Privacy Policy
Last updated: August 2026
Address
Cozy Onyx Legal Office Kabushiki Kaisha
4 Karahashi Hanazono-cho, Minami-ku, Kyoto 601-8465
Introduction
People write to the Cozy Onyx office about matters they may not yet have raised with anyone else: a dispute with a manager, a dismissal notice, a draft set of work rules that has not been shown to staff. This policy explains how the office treats that information. It is prepared with reference to the Act on the Protection of Personal Information (APPI) and applies both to this website and to the consultations and reviews arranged through it.
Confidentiality comes first
Everything you tell the office in connection with a consultation or review is treated as confidential, whether or not an engagement follows. The duties described in this policy are a floor, not a ceiling: where a stricter duty of confidentiality applies to the matter, that duty governs.
Information the office receives
From the contact form: Your name, email address, whether you write as an employer or an employee, and the description of the matter you choose to give.
During a consultation: Notes of what you tell us, including dates, employment terms and events at work. Some of this may concern your health, family circumstances or union membership, which the APPI treats as special care-required information; the office records it only where it bears on the question asked.
Documents you provide: Employment contracts, work rules, wage statements, notices and correspondence, sent by email or brought to the office.
About other people: Names of managers or colleagues that appear in your account. The office uses these only to understand your matter and does not contact those people without your instruction.
How it is used
Information is used to decide whether the office can help, to prepare for and conduct the consultation or review, to write the summary or revised wording you receive, and to keep a record of the advice given. Before accepting a company engagement, the office checks names against its own records so that it does not act for both sides of the same workplace. Nothing is used for marketing, and nothing is sold or passed to recruiters, insurers or employers.
Sharing and storage
The office does not disclose your information to your employer, employees or any other party without your written consent, except where Japanese law requires it. Email and file storage are provided by outside services acting under confidentiality terms; where their servers are located outside Japan, the office uses only providers whose safeguards meet the standard required by the APPI. Paper documents are kept in a locked cabinet at the office in Minami-ku and returned to you at the end of the matter unless you ask us to dispose of them.
Security measures
Client files are held in a document system restricted to the staff member handling the matter and the head of the office. Email attachments are moved into that system and removed from the mailbox. Consultations held online use a meeting link issued for that consultation only, and they are not recorded unless you ask for a recording and agree to how it will be stored. Staff are bound by written confidentiality obligations that continue after their employment ends.
If you write about someone else
Employers often send documents that name employees, and employees often describe managers. The office handles the personal information of those third parties only as needed to answer the question asked, does not add it to any mailing or client list, and deletes it with the rest of the matter file.
Retention
Enquiries that do not lead to a consultation are deleted after three months. Consultation notes and the written summary are kept for five years after the matter closes, so that the advice given can be checked if the same question arises again. Invoices are kept for the period required by tax law.
Your rights
You may ask the office to disclose what it holds about you, to correct it, to stop using it, or to delete it where retention is no longer necessary. Requests can be sent to info@cozy-onyx.com, by telephone to +81 75-691-7547, or by post to the address above. The office will confirm your identity before releasing records and will respond within fourteen days.
Revisions
This policy will be revised if the office's practice changes. The date at the top of the page shows the current version.