Privacy Policy

1. Who we are

OKAWOOD Inc. is a film and video production company in Japan. We are responsible for the personal information described in this policy and handle it in accordance with Japan’s Act on the Protection of Personal Information and other applicable laws.

2. Information we collect

We collect only the information we need to respond to inquiries and plan, run, and invoice your production. This may include:

• Contact details: name, company or production name, email address, phone or messaging contact, and country.
• Project details: shooting dates, locations, crew size, schedule, references, briefs, and other information you share about your production.
• Crew and travel details: names and roles of crew members, and flight details where needed to plan your shooting days.
• Booking and payment records: quotations, invoices, agreed terms, payment confirmations, and refund records.
• Communications: emails and messages you send us.
• Website data: basic technical information, such as IP address and browser type, processed by our hosting and security providers.

We do not collect or store your credit card or bank card numbers. Card and account payments are processed by PayPal. We do not ask for passport or ID details unless they are required for a specific permit or arrangement, and only with your agreement.

If you share information about other people, such as your crew, please make sure they are aware of this policy.

3. How we use your information

• To respond to your inquiries and prepare quotations.
• To plan and coordinate your production, including location research, permissions, and arrangements with local venues, businesses, and partners.
• To confirm bookings, issue invoices, process payments and refunds, and keep accounting records.
• To contact you about your booking, schedule changes, safety, or weather.
• To improve our services and keep our website secure.
• To comply with legal obligations and respond to lawful requests.

We do not sell your personal information, and we do not use it for third-party advertising.

4. Legal basis (for visitors from the EEA, UK, and similar jurisdictions)

Where data protection laws such as the GDPR apply, we process personal information on the following bases: to take steps at your request before entering into a contract and to perform our contract with you; to comply with legal obligations, such as accounting and tax rules; and for our legitimate interests in running and securing our business. Where we rely on consent, you can withdraw it at any time.

5. Sharing your information

We share personal information only as needed for the purposes above, with:

• Production partners and local contacts, such as location owners, venues, permit authorities, crew, and equipment providers, to the extent needed to arrange your shoot.
• Service providers that help us operate, including PayPal (payments), Google Forms (if you use the form linked from our Japanese site), and our website hosting, communications, and storage providers.
• Professional advisers and authorities, such as accountants and lawyers, or where required by law.

We require providers entrusted with our personal data to handle it appropriately for the services they provide to us. Independent providers, including PayPal, also process information under their own applicable terms and privacy notices. See PayPal’s Privacy Statement and Google’s Privacy Policy.

6. International transfers

We are based in Japan. Our communications, hosting, storage, and payment providers, including PayPal and Google where used, may process information in Japan or other countries under their service arrangements. Where applicable law requires it, we will provide you with information about the recipient's country and its privacy protections and obtain your consent, or put in place contractual safeguards or another lawful transfer mechanism, before the transfer. Use of this website alone does not constitute consent to a transfer for which separate informed consent is required. Please contact us for information about the arrangements applicable to your enquiry or production.

7. How long we keep information

We keep personal information only as long as needed for the purposes above. Inquiry records that do not lead to a booking are generally deleted within two years. Booking, invoice, and payment records are kept for the applicable statutory retention period, normally seven years under Japanese tax rules, or ten years for fiscal years in which a tax loss is carried forward. The period is measured from the starting point specified by the applicable law. Records may also be retained where necessary to establish or defend legal claims.

8. Security

We take appropriate measures to protect personal information against unauthorized access, loss, alteration, or disclosure, including access controls on our accounts and limiting access to people who need it for your project.

9. Your rights

You may ask us to disclose, correct, add to, or delete the personal information we hold about you, or to stop using or sharing it, as provided by applicable law. Depending on where you live, you may also have rights to data portability, to object to or restrict certain processing, and to complain to your local data protection authority.

To make a request, email kkeihiro71@gmail.com. We may need to confirm your identity before responding.

10. Cookies

Our English service and legal pages do not contain advertising pixels or analytics scripts added by OKAWOOD. Our hosting and security providers may use essential cookies or similar technologies to deliver the site and protect it from abuse.

11. Changes to this policy

We may update this policy from time to time. The latest version will always be posted on this page with its effective date.

12. Contact

For questions about this policy or your personal information, please contact OKAWOOD Inc. at kkeihiro71@gmail.com.

The Japanese-language privacy policy is available here. If there is any inconsistency, this English version applies to Little Okawood services.