, such as:

• Hosting Providers: To host and manage our website and databases.
• Analytics Providers: To analyze website usage and improve user experience (e.g., Google Analytics).
• Marketing Partners: To deliver targeted ads and promotional materials (e.g., advertising platforms).
• Payment Processors: To process transactions securely (if applicable).

Legal and Regulatory Compliance

We may disclose your information if required to:

• Comply with applicable laws, regulations, or legal processes.
• Respond to lawful requests by public authorities, including to meet national security or law enforcement requirements.

Business Transfers

In the event of a merger, acquisition, or sale of all or a portion of our business, your data may be transferred to the new entity as part of the transaction.

Protecting Our Rights

We may share your data to:

• Protect and defend our legal rights and property.
• Prevent fraud, abuse, or unauthorized access to our systems and services.

Aggregated or Anonymized Data

We may share aggregated or anonymized data that cannot be used to identify you, for purposes such as statistical analysis, industry research, or marketing insights.

With Your Consent

If required by law or in specific cases, we will share your data only with your explicit consent.

Third-Party Responsibility

While we work with reputable third parties, we are not responsible for their privacy practices. We recommend reviewing their privacy policies to understand how they handle your data.

Comments

When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.

Media

If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

Cookies and Tracking Technologies

If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

Embedded Content from Other Websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

Data Retention

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

International Data Transfers

KOTOLI is based in Japan and serves clients from around the world. As part of our operations, your data may be transferred to, stored, or processed in Japan or other countries where we or our service providers operate.

Updates to the Policy

At KOTOLI, we may update this Privacy Policy from time to time to reflect changes in our practices, services, legal requirements, or other factors. When we make significant changes, we will take appropriate steps to notify you, such as posting a notice on our website or sending an email to registered users.

Effective Date

The “Last Updated” date at the top of this policy indicates when the most recent changes were made.

Your Continued Use

By continuing to use our website or services after updates are made, you acknowledge and agree to the revised policy. We recommend reviewing this Privacy Policy periodically to stay informed about how we protect your information.