Privacy Policy

Our commitment to your data

Topaz Heron Kabushiki Kaisha treats any personal data shared through this website with care. This policy explains what we collect, how we use it, and the choices available to you.

Data collection

• What we collect: name, email address, and any message content submitted through our contact forms.
• How it's collected: directly through forms on this website, and through cookies where you've given consent (see our Cookie Policy).
• Legal basis: processing is based on your consent when you submit a form, or on our legitimate interest in responding to enquiries.
• Retention: enquiry data is kept only as long as needed to respond to and, where relevant, deliver the engagement discussed.

How data is used

• To respond to enquiries submitted through the contact form.
• To arrange and deliver consulting engagements you've requested.
• For basic website analytics, only where you've given consent via the cookie preferences.
• We do not sell personal data to third parties.

Data protection measures

• Reasonable technical and organisational measures are used to protect submitted data.
• Access to enquiry data is limited to those directly involved in responding.
• Should a data breach occur that affects your personal data, we will notify affected individuals in line with applicable law.

Your rights

• The right to access the personal data we hold about you.
• The right to request correction or deletion of your data.
• The right to data portability, where applicable.
• The right to object to processing carried out on the basis of legitimate interest.
• To exercise any of these rights, please contact us using the details on our Contact page.

What people tell us in interviews

Most of our work begins with conversations: short interviews with managers and staff about who actually decides what, how a meeting really runs, or how a succession is being talked about at home and at work. People are frank in these conversations because they are told how their words will be used. Interview notes are kept by the consultant who took them. What goes into the report is a pattern, such as "approval for purchases above a set amount is described differently by three departments", not a quotation attributed to a named person.

If a quotation is useful, it is used only with the speaker's agreement and without their name or role, and never in a way that lets a small team work out who said it.

Family and succession matters

Succession conversations in family-run companies touch on health, family relationships and personal finances. We record only what is needed to prepare and follow up the facilitated sessions. These notes are not shared with other family members or with staff unless everyone present at the session has agreed what may be passed on.

What the client company sees

The client company receives the findings, the responsibility grid or meeting format we produce, and the list of people interviewed. It does not receive individual interview notes. We explain this to the company before the engagement starts, so that the arrangement is clear to management and interviewees alike.

Retention and requests

Interview notes are deleted three months after the final report; the report itself and correspondence are kept for three years. Personal information is handled in line with the Act on the Protection of Personal Information. To ask what we hold, or to request correction, suspension of use or deletion, write to Topaz Heron Kabushiki Kaisha, 10-3-35 Naebo-cho, Higashi-ku, Sapporo, Hokkaido 065-0043, or call +81 11-731-8513.

Where sessions take place

Interviews and sessions take place at the client's premises in Sapporo or elsewhere in Hokkaido, or by video call. Video calls are not recorded unless every participant agrees in advance, and any recording is deleted once the notes from it are written up.

Enquiries that do not proceed

If an enquiry does not lead to an engagement, the message and any notes from a first conversation are deleted after one year.

Website analytics

Analytics on this website are used only if you accept them in the cookie settings, and they are never linked to interview or engagement records.