Privacy Policy

Last updated: 23/07/2026

Koko Doko Japan respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains what information we collect, how we use it, who we may share it with, and your rights.

1. Who we are

Koko Doko Japan is a Japan travel planning and support service run by Chloe and Rinto.

You can contact us at:

Email: hellokokodoko@gmail.com
Website: www.kokodokojapan.com

In this Privacy Policy, “we”, “us” and “our” means Koko Doko Japan.

2. What information we collect

We may collect personal information when you contact us, fill out a questionnaire, buy a digital guide, purchase a service, or use Japan Buddy Support.

This may include:

  • Your name

  • Your email address

  • Your travel dates

  • Number of travellers

  • Places you plan to visit

  • Your travel style, interests and priorities

  • Your itinerary or travel plans

  • Questions or messages you send to us

  • Information needed to provide our services

  • Payment and order information

  • Any information you choose to share with us through forms, email, LINE, WhatsApp or other communication channels

For some services, you may choose to share information such as dietary requirements, accessibility needs, mobility concerns, medical considerations, or other travel-related details. Please only share information that you are comfortable giving us and that is relevant to your trip.

3. How we use your information

We use your personal information to:

  • Reply to your enquiries

  • Understand what kind of help you need

  • Provide our travel planning services

  • Review questionnaires and itineraries

  • Create or check your Japan travel plan

  • Provide Japan Buddy Support

  • Send digital products or service information

  • Arrange consultation calls

  • Manage payments, orders and customer records

  • Improve our services, website and customer experience

  • Keep records for admin, tax, legal or business purposes

We do not sell your personal information.

4. Our lawful basis for using your information

We use your information where it is necessary to provide a service you have asked for, respond to your enquiry, manage our business, or meet legal obligations.

This may include:

  • Contract: when we need your information to provide a service you have purchased or asked us about.

  • Consent: when you choose to give us optional information, such as travel preferences, dietary needs, accessibility information, or marketing consent.

  • Legitimate interests: when we use information to reply to enquiries, improve our services, keep business records, or protect our website and business.

  • Legal obligation: when we need to keep certain information for tax, accounting or legal reasons.

5. Payments

If you buy a service or digital product from us, your payment may be processed through third-party platforms such as Squarespace and Stripe.

We do not directly store your full card details.

Payment providers may collect and process your payment information according to their own privacy policies.

6. Who we share your information with

We only share your information when needed to run our business, provide our services, or comply with the law.

This may include:

  • Website and form providers, such as Squarespace or Google Forms

  • Payment processors, such as Stripe

  • Email providers

  • Cloud storage or document tools, such as Google Drive or Google Workspace

  • Communication platforms, such as LINE, WhatsApp or email

  • Professional advisers, such as accountants or legal advisers

  • Authorities, if required by law

We do not sell your personal information to third parties.

7. International data transfers

Koko Doko Japan may use online tools and service providers based in different countries.

This means your information may be processed or stored outside your country of residence, including in Japan, the UK, the United States, or other locations depending on the services we use.

Where possible, we use reputable service providers that have their own privacy and security measures in place.

8. How long we keep your information

We only keep your personal information for as long as reasonably necessary.

This may depend on:

  • Whether we are still providing a service to you

  • Whether we need the information for customer support

  • Whether we need to keep records for tax, accounting, legal or business reasons

  • Whether you have asked us to delete your information

As a general guide:

  • Enquiry messages may be kept for up to 12 months.

  • Customer records and payment/order information may be kept for up to 6 years where needed for tax or legal purposes.

  • Travel planning information may be kept while we are providing your service and for a reasonable period afterwards in case of follow-up questions.

You can ask us to delete your personal information, although we may need to keep some information where required by law.

9. Marketing

We will only send marketing emails if you have chosen to receive them or where we are otherwise allowed to contact you.

You can unsubscribe or ask us to stop sending marketing messages at any time.

We will not sell your details to other companies for marketing.

10. Cookies and website analytics

Our website may use cookies or similar technologies to help the website work properly, understand how visitors use the site, and improve the user experience.

Third-party services such as Squarespace, analytics tools, payment providers or embedded content may also use cookies.

You can usually control cookies through your browser settings.

11. Your rights

Depending on where you live, you may have rights over your personal information.

These may include the right to:

  • Ask for a copy of the personal information we hold about you

  • Ask us to correct inaccurate information

  • Ask us to delete your information

  • Ask us to restrict how we use your information

  • Object to certain uses of your information

  • Withdraw consent where we rely on consent

  • Ask for your information to be transferred where applicable

The ICO explains that individuals have rights including access, rectification, erasure, restriction, objection and data portability under UK GDPR. (Information Commissioner's Office)

To make a request, please contact us at:

[hellokokodoko@gmail.com]

12. Keeping your information safe

We take reasonable steps to protect your personal information.

However, no online service, email system or messaging platform can be guaranteed to be completely secure. Please avoid sending highly sensitive information unless it is necessary for the service you are requesting.

13. Links to other websites

Our website, digital guides or messages may include links to other websites, booking platforms, maps, restaurants, attractions, transport services or third-party tools.

We are not responsible for the privacy practices, content or security of other websites. Please check their privacy policies before sharing personal information with them.

14. Children’s privacy

Our services are intended for adults planning travel to Japan.

If you are under 18, please do not submit personal information to us without permission from a parent or guardian.

15. Complaints

If you have a concern about how we use your personal information, please contact us first so we can try to help.

If you are based in the UK, you also have the right to complain to the Information Commissioner’s Office.

16. Changes to this Privacy Policy

We may update this Privacy Policy from time to time.

The latest version will always be posted on this page with the updated date at the top.