Kotoba Kards Privacy Policy

Updated: September 15, 2023

Kotoba Kards LLC (“Kotoba Kards”) understands that you value your personal privacy and is therefore committed to respecting the privacy and security of your personal information through our compliance with this policy.

The information contained in this Privacy Policy describes the information we collect and the manner in which we use that information, to ensure you understand our practices and procedures. This includes what personally identifiable and non-personally identifiable information we may collect and/or share with third parties, how we collect and use that personally identifiable information, and how you may control your personally identifiable information.

This Privacy Policy applies to information we collect:

via the website located at https://kotobakards.com (the “Website”)
via the website application located at https://app.kotobakards.com (the “Web App”)
via the mobile application accessed by downloading the software via stores such as iTunes or Google Play (“Mobile App”)
in email, online submissions, and other electronic messages between you and the Website or App
related to the products and services Kotoba Kards provides you should you become a customer of Kotoba Kards (“Services”)

This Privacy Policy does not apply to any other website, application, or other service offered by any third parties, or any other websites offered by Kotoba Kards other than this Website and App. Any dispute that may arise over privacy will be subject to this Privacy Policy and applicable laws and regulations.

Please read this policy carefully to understand our policies and practices regarding your information and how we will treat it. If you do not agree with our policies and practices, your choice is not to use our Website or App.

By using our Website, App, or any other Service offered in conjunction with Kotoba Kard’s business, and in accordance with any other agreement in which this Privacy Policy is incorporated, you agree to the terms of this Privacy Policy. Kotoba Kards may periodically update this Privacy Policy and encourage you to refer to this Privacy Policy on an ongoing basis. By continuing to use the Website, App, and/or Services, you consent to any such updates or changes.

Security by Design

We are committed to providing appropriate security measures to ensure the protection of your data. As such, we take reasonable steps to do so, including internally maintaining technical and organizational systems that help safeguard and secure the information we collect, prevent unauthorized access, protect data integrity and accuracy, and confirm the proper use of information. Where we use third parties to process or store your data, we choose providers that also have thorough security measures in place and that provide at least as much assurance and compliance as we do.

Nevertheless, no method of electronic transmission or electronic storage is 100% secure. Due to the inherent risk involved in the use of the internet, we cannot guarantee nor provide any assurances that Kotoba Kards will be able to prevent unauthorized access by third parties to our information systems or your identifiable information (e.g. as access by hackers to our Website, App, servers, etc.), that loss, misuse, or alteration of any information will not occur, or that our Website and App are or will be free of viruses or other harmful components. You should always use commercially recognized software to detect and remove viruses and other harmful components from any download.

To the extent that we experience any unauthorized access of our systems or other breach of our data, we will notify the appropriate authorities as required by applicable laws and regulations.

Identifiable Information We Collect & Use

Information collected through our Website and App: We may collect, store, and share personally identifiable information about you that you voluntarily submit to us on the Website and App. Such information may include your name, email address, phone number, physical address, company name, and other similar information that may specifically identify you.

In general, we receive such information when you:

Register to use our Website or App
Subscribe to any newsletters or contact service
Submit your information to us through any forms on the Website or App
Download information from the Website or App
Contact us via the Website or any information on the Website
Respond to any surveys we request you complete for research purposes
Carry out any other transactions on our Website, App, or in conjunction with our Services
Provide information to be published or displayed on public areas of the Website or App

We, or our servers, may also collect general, internet-user information that uniquely identifies the user, such as your Internet Protocol (IP) address, location data, or other information that identifies the computer, mobile device, tablet, or other device you use to access the Website or App.

We will generally use such information submitted by you or collected by us on our Website and App to:

Operate and improve our Website and App
Send responsible marketing and communications about our Services
Contact you in connection with your requests for information or our Services
Fulfill your requests for or engage to provide you with Kotoba Kards products or Services
Engage in market research or project planning
Troubleshoot problems or protect against errors, fraud, or other criminal activity
Comply with the law, protect or defend our rights or the rights of other users of our Website and App, or act in an emergency to protect someone’s safety
Further our legitimate business interests
Otherwise with your express consent

Information collected through our Services: We may also collect, store, and share information about you that you submit to us during your use of our Services. Such information may include your image, voice, name, email address, phone number, physical address, company name, and other similar information that may specifically identify you.

We will generally use such information submitted by you or collected by us during our provision of Services to:

Provide the Services offered by Kotoba Kards, including but not limited to any purchases made of Kotoba Kards products and/or Services, in accordance with the terms of any agreement(s) between you and Kotoba Kards
Operate and improve our Services
Perform market research and analyze software usage and trends
Send responsible marketing and communications about our Services
Further our legitimate business interests
Otherwise with your express consent

Information shared with third parties: NSG occasionally uses certain third parties to operate our Website and App or provide the Services that you may request. To the extent that this Website, App or your agreement with Kotoba Kards utilizes such third parties, the privacy policies and practices of those third parties will govern the use of your information. Kotoba Kards is not responsible for the privacy practices of third parties.

We do not share information with non-affiliated companies or individuals except to provide products or Services you have requested, when we have your permission or authorization, or under the following circumstances:

Where allowed by law, we may provide information to trusted companies or individuals who work on behalf of or with Kotoba Kards under confidentiality agreements, business engagement agreements, or other similar contracts. These companies and individuals may use your personal information to help Kotoba Kards achieve its business goals, communicate with you, ensure the Website and App remains functional and operational, etc. As such, we generally strive to ensure such other companies or individuals provide the same measure of safety and protection as Kotoba Kards.
We also may access and/or disclose any information, including personally identifiable information, as required by courts, administrative agencies, or otherwise required by law, and to the extent necessary to permit us to investigate suspected fraud, harassment, or other violations of any law, rule, or regulation, the rules or policies of this Website and App, the rights of third parties, or to investigate any suspected conduct which Kotoba Kards deems improper.
Finally, we may transfer any information, including personally identifiable information, to our successors in business who may take control of our Website assets.

We also utilize certain regular third-party providers to operate our Website and App or to provide our Services. Kotoba Kards is not responsible for the practices of any such third parties unless otherwise required by law.

Control of Your Information

To ensure the privacy and protection of your personally identifiable information, we leave control over your personal data in your hands. Depending on the laws and regulations of your country, state, or other jurisdiction, you may request that we:

Explain to you the manner in which we use your personal information
Provide a copy of any information we have collected about you or that you have provided to us
Delete any of your personal information
Correct or otherwise amend your personal information
Stop contacting you (such as via newsletters, emails, etc.) using such information

To the extent that you have previously consented to our processing of your personal information, you may be allowed to later withdraw that consent. We also will not retain your data for any longer than is reasonably necessary to achieve the purposes for which it was provided and will periodically erase old data in accordance with our data retention schedule. In no case will we retain your data for an unreasonable period of time.

To make any of the above requests, or to obtain additional information, please send us a communication marked “Privacy – Personally Identifiable Information” to contact@kotobakards.com.

Note that you may also set your browser to refuse all or some browser cookies or to alert you when cookies are being sent. If you disable or refuse cookies, please note that some parts of this Website may then be inaccessible or not function properly.

Kotoba Kards reserves the right to deny any such requests, in Kotoba Kard’s discretion, where Kotoba Kards is permitted to do so by applicable law.

Data Retention

In accordance with our routine business practice and record keeping, we may delete certain records that contain information you have submitted to us. We are under no obligation to store such information indefinitely and disclaim any liability arising out of, or related to, the destruction of such personally identifiable information.

We are not responsible for removing information, including personally identifiable information, from third party systems, lists, databases, etc., of any kind, if that information has already been shared with such third parties as permitted by this Privacy Policy.

Advertisers & Third-Party Marketing

While using our Website, App, or Services you may encounter links, content, and advertisements from third parties, and you may choose to share information with such third parties or may otherwise consent to us sharing your information with a third party. If you agree to share your personally identifiable information with a third party, your personally identifiable information will be disclosed to the third party and the personally identifiable information you provide will also be subject to the privacy policy and business practices of that third party.

You may also opt out of third-party interest-based and behavioral marketing practices by such advertisers, some of which may link to or advertise on the Website, by visiting the following third-party sites:

Kotoba Kards is not responsible for any acts, errors, or omissions of any such third party, and we encourage you to carefully review the privacy policy of any third-party website or link you visit.

Embedded Content From Other Websites

Articles on the Website 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.

Non-Identifiable Information We Collect & Use

We may also collect and store non-identifiable information from our Website or App users about user contact with and use of the Website or App, through the use of cookies, pixel tags, clear gifs, etc., or may aggregate and anonymize identifiable information for our own purposes, including market research, usage statistics and analysis, and advertising.

Examples of non-identifiable information collected include the age, location, gender, business category, etc. of users. Examples of non-identifiable information collected from the Website and App include which internet browser is being used to access the Website or App, the type of computer operating and/or mobile application system or software and peripherals users are utilizing, how many users in a particular state visit the Website or App on any particular day, whether and how users search for, find, or link to the Website or App, time spent on and navigation of the Website and App, etc.

Should we utilize advertisements on our Website, those advertisers and their providers may also set cookies when you click their banners. Any cookies received with banner ads are collected by those advertisers and their ad service providers. The advertiser’s privacy policy and, if applicable, that of its service provider govern the use of this information. We are not responsible for the privacy practices of such advertisers or ad service providers.

Children Under the Age of 13

Our Website, App, and Services are not intended for users under the age of 13, and persons under the age of 13 may not access or provide any information to or on the Website or App without the advice and presence of their parent or guardian. We have no intention of collecting and do not knowingly collect personally identifiable information from children under the age of 13. If a parent or guardian discovers that a child has provided us with personally identifiable information, that child’s parent or guardian should contact us immediately at contact@kotobakards.com with a request marked “Privacy – Underage Use of Website” in order to delete any information submitted by the child from our system. Kotoba Kards will use reasonable efforts to delete this personally identifiable information.

Jurisdiction

We operate the Website and App in the United States and in accordance with the laws, rules, and regulations of the United States. You acknowledge and permit that information we collect may be transferred to and processed in the United States if you are accessing the Website or App outside of the United States. By using our Website, App, or Services, including providing Kotoba Kards with any information, and unless otherwise prohibited by law or regulation, you (a) acknowledge that such actions are subject to the laws, rules, and regulations of the United States, (b) consent to the collection, processing, maintenance, and transfer of such information in and to the United States and other applicable territories.

California Visitors

In some instances, we may also be providing Services that are subject to the California Consumer Privacy Act (CCPA). If applicable, the CCPA may grant to you certain rights related to your personal data, including:

The right to access to your personal data in a useable format
The right to request that any data collected be deleted
The right to disclosure of the categories, sources, purposes, and specifics of personal data collected, used, sold, or otherwise disclosed by us
The right to disclosure of the third parties with whom personal data is shared
The right to details on any sales of your personal data
The right to opt-out of the sale of your personal data
The right to not receive discriminatory treatment for the exercise of your rights conferred by the CCPA

While we strive to provide all individuals and entities on whom we possess data with the highest possible degree of transparency and control over their data, you may have additional data protection rights under the CCPA that are not specifically listed here. You may also have the right to lodge a complaint with an appropriate supervisory authority, should you believe that we are not collecting or storing your data in a manner compliant with the CCPA.

If you desire information about, or to exercise your rights under the CCPA, such as the specific uses for which we store it or what data we store, you may make such requests by contacting us at contact@kotobakards.com or otherwise via the information located below. For all such requests, please include the phrase “California Privacy Rights” in the subject line of your request if made by email, or in the header of your letter if made by mail. You must also include information by which we can verify your request, including your name, address, phone number, and email. We will review such requests when received and respond within a reasonable time, and in all instances will confirm receipt of your request within ten days, with a determination of our responsibilities. If you desire to do so, you may also designate an authorized agent who may make such requests on your behalf by contacting us in the same manner, and providing us with information by which we can verify the identity of the agent, including the agent’s name, address, phone number, and email.

As of the date of this Privacy Policy, except as otherwise stated herein, Kotoba Kards has not otherwise disclosed or sold any personal data to any third parties.

Kotoba Kards does not knowingly sell the personal data of minors under the age of 16 years old.

European Union Visitors

Under the EU General Data Protection Regulation (“GDPR”), we may be acting as a data controller in conjunction with the Services provided to you. To the extent that we act as a data controller, we will only use any personally identifiable information (or “data”) provided by you (1) to the extent that you have consented to such use, (2) to perform Services under any contract we have with you or otherwise requested by you, (3) to meet our obligations under the GDPR, or (4) in accordance with our legitimate interests in the operation of our business, including those stated in this Privacy Policy.

In some instances, we may also be acting as a data processor in conjunction with data you provide to us as a data controller. To the extent that we act as a data processor, this Privacy Policy, along with any other incorporated documents, constitutes the contract between us. We will only process the data you provide to us based on your instructions and with the goal of keeping the data subject’s data secure and private.

In addition, we will only transfer your data to our U.S. location or other third-party processors outside the EU to the extent such transfer is allowed under the GDPR, and in accordance with its provisions. You can find a list of the third parties we use to process such information above, along with links to the privacy agreements of those third parties.

While we strive to provide all individuals and entities on whom we possess data with the highest possible degree of control over their data, you may have additional data protection rights under the GDPR that are not specifically listed here. You may also have the right to lodge a complaint with an appropriate supervisory authority, should you believe that we are not collecting or storing your data in a manner compliant with the GDPR.

If you desire information about, or to exercise your rights under the GDPR, such as the specific uses for which we store it or what data we store you may make such requests by contacting us at contact@kotobakards.com, or otherwise via the information located below. For all such requests, please include the phrase “EU Privacy Rights” in the subject line of your request if made by email, or in the header of your letter if made by mail. You must also include information by which we can verify your request, including your name, address, phone number, and email. We will review such requests when received and respond in a reasonable time with a determination of our responsibilities.

Disabled Users

If you or someone you know has a disability and are unable to read the information contained in this Privacy Policy, you may request this Privacy Policy in a more accessible format by contacting us at the contact information below and specifying the form in which you desire access. We will make reasonable efforts to accommodate such requests or find additional accessible forms that will meet your needs.

Consent to Updated Privacy Policies

Please note, we may change information on our Website, App and/or this Privacy Policy, at any time without notice to you, and any changes will be effective immediately upon the posting of the revised Privacy Policy on this Website.

Contact Us

If you have any questions about this Privacy Policy, the use of our Website, App, or Services, your dealings with Kotoba Kards, or your rights under any of the laws or regulations described in this Privacy Policy, you can contact us by email at contact@kotobakards.com.