Privacy Policy
Effective Date: September 8, 2025
Last Updated: October 15, 2025
1. Who We Are
Tomoko King – Consulting & Advisory (“we”, “us”, or “our”) is an Ontario-based consulting practice. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information in accordance with PIPEDA (Personal Information Protection and Electronic Documents Act).
2. What Personal Information We Collect
We collect:
a) Name
b) Email address
c) Phone number
d) Organization/affiliation and role
e) Messages and information you provide to us
f) Technical and usage data (IP address, browser type, device information)
3. How We Collect Information
We collect information when you:
a) Fill out a contact form
b) Email us
c) Join our community or sign up for updates
d) Use our website (see Section 8 for cookies and analytics)
4. How We Use Your Information
We use your information to:
a) Respond to inquiries and requests
b) Provide our services
c) Manage client relationships and accounts
d) Send you information about our services (with consent)
e) Manage community membership
f) Improve our website and services
5. Consent
By submitting your information, you consent to our collection, use, and disclosure as described in this policy. You may withdraw consent at any time by contacting contact@tomokoking.com, subject to legal or contractual restrictions. Withdrawing consent may limit our ability to provide services or require termination of our relationship if we cannot fulfill obligations without the necessary information.
6. Sharing and Disclosure
We do not sell, rent, or trade your personal information.
We may share information:
a) We use service providers to help us operate our website or business (such as hosting, email, or analytics) only as necessary for their services. These providers must protect your information and use it only for the purposes we specify
b) If required by law or legal process
c) Your information may be processed outside Canada by international service providers. When transferred, it will be subject to the laws of the jurisdiction and may be accessible to authorities in that jurisdiction. We ensure comparable protection through safeguards with our providers. Contact us for details about countries and safeguards.
7. Retention and Security
We retain information only as long as necessary for the purposes for which it was collected, legal obligations, disputes, and agreements. Client information is typically maintained throughout the relationship and for up to 1 year after, unless longer retention is required. After this period, data is securely deleted or anonymized.
Contact us for specific retention periods.
We use security safeguards appropriate to the sensitivity of information to protect against loss, theft, and unauthorized access or use. Our safeguards include physical (secure storage), organizational (limited access), and technological measures (encryption, passwords, firewalls). All employees and service providers must respect confidentiality.
When no longer needed, information is securely destroyed or anonymized.
7.1 Data Breach Notification
If a breach poses a real risk of significant harm, we will notify affected individuals and the Privacy Commissioner as soon as feasible. The notification will include breach details, information involved, mitigation steps, and protective measures you can take.
8. Cookies and Analytics
We use cookies and analytics services (such as Google Analytics) to understand website usage and improve our services. Some cookies are essential for functionality, others for analytics and performance.
Google Analytics collects information about your website use (IP address, browser type, pages visited, time spent). This is used solely to analyze traffic and improve services. Opt out at https://tools.google.com/dlpage/gaoptout.
You can adjust browser settings to refuse or delete cookies, though some website features may not function properly if disabled. For more information, visit www.allaboutcookies.org.
Cookie types:
- Essential cookies: Required for website functionality and cannot be disabled
- Analytics cookies: Used to understand how visitors use our website (such as Google Analytics)
- Performance cookies: Help us improve website performance and user experience
Manage non-essential cookies through your browser settings.
9. Access, Correction, and Deletion
Subject to certain exceptions provided by law, you have the right to:
a) Request access to your personal information in our custody or control
b) Be informed of how your personal information is being used and to whom it has been disclosed
c) Challenge the accuracy and completeness of your information and request corrections or amendments
d) Request deletion of your personal information, subject to our legal and contractual retention obligations
e) Withdraw your consent to the collection, use, or disclosure of your personal information, subject to legal or contractual restrictions
We will respond to your requests within the timeframes required by PIPEDA and will provide reasons if we cannot fulfill your request.
To make a request, please contact our Privacy Officer:
Privacy Officer: Tomoko King
Email: contact@tomokoking.com
Address: 40 Kron Drive, Guelph, Ontario N1G3B5 Canada
We will respond within 30 days of receiving your request. If we require additional time to respond, we will notify you of the extension and the reasons for it, as permitted by PIPEDA. In some cases, we may charge a minimal fee to process your request, particularly for access requests that require significant time or resources. We will inform you of any applicable fees before processing your request.
10. Questions or Concerns
If you have questions, concerns, or complaints about your privacy, this policy, or our handling of your personal information, please contact our Privacy Officer at:
Privacy Officer: Tomoko King
Email: contact@tomokoking.com
Address: 40 Kron Drive, Guelph, Ontario N1G3B5 Canada
We will investigate all complaints and respond within a reasonable time.
If you are not satisfied with our response, you have the right to file a complaint with the Office of the Privacy Commissioner of Canada:
Office of the Privacy Commissioner of Canada
30 Victoria Street
Gatineau, Quebec K1A 1H3
Toll-free: 1-800-282-1376
Website: www.priv.gc.ca
11. Changes to This Policy
We may update this privacy policy from time to time to reflect changes in our practices, legal requirements, or for other operational reasons. The most current version will be posted on our website with the effective date and last updated date. We encourage you to review this policy periodically. If we make material changes to how we handle personal information, we will notify you by posting a prominent notice on our website or, where appropriate, by contacting you directly. Your continued use of our services after any changes indicates your acceptance of the updated policy.