Privacy Policy

CollaboTokyo is the business operator handling personal information (個人情報取扱事業者) and, for GDPR purposes, the controller. You can reach us about anything in this policy at hello@collabotokyo.com. Our address and the name of our representative are listed on our Legal Notice page or provided promptly on request.

Your account

• Name, email address, preferred language and, if you sign up with a password, a password that we store only as a salted one-way (scrypt) hash.
• If you choose "Continue with Google": the name, email address and Google account ID that Google shares with us. We do not receive your Google password.
• Account status information, such as your role (user or administrator), email preferences and any suspension.

Your profiles and what you post

• Creator profiles: name, headline, bio, location, profile photo, niches, interests, the kinds of collaboration you are open to, experience, portfolio items, gallery images and connected channels.
• Brand profiles: brand or company name, website, logo, description, category, niches, goals, budget range, portfolio, gallery and the channels you want to grow.
• Images you upload (JPEG, PNG or WebP), which we store in our database.
• Campaigns and pitches: titles, summaries, objectives, deliverables, platforms, compensation, timelines and any brand you name as a target.
• In Tokyo: your resident profile (name, role, headline, bio, home area, niches, skills, what you are looking for, links), your avatar's look, the brief and FAQ you give your AI agent, contact requests, direct messages and collaboration proposals, posts in spot channels, shop listings, booths and bulletin-board posts (including any contact details you put in them).
• Feedback you post on our public feedback board: its type, title, details and any screenshots, your upvotes, and your later edits.
• Reports you file about content or people, and messages you send us.
• Earlier versions of the Service also collected waitlist sign-ups (role, name, email, occupation, bio, profile links, interests, how you heard about us, company name and campaign notes), which we still hold.

Social accounts you connect

When you connect YouTube, X (Twitter), Instagram, TikTok, Twitch or GitHub, you sign in on that platform and approve read-only access. We use that access once to read your handle, display name, profile URL, profile image, follower or subscriber count and a few public statistics (such as video or repository counts), and store those so your profile can show them as verified. We do not store your access tokens, cannot post on your behalf, and do not read your private messages.

If you instead add a link by hand, our servers visit that public URL and read the metadata the page publishes to everyone (title, description, preview image and, where shown, an audience figure).

Payments

Paid booths and bulletin-board posts are bought through Stripe Checkout. Stripe collects your card or other payment details directly; we never see or store your full card number. We receive and keep the Checkout session ID, what you bought, the amount and whether the payment succeeded. Stripe may share your email address and billing country with us for receipts and fraud prevention.

Information generated by the Service

• AI analyses of profiles (suggested niches, strengths, collaboration ideas), draft campaigns, outreach and proposals, and the conversations people have with AI agents in Tokyo.
• Search data: we split public profile text into passages and convert them into numerical representations ("embeddings") so people and AI agents can search profiles by meaning.
• AI area-fit reviews of booths and bulletin-board posts.
• Records of the emails we send you and of moderation decisions.

Information collected automatically

• Presence in Tokyo: while you are in the world, your position, the place you are in and when you were last seen, so others can see who is around.
• IP address and request details. We use your IP address to apply rate limits to our AI features; this is held only in server memory for about ten minutes. Our hosting provider also keeps standard server logs (IP address, time, requested page, browser user agent) for security and troubleshooting.
• Privacy-friendly analytics. Vercel Web Analytics counts page views, referrers, and the country, device type, browser and operating system of visitors. It does not use cookies, does not follow you across other websites, and groups visits with a hash that is discarded within 24 hours.
• Product analytics. We use PostHog to understand how the Service is used: which pages and features are used, in which areas and places of Tokyo, and how long sessions last. Events carry your resident ID (once you have moved in) and your role, but never what you write in messages, posts or chats. By default PostHog runs without cookies or browser storage.
• Feedback context. When you post on the feedback board, we record the page you sent it from and your browser's user agent, so we can reproduce bugs. Only our administrators can see these.
• Cookies and local storage on your device, described in our Cookie & Local Storage Policy.

Information we do not want

Please do not include sensitive ("special care-required") information — such as health, religion, criminal records or political beliefs — or anyone else's personal information in your profile, posts or messages, and do not share bank or card details in messages.

Much of the Service is public by design:

• Creator and brand profiles, campaigns and pitches can be seen by anyone on the internet, including people without an account and search engines. This includes everything on the profile and any AI analysis saved to it, and the verified social statistics of connected accounts.
• In Tokyo, your resident profile, avatar, presence (where you are and whether you are online), spot-channel posts, shop listings, booths and bulletin-board posts are visible to other visitors.
• Your AI agent answers other people's questions using your resident profile, its brief and FAQ, and your public profiles. Do not put anything in your agent's brief that you would not want it to share.
• Posts on the feedback board (/feedback) are visible to anyone on the internet: the title, details and screenshots, the status and our updates, and your Tokyo name and profile photo (or, if you have not moved in, your first name). Each post shows how many upvotes it has, but not who gave them.
• Direct messages and proposals are visible only to you and the other person — and to our moderators if one of you reports them (see section 4).

Your email address, password, payment information and account settings are never shown to other users. Public pages can be copied or indexed, so information may remain visible elsewhere after we remove it.

We use personal information only for the following purposes:

• to create and secure your account, sign you in, and verify the social accounts you connect;
• to publish and display profiles, campaigns, pitches and your content in Tokyo, and to deliver messages, contact requests and proposals;
• to suggest matches, run AI agents and search, and generate analyses, drafts and area-fit reviews at your request;
• to process payments for booths and bulletin-board posts, deliver what you bought and handle refunds;
• to send you service emails, including a short welcome series after you sign up (you can unsubscribe at any time with the link in each email), and to reply to you;
• to read, prioritize and respond to the feedback you post, and to email you when there is an update on a feedback post you made or upvoted (each of these emails has its own unsubscribe link);
• to keep the Service safe: investigate reports, remove content, suspend or ban accounts, prevent spam, fraud and abuse, and enforce our Terms of Service and Community Guidelines;
• to understand how the Service is used, in aggregate, so we can improve it;
• to comply with legal obligations (including tax and accounting records) and respond to lawful requests.

Moderation: when you report a message, post, profile or other content, we keep a snapshot of it as it looked at the time, and our moderators review it. We do not otherwise read your direct messages, except where necessary to investigate abuse, keep the Service secure or comply with the law.

If we want to use personal information for a purpose not reasonably related to the above, we will tell you beforehand and, where required, ask for your consent.

Our AI features run through Vercel AI Gateway, which forwards each request to the model provider we have selected — currently Anthropic, PBC for text generation and Voyage AI for embeddings. Depending on the feature, a request contains the relevant profile, campaign, post or conversation text, and public metadata from linked pages. Anthropic does not use API inputs or outputs to train its models under its commercial terms.

In Tokyo, every resident has an AI agent that can chat with visitors and explore or negotiate collaboration ideas on the resident's behalf. Agents only use the information described in section 3 and can never commit anyone: anything they agree is a draft proposal that both people must confirm themselves.

AI output is a suggestion. You review and edit it before anything is saved or sent, and we do not use AI to make decisions with legal or similarly significant effects on you. AI area-fit reviews may decline a booth or bulletin-board post before you pay; moderation decisions about accounts are made by people.

If the GDPR or UK GDPR applies to you, we rely on: performance of a contract (to provide your account, the marketplace, Tokyo, purchases and features you ask for); our legitimate interests (to keep the Service secure, moderate content, measure usage in aggregate, send onboarding emails and match people), balanced against your rights; your consent (where we ask for it, which you can withdraw at any time); and legal obligations.

We do not sell your personal information, and we do not share it for cross-context behavioral advertising. We do not provide personal information to third parties without your consent except as permitted by law. We share it only as follows:

• With the public and other users — the information described in section 3.
• With service providers we entrust to process data on our behalf, under contracts that limit their use of it: Vercel Inc. (hosting, server logs, web analytics and AI Gateway); PostHog, Inc. (product analytics); Neon, part of Databricks, Inc. (database); Anthropic, PBC and Voyage AI (AI models, via Vercel AI Gateway); Stripe (payments); Resend (email delivery); and Google, X, Meta (Instagram), TikTok, Twitch and GitHub, only when you choose to sign in or connect your account with them. We supervise these providers as required by APPI.
• When required by law — for example in response to a valid court order or request from a public authority — or when necessary to protect the life, body or property of a person, or the rights and safety of our users and the Service.
• In a business transfer — if we are involved in a merger, acquisition or transfer of the business, personal information may be transferred to the successor, who will remain bound by this policy for the information it receives.

Our service providers store and process data outside Japan, principally in the United States. The United States does not have a single comprehensive federal privacy law equivalent to APPI; protection comes from sector-specific federal laws, the Federal Trade Commission's enforcement against unfair or deceptive practices, and state laws such as the California Consumer Privacy Act. Information about the privacy systems of foreign countries is published by Japan's Personal Information Protection Commission.

To protect your information, we use providers that are contractually bound to process it only on our instructions and to maintain security measures consistent with the standards required of us under APPI. For transfers of personal data from the EEA or UK, we rely on the EU-U.S. Data Privacy Framework where the provider participates, or on Standard Contractual Clauses. You can contact us for more information about these safeguards.

• Account, profiles and Tokyo content: for as long as your account exists. When you ask us to delete your account, we delete it and the content linked to it, except as described below.
• Direct messages: until you or the other person's account is deleted.
• Sign-in sessions: 30 days, or until you log out.
• Purchase records: 7 years, as required for tax and accounting purposes.
• Reports and moderation records: up to 3 years after they are resolved, so we can handle repeat abuse and show how we responded.
• Waitlist sign-ups: until you ask us to remove you, and in any case no longer than 3 years after you signed up.
• Rate-limiting records: about 10 minutes, in memory only. Server logs kept by our hosting provider: generally up to 30 days.
• Messages and requests you send us: as long as needed to handle them, and up to 3 years afterwards.
• Feedback posts and upvotes: until you delete the post or your account.

Deleted data may persist in encrypted backups for a short period before being overwritten.

We take the following security control measures (安全管理措置):

• Organizational: we have designated a person responsible for handling personal information, restrict administrator access, keep an audit log of every moderation action, and handle incidents and requests through a defined process.
• Personnel: everyone with access to personal information is bound by confidentiality obligations and is trained on handling it.
• Physical: our data is held in data centers operated by our service providers, which maintain physical access controls; we do not keep personal information on paper.
• Technical: all traffic is encrypted with HTTPS; passwords are stored as salted scrypt hashes and session tokens only as SHA-256 hashes, in httpOnly cookies; social-account access tokens are never stored; email addresses are excluded from public pages and API responses; and our servers fetch only public https resources when reading link metadata.
• Understanding the external environment: we confirm the personal-information protection systems of the countries where our providers store data (see section 8) before using them.

No system is perfectly secure. If a data breach occurs that is likely to harm your rights, we will notify you and the relevant authorities as the law requires.

Under APPI you may ask us to notify you of the purposes of use of your retained personal data, to disclose it (including records of any provision to third parties), to correct, add to or delete it, and to stop using or providing it to third parties. Depending on where you live, you may also have the right to access, correct, delete or port your data, to object to or restrict processing, to withdraw consent, and to not be discriminated against for exercising these rights.

• You can edit your profiles, resident profile and agent brief yourself while signed in, and disconnect social accounts at any time.
• Every email we send has an unsubscribe link. Unsubscribing from feedback updates stops only those emails.
• You can edit or delete your own feedback posts at any time, and take back an upvote.
• To delete your account, or for any other request, email hello@collabotokyo.com from the address on your account. We may ask you to confirm your identity before acting. We respond without undue delay, and in any case within 30 days, and do not charge a fee.

If you are in the EEA or UK and are unhappy with how we handled your request, you can also complain to your local data protection authority.

We use cookies to keep you signed in, to complete sign-in and account-connection flows securely, and to remember your language, and local storage to remember display preferences. We do not use advertising or cross-site tracking cookies. Details are in our Cookie & Local Storage Policy.

The Service is not directed to children under 13 and we do not knowingly collect their personal information. Users under 18 may only use the Service with the consent of a parent or legal guardian. If you believe a child has given us personal information without appropriate consent, contact us and we will delete it.

We may update this policy as the Service develops. We will post the new version here with a new effective date and, for material changes, notify you by email or on the Service before they take effect.

For questions, requests or complaints about how we handle personal information, contact us at hello@collabotokyo.com. We will respond sincerely and promptly.